Privacy Policy
Last updated: 9 March 2026 — Version 2.0
Peter Barry Surveyors Limited is committed to protecting your privacy. This notice explains how we collect, use, and protect your personal information. Please read it carefully.
Data controller: Peter Barry Surveyors Limited Address: 47 Norfolk Street, Cambridge, Cambridgeshire, CB1 2LD Email: su*******@****************co.uk Telephone: 01799 543 532 ICO registration number: ZA117827
What information we collect
Depending on the nature of your instruction we may collect:
- Your name, address, and contact details
- Professional information such as job title and organisation
- Details of your property and any neighbouring properties
- Correspondence and communications between us
- Recordings and transcripts of telephone calls and meetings
- Where you are not the legal owner of the property, evidence of your authority to act such as a Power of Attorney, Guardianship Order, or Grant of Probate
- Where we are dealing with a company, trust, or charity, personal information for those in a position of control and beneficiaries of the entity
- Information about other individuals with an interest in the property who are not our clients
How we collect it
We collect information directly from you, from other parties to your instruction such as neighbouring owners, solicitors, architects, and other professionals, from publicly available sources such as Land Registry, and through your use of our website.
Why we use it and our legal basis
| Purpose | Legal basis |
|---|---|
| Delivering the surveying service you have instructed us to carry out | Performance of a contract |
| Communicating with you and other parties about your instruction | Performance of a contract |
| Creating and managing your matter file | Performance of a contract |
| Recording and transcribing calls for accurate record keeping | Legitimate interests |
| Recording calls for training and monitoring purposes | Legitimate interests |
| Complying with our regulatory obligations as an RICS-regulated firm | Legal obligation |
| Operating and improving our business | Legitimate interests |
| Enforcing our terms and conditions or other legal rights | Legitimate interests |
| Complying with any legal or regulatory requirement or court order | Legal obligation |
Where we rely on legitimate interests we have assessed that those interests are not overridden by your rights. You have the right to object to processing based on legitimate interests — see Your Rights below.
Call recording
Telephone calls are recorded automatically for transcription, record keeping, and staff training and monitoring purposes. Where calls are received through our main telephone system you will be notified at the point of connection. Calls received directly on mobile numbers may be recorded without prior notification — by contacting us you acknowledge that calls may be recorded. This notice serves as advance notification of that practice. You may ask us not to record a specific call without affecting the service we provide.Video calls via Microsoft Teams are recorded only with your prior consent, which will be requested before recording begins. You may decline without affecting the service we provide.
Transcription is carried out using Goodtape, a GDPR-compliant, EU-hosted, ISO 27001 certified service that does not train on client data and deletes audio files after transcription by default. Recordings used for training and monitoring are accessed only by our leadership team, are not shared externally, and are deleted after 45 days.
AI tools
Some of our surveyors use AI tools to assist in delivering our services. No tool we use trains on your personal data or shares it with third parties. Full details are set out in our How We Use AI statement.
Who we share your information with
We share your information only where necessary:
- With other parties to your instruction, such as a neighbouring owner, their surveyor, or a third surveyor appointed under the Party Wall etc. Act 1996
- With other professionals involved in your matter such as solicitors, architects, and structural engineers
- With our approved technology suppliers who process data on our behalf, including Microsoft (Copilot and 365), Anthropic (Claude AI), and Goodtape — all subject to data processing agreements
- With associated firms including Carter Fielding Chartered Surveyors and Peter Barry Estate Agents, where relevant to your instruction or where you have consented to this
- With RICS where required as part of our regulatory obligations
- With our professional indemnity insurers where relevant to a claim
- With our accountants and legal advisers where necessary
We do not sell your personal data or share it for marketing purposes without your consent.
How long we keep it
We retain your personal information for six years from the completion of your instruction, in line with standard professional liability limitation periods. Some records may be retained for longer where required by law or where a dispute is ongoing. Training and monitoring recordings are deleted after 45 days.
How we store it
Your personal information is stored on secure servers. We use procedures designed to protect your data from unauthorised access, destruction, use, modification, or disclosure. We require our third-party providers to maintain equivalent security standards.
Transfers outside the UK
Your data is processed within the UK and EU. Where any approved tool processes data outside the UK or EU we ensure appropriate safeguards are in place, including standard contractual clauses approved by the ICO.
Your rights
You have the following rights regarding your personal information:
- Access — request a copy of the personal data we hold about you
- Rectification — request correction of inaccurate or incomplete information
- Erasure — request deletion of your data in certain circumstances
- Restriction — request that we restrict how we use your data in certain circumstances
- Objection — object to processing based on legitimate interests, including call recording for training and monitoring
- Portability — request your data in a portable format in certain circumstances
To exercise any of these rights contact us at su*******@****************co.uk. We will respond within one month. There is no charge for making a request.
Other websites
Our website contains links to other websites including Trustpilot. This privacy notice applies only to our website. We recommend you read the privacy policy of any other website you visit.
Complaints
If you are unhappy with how we have handled your personal information you have the right to complain to the Information Commissioner’s Office at ico.org.uk or by calling 0303 123 1113.
Changes to this notice
We review this notice at least annually. The version date above records when it was last updated. If we make material changes affecting your active instruction we will notify you directly.
Peter Barry Surveyors Limited is regulated by RICS and registered with the ICO under number ZA117827.