PRIVACY POLICY

Last updated: March 2026

1. Who We Are

We are Reeder Surveys, a business partnership based in the United Kingdom. We are the data controller responsible for the personal data we collect and use. You can contact us at office@reedersurveys.co.uk.

This Privacy Policy explains how we collect, use, store, and protect your personal data when you contact us, use our services, or visit our website.

2. The Personal Data We Collect

We collect the following types of information:

  • Personal details such as your name, address, email address, and telephone number.

  • Information you choose to provide when contacting us by phone or email.

  • Website usage information collected through cookies and analytics tools (see our Cookies Notice for details).

  • Project‑related information you provide when booking or discussing a survey.

We only collect the information we need to provide our services or respond to your enquiries.

3. How We Use Your Personal Data

We use your personal data for the following purposes:

  • To provide our services and deliver the products you have requested, including communicating with you about your survey, drawings, or project.

  • To respond to enquiries or complaints you send us.

  • To send marketing communications, but only if you have given consent to receive them.

  • To manage and improve our website, including understanding how visitors use it (analytics cookies only run with your consent).

  • To comply with legal obligations, respond to regulatory requests, protect our rights, or prevent fraud or misuse.

  • To maintain suppression lists if you ask us not to contact you, so we can ensure your preferences are respected.

We may also use your data for any purpose you consent to at the time of providing it.

4. Our Lawful Bases For Processing

We process your personal data under the following lawful bases:

  • Contract – when we need your data to provide our surveying services or deliver drawings.

  • Legitimate interests – for running and improving our business, managing enquiries, and understanding website usage. We always balance our interests against your rights.

  • Consent – for email marketing and for analytics cookies.

  • Legal obligation – when we must retain or disclose information for regulatory or legal reasons.

You can withdraw consent at any time.

5. Cookies and Website Analytics

Our website uses cookies to operate correctly and to help us understand how visitors use the site. Analytics cookies (including Google Analytics) only run with your consent.

For full details, please see our Cookies Notice.

6. Who We Share Your Data With

We share your personal data only when necessary:

  • Service providers who support our operations, such as IT hosting, email services, and specialist contractors (e.g., printers). These providers act on our instructions and cannot use your data for their own purposes.

  • CRM system (Dubsado) – We use Dubsado as our client management system to organise enquiries, manage projects, send forms and contracts, and deliver our services. Dubsado processes personal data on our behalf and only in accordance with our instructions. Dubsado is based in the United States, which means your data may be stored on servers outside the UK. Where this happens, we ensure appropriate safeguards are in place to protect your information.

  • Legal or regulatory bodies if required to comply with the law or protect our rights.

  • Business transfers if our business or assets are ever sold or transferred.

We do not sell your personal data.

Some service providers (such as Google Analytics and Dubsado) may process data outside the UK. Where this happens, we ensure appropriate safeguards are in place.

7. How Long We Keep Your Data

We keep your personal data only for as long as necessary:

  • Survey‑related personal data – retained for 24 months after your survey.

  • Final drawings – retained for 12 months.

  • Marketing data – kept until you unsubscribe.

  • Suppression lists – kept only to ensure we do not contact you again.

After the relevant retention period, we securely delete or anonymise your data.

8. Your Rights

Under UK data protection law, you have the following rights:

  • Access – to request a copy of your personal data.

  • Rectification – to correct inaccurate or incomplete data.

  • Erasure – to request deletion of your data in certain circumstances.

  • Restriction – to ask us to limit how we use your data.

  • Objection – to object to processing based on legitimate interests or to opt out of direct marketing.

  • Data portability – to receive your data in a machine‑readable format.

  • Withdraw consent – where processing is based on consent.

  • Complain – to the Information Commissioner’s Office (ICO) if you have concerns about how we handle your data.

We may ask for proof of identity before responding to a request.

9. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, you can contact us at: office@reedersurveys.co.uk