1. INTRODUCTION

 SurvPal Ltd is committed to protecting your privacy and security. This privacy policy explains how and why we use your personal data, to ensure you remain informed and in control of your information.

The General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018 have changed the rules which govern how we can communicate with you.

You can change how we contact you or decide not to receive communications any time. If you wish to do so please contact SurvPal by emailing , writing to SurvPal Ltd, Upper Floors, 31 Church Road, Poole, Dorset. BH14 8UF or telephoning 020 8819 6580 (lines open 9am-5.30pm, Mon-Fri).

For purpose of this privacy policy the use of “we”, “us”, “our”, “our website” refers to SurvPal.

  1. ABOUT US

 Your “Data” will be collected and used by SurvPal Ltd, a private limited company with registration number 9023744. The registered office for SurvPal Ltd is 56 Pelham Court, 145 Fulham Road, London. SW3 6SH.

The trading address for SurvPal is Upper Floors, 31 Church Road, Poole, Dorset. BH14 8UF.

Our sister companies referred to in this privacy policy are Stanley & Strong, Stanley Associates and Party Wall Guru. These are all trading names of SurvPal Ltd.

We are a “Controller” in respect of your personal data (ie. any information which identifies you, or which can be identified as relating to you personally). This means we take decisions about the types of personal data we should collect for the purposes of our business.

We are also a “Processor” in respect of any customer data that you input into our website (ie. any information which identifies your customers, or which can be identified as relating to your customers). This means we are not making decisions about what data to collect and how it should be used.

Any questions you have in relation to this privacy policy or how we use your data should be emailed to The Data Protection Officer at or addressed to The Data Protection Officer, SurvPal Ltd, Upper Floors, 31 Church Road, Poole, Dorset. BH14 8UF.

  1. WHAT INFORMATION WE COLLECT

 Data you provide

We collect data you provide to us. This includes information you give when registering, communicating with us, or using our website. For example:

  • personal details (name, email, address, telephone, company details, etc.) when you register as a SurvPal user;
  • billing information (including payment data);
  • details of your marketing and communications preferences (such as campaigns and the way we contact you);
  • your account preferences and settings;
  • messages you send using SurvPal;
  • emails and other communications with us;
  • customer data (only should support in using our website be requested).

 Information created by your involvement with SurvPal

Your activities involved in using SurvPal will result in personal data being created. This could include details of how you have been using SurvPal, for example document download data, as well as when you engage in our social media.

When you use our website you generate customer data, which is stored on our database. This information is secure and confidential.

 Information we generate

We may conduct analysis on the information we hold, which can generate personal data. For example, by analysing how you are using SurvPal can help us decide upon our future development schedule.

 Special categories of personal data

We do not collect or store sensitive personal or customer data about SurvPal users. For example, information relating to health, beliefs or political affiliation, etc.

Our website is not intended for use by children and we therefore do not knowingly collect any data regarding children.

  1. HOW WE COLLECT INFORMATION

Your personal data may be obtained via email, post, phone or when meeting face-to-face, or by any other means of correspondence you have with us. For example, your personal data is provided when you register for a SurvPal account online, contact us or engage with us via social media, request marketing or information to be sent to you, or complete a survey.

Personal information may also be collected automatically during your interaction with SurvPal. For example, information about how you are using our website and your browsing patterns. This personal data will be collected by using cookies, and from our superadmin account and server logs. Please view our Cookie Policy for further information.

We do not collect customer data.

  1. HOW WE USE INFORMATION

 We only use personal data with your consent, or where it is necessary in order to:

  • enter into or perform a contract with you;
  • comply with a legal duty;
  • protect your interests;
  • for our own (or a third party’s) lawful interests, provided your rights do not override these.

We may process personal data for certain legitimate business purposes, which include some or all of the following:

  • where the processing enables us to enhance, modify, personalise or otherwise improve our services and communications via our website and social media;
  • to ensure our compliance with best practice. For example, if data needs to be shared with third parties;
  • to identify and prevent fraud;
  • to enhance the security of our network and information systems;
  • to continue functioning as a business.

Whenever we process data for these purposes, we will ensure that we keep your personal data rights in high regard and take account of these rights at all times. Our legitimate business interests do not automatically override your interests. We will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

In any event, we only use your information for the purpose it was collected for (or else for closely related purposes):

 Administration

We use personal data for administrative purposes. This includes:

  • maintaining our user database;
  • fulfilling our online services and support (whether online, over the phone or in person);
  • helping us respect your marketing preferences. For example, if you ask not to receive marketing material, we will keep a record of this.

 Internal analysis

We carry out analysis on our users to determine the success of marketing campaigns and to better understand user behaviour. This helps inform our approach towards our marketing, future development schedule, to improve your use of our website, and to personalise your experience.

Marketing

We use personal data to communicate with people and to promote SurvPal. This includes keeping you up to date with our news, updates (including support and maintenance) and development releases. Communications will be tailored based on what we think your interests are, from looking at data collected using cookies and from looking at your past transactions. You are able to unsubscribe from any such correspondence at any time.

 Professional body membership

If you are using RICS, FPWS or P&T templates for document downloads, we may check that you are a current member of the relevant professional body. We are unable to provide you with the templates if you are not a member.

Data uploaded by website users

We act as a Processor in respect of any customer data you upload to SurvPal. This means that we are processing data only on the basis that our website is meant for. With the exception of technical processes like storage or maintenance, we do not make any decisions about how customer data is used.

You have the right to object to data processing if you wish. If you wish to do so, please contact The Data Protection Officer at . Please bear in mind that if you object this may affect our ability to carry out tasks above for your benefit.

  1. DISCLOSING AND SHARING DATA

 If you have opted-in to marketing, communications always come from SurvPal Ltd or our sister companies, incorporating our own marketing materials, for example development release notes, social media and newsletters.

Information shared with third parties

We may disclose personal or customer data to third parties for the following reasons:

  • should any third party contracted to assist with the operation of SurvPal (web developers, website hosts, other IT and system administrators, lawyers or accountants) require data to carry out their duties. Any third party contracted by us will be subject to strict contractual requirements only to use personal data in accordance with our privacy policy;
  • in order to comply with any legal obligation, to enforce or apply our terms of use, or to protect the operation of our website, the rights, property or safety of us or our users;
  • should we sell, transfer or merge parts of or all of our business. If there is any change to our business, the new proprietors will be permitted only to use your data in accordance with our privacy policy.

 Sister companies

We may share your personal data with our sister companies to enhance their services or marketing communications. In these instances, personal data would be processed internally by employees of SurvPal Ltd. Your preferences may be updated and you may opt-out of communications from our sister companies.

 Social media

We may provide your personal data (such as name, email address or phone number) to digital advertising or social media companies who work on our behalf (such as Facebook, Instagram, LinkedIn, Mailchimp and Twitter). This is so you are shown only relevant advertisements relating to SurvPal. We will also ensure you are not presented with unnecessary marketing communications from us. You can manage your preferences by using your social media advertising platform settings. You can also contact us with any queries by emailing .

Referral scheme

If you choose to use our referral service to tell a friend about SurvPal, you must seek your friend’s consent to our use of their name and email address to contact them about our services. By providing your friend’s contact details, you warrant that your friend consents to such contact. Alternatively, your friend may contact us directly and inform us that you have referred them.

S10(4) Referrals sent via SurvPal are made at your own will. Therefore SurvPal has no control or access to any data input via your account in relation to this type of referral. Should the recipient of the referral accept, this will be deemed as their consent to using our website, and therefore our use of their personal data.

  1. DISCLOSING AND SHARING DATA

 If you have opted-in to marketing, communications always come from SurvPal Ltd or our sister companies, incorporating our own marketing materials, for example development release notes, social media and newsletters.

Information shared with third parties

We may disclose personal or customer data to third parties for the following reasons:

  • should any third party contracted to assist with the operation of SurvPal (web developers, website hosts, other IT and system administrators, lawyers or accountants) require data to carry out their duties. Any third party contracted by us will be subject to strict contractual requirements only to use personal data in accordance with our privacy policy;
  • in order to comply with any legal obligation, to enforce or apply our terms of use, or to protect the operation of our website, the rights, property or safety of us or our users;
  • should we sell, transfer or merge parts of or all of our business. If there is any change to our business, the new proprietors will be permitted only to use your data in accordance with our privacy policy.

 Sister companies

We may share your personal data with our sister companies to enhance their services or marketing communications. In these instances, personal data would be processed internally by employees of SurvPal Ltd. Your preferences may be updated and you may opt-out of communications from our sister companies.

 Social media

We may provide your personal data (such as name, email address or phone number) to digital advertising or social media companies who work on our behalf (such as Facebook, Instagram, LinkedIn, Mailchimp and Twitter). This is so you are shown only relevant advertisements relating to SurvPal. We will also ensure you are not presented with unnecessary marketing communications from us. You can manage your preferences by using your social media advertising platform settings. You can also contact us with any queries by emailing .

Referral scheme

If you choose to use our referral service to tell a friend about SurvPal, you must seek your friend’s consent to our use of their name and email address to contact them about our services. By providing your friend’s contact details, you warrant that your friend consents to such contact. Alternatively, your friend may contact us directly and inform us that you have referred them.

S10(4) Referrals sent via SurvPal are made at your own will. Therefore SurvPal has no control or access to any data input via your account in relation to this type of referral. Should the recipient of the referral accept, this will be deemed as their consent to using our website, and therefore our use of their personal data.

  1. DATA RETENTION

 We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for. For example, if you ask us not to send you marketing emails, we will stop storing your emails for marketing purposes (although we will keep a record of your preference not to be emailed). We continually review what information we hold and delete what is no longer required.

Data will be stored for a minimum of 6 years after you cease to use our website (including personal data and customer data stored on our database), or from the date of last contact for all other correspondence, for example website enquiries that did not result in website registration.

  1. KEEPING YOU IN CONTROL

 We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:

  • The right to be informed about what personal data is collected and stored about you and how it is used;
  • The right of access including the right to obtain a copy of the personal data held and to receive the following information –
  1. the purposes of our processing;
  2. the categories of personal data concerned;
  • the recipients we disclose the personal data to;
  1. the retention period for storing the personal data;
  2. the data source if the data was not collected directly from us;
  • The right to rectification to request inaccurate personal data to be amended;
  • The right to erasure (the “right to be forgotten”) and to have personal data erased. This right only applies in certain circumstances;
  • The right to restrict processing and supress use of personal data. Personal data can be stored but not used. This right only applies in certain circumstances;
  • The right of portability to allow you to receive personal data provided to a Controller in a structured, commonly used and machine-readable format. It also gives you the right to request your personal data to be transmitted to another Controller;
  • The right to object to the processing of your personal data for direct marketing purposes and in certain other circumstances;
  • The right to object to automated decision making. This right means that solely automated decision making (including profiling) is restricted.

Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.

If you would like further information on your rights or wish to exercise them, please email The Data Protection Officer at or write to The Data Protection Officer, SurvPal Ltd, Upper Floors, 31 Church Road, Poole, Dorset. BH14 8UF.

 Complaints

You can complain to SurvPal directly by contacting The Data Protection Officer using the details above. If you wish to make a complaint which does not directly relate to your data protection and privacy rights, you can do so in accordance with our company’s complaints policy.

If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk.

  1. CHANGES TO THIS PRIVACY POLICY

 We will amend this privacy policy from time to time to ensure it remains up-to-date and accurately reflects how and why we use your personal data. The current version of our privacy policy is posted on our website.

This privacy policy was last updated on 13 August 2019.

2018 - SurvPal Ltd