Legal information

Privacy Notice

How TaeVora Residential Surveying Ltd collects, uses, stores and protects personal information.

LAST UPDATED: 08/10/26

1. About this notice

TaeVora Residential Surveying Ltd (“TaeVora”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Notice explains how we collect, use, store and protect personal information when you visit our website, submit an enquiry, request a quotation, instruct us to provide residential surveying services or otherwise interact with our business.

This notice is provided in accordance with the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 and other applicable data-protection legislation.

2. Who we are

TaeVora Residential Surveying Ltd

Company number: 17377030

Registered office:
15 Neptune Court
Vanguard Way
Cardiff
Wales
CF24 5PJ

Registered in: England and Wales

Email: emma@taevora.com

Telephone: 07356 207677

Website: www.taevora.com

TaeVora Residential Surveying Ltd is the data controller responsible for deciding how and why your personal information is processed.

Data-protection contact:
Emma Louise Harvey, Director
emma@taevora.com

3. Information we collect

Depending on your enquiry, instruction or relationship with TaeVora, we may collect and process the following information.

Contact information

  • Your name

  • Postal address

  • Email address

  • Telephone number

  • Other contact information you provide

Property and instruction information

  • Property address and postcode

  • Property type and approximate age

  • Purchase price, where provided

  • Known extensions, alterations or previous works

  • Survey level or other service requested

  • Preferred inspection date or timeframe

  • Access and inspection arrangements

  • Known defects, concerns or other information relevant to the service

  • Information provided by an estate agent, property owner, occupier, referral provider or authorised representative

Survey records

When providing surveying services, we may create and retain:

  • Inspection notes

  • Property photographs and other inspection images

  • Measurements and observations

  • Survey reports

  • Recommendations

  • Correspondence relating to the property or instruction

  • Information necessary to provide and evidence the surveying service

We try to avoid unnecessarily photographing people, personal documents or other unrelated personal information during property inspections.

Financial information

We may process information relating to quotations, invoices, payments, payment status, payer names and transaction references.

Payments are currently accepted by bank transfer. We do not collect or store complete payment-card details.

Communications and complaints

We may retain:

  • Emails, letters and messages

  • Telephone numbers, call records and voicemail messages

  • Notes made during or following telephone conversations

  • Enquiries and other communications

  • WhatsApp and SMS/text messages, including messages concerning enquiries, instructions, appointments, cancellations and survey services

If you make a complaint, we may retain the complaint, correspondence, survey records, photographs and other information needed to investigate and respond to it.

Website and technical information

When you use our website, we or our website provider may collect limited technical information, including:

  • Internet Protocol (IP) address

  • Browser and device information

  • Website pages visited

  • Date and time of visits

  • Information submitted through website forms

  • Cookie preferences and information collected through permitted cookies or similar technologies

Further information is provided in our Cookie Policy.

Sensitive information

We do not normally need or intentionally request sensitive information, known under data-protection law as “special category data”.

You may occasionally provide health, disability or accessibility information where this is relevant to communication or property-access arrangements. We will only use such information where necessary and where an appropriate lawful basis and additional special-category condition apply.

4. Where we obtain information

We normally obtain personal information directly from you.

We may also receive information from:

  • Someone acting on your behalf

  • An estate agent or other property professional

  • A property owner, vendor, occupier or tenant

  • A professional adviser or authorised representative

  • A surveying referral or lead-generation platform

  • Publicly available sources, such as property listings, Energy Performance Certificates, HM Land Registry information and local-authority planning or building-control records

  • Our website, communication systems and business-service providers

  • Another party where obtaining the information is lawful and reasonably necessary

If we obtain personal information from another source, we will provide the appropriate privacy information where required, normally within one month or earlier where required by law, unless a lawful exception applies.

5. How and why we use your information

We may use personal information to:

  • Respond to enquiries

  • Provide quotations

  • Help determine the appropriate survey or service

  • Confirm and administer instructions

  • Arrange and undertake property inspections

  • Prepare, check and issue survey reports

  • Answer questions about an inspection or report

  • Manage appointments, invoices and payments

  • Communicate with clients, agents, owners, occupiers and professional advisers

  • Operate our surveying, reporting and client-management systems

  • Maintain professional and quality-assurance records

  • Investigate and respond to complaints

  • Meet legal, regulatory, insurance and professional requirements

  • Establish, exercise or defend legal claims

  • Prevent fraud or misuse of our services

  • Maintain the security of our website, accounts, systems and information

  • Understand and improve the operation of our website

  • Manage cookie preferences and permitted website analytics

6. Our lawful bases

We only process personal information where we have an appropriate lawful basis.

Contract and steps before entering into a contract

We process information where necessary to:

  • Respond to a request for a quotation

  • Discuss and arrange a proposed instruction

  • Enter into and administer our Terms of Engagement

  • Undertake the inspection and prepare the survey report

  • Manage payment and provide follow-up services

If you do not provide the information reasonably required, we may be unable to provide a quotation, accept the instruction or deliver the requested service.

Legal obligation

We may process or retain information where necessary to comply with:

  • Accounting and taxation requirements

  • Data-protection obligations

  • Court orders or other legally binding requirements

  • Other laws applying to our business and services

Legitimate interests

We may process information where reasonably necessary for our legitimate interests or those of another party, including:

  • Operating and protecting our business

  • Communicating with clients and other relevant parties

  • Maintaining accurate professional and quality-assurance records

  • Managing enquiries, appointments and payments

  • Investigating complaints

  • Preventing fraud and protecting information security

  • Establishing, exercising or defending legal claims

  • Meeting appropriate professional, regulatory and insurance expectations

This basis may also apply when we process the contact information of estate agents, owners, occupiers, tenants or professional advisers who are not themselves our client.

Before relying on legitimate interests, we consider whether the processing is necessary and whether those interests are overridden by your rights and interests.

Consent

Where consent is required, such as for certain non-essential cookies or particular electronic marketing communications, we will ask for it.

You may withdraw your consent at any time. Withdrawal will not affect processing that was lawfully undertaken before consent was withdrawn.

Special category information

Where we need to process health, disability or other special-category information, we will identify both an Article 6 lawful basis and an additional condition under Article 9 of the UK GDPR.

Depending on the circumstances, the additional condition may be your explicit consent. Where the information is necessary in connection with an actual or potential legal claim, the establishment, exercise or defence of legal claims condition may apply.

7. Inspection photographs

Photographs may be taken during an inspection to record the property, building elements, defects, fixtures, external areas and other matters relevant to the survey.

They may be used to:

  • Prepare and support the survey report

  • Maintain an accurate professional record

  • Respond to questions or complaints

  • Deal with insurance matters

  • Establish, exercise or defend legal claims

We take reasonable steps to avoid unnecessarily capturing identifiable individuals, personal documents or other unrelated personal information.

8. Who we may share information with

We only share personal information where it is necessary, appropriate and lawful.

Recipients may include:

  • Squarespace, which provides our website and online enquiry forms

  • WhatsApp, Meta companies and their relevant service providers, where WhatsApp is used for business communications

  • Google services, including Gmail and Google Drive, which provide email and cloud-storage services

  • Survey Agent, which provides surveying workflow, client-management and report-production services

  • Spitfire, which provides business telephone and communication services

  • Accountants, bookkeeping providers or accounting-software providers where appointed

  • Our bank and other providers involved in processing bank-transfer payments

  • IT-support and information-security providers where required

  • Professional advisers

  • Insurers and insurance brokers

  • Legal advisers

  • Regulatory and professional bodies, including the Royal Institution of Chartered Surveyors

  • Government departments, courts, law-enforcement agencies or public authorities where required

  • Other parties you authorise us to contact or share information with

Service providers that process personal information on our behalf are required to handle it securely, only for the relevant service and in accordance with applicable data-protection requirements.

We do not sell personal information.

Survey reports are prepared for the named client and agreed purpose. We will not normally provide a report to another person unless the client authorises us, disclosure has been agreed as part of the instruction or disclosure is lawfully required.

9. International transfers

Some of our website, email, cloud-storage and technology providers may process or permit access to personal information outside the United Kingdom.

Where personal information is transferred outside the United Kingdom, we ensure that an appropriate transfer mechanism or other lawful basis is used where required. Depending on the destination and provider, this may include:

  • United Kingdom adequacy regulations

  • The UK Extension to the EU-US Data Privacy Framework, where applicable

  • The United Kingdom International Data Transfer Agreement

  • The United Kingdom Addendum to approved standard contractual clauses

  • Another safeguard or exception permitted by UK data-protection law

Further information about the safeguards applying to a particular provider may be requested using the contact details in this Privacy Notice.

10. How long we retain information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet applicable professional, insurance, legal and regulatory requirements.

Our normal retention periods include:

  • Enquiries: two years from the last contact, unless the enquiry becomes an instruction

  • Unaccepted quotations: two years from the quotation date

  • Survey instructions, Terms of Engagement, reports, notes, photographs and related correspondence: 15 years from the date the final report is issued

  • Complaint records: 15 years after the complaint is closed where connected with a surveying instruction

  • Invoices and accounting records: at least six years

  • Data-protection requests: six years after the request is closed

  • Data-breach and security-incident records: six years after the incident is closed

  • Website technical, cookie-consent and analytics information: for the periods stated in our Cookie Policy or determined by the relevant provider settings

Records may be retained for longer where reasonably necessary because of an ongoing complaint, claim, investigation, legal obligation, insurer requirement or regulatory requirement.

When information is no longer required, it will be securely deleted, anonymised or destroyed. Information may remain in secure system backups for a limited period before being automatically overwritten or deleted.

11. Website analytics and cookies

Our website uses cookies and similar technologies for essential functionality, security, remembering preferences and, where enabled, website analytics.

Non-essential cookies and similar technologies will not be used unless you have provided consent where consent is legally required. You can accept, reject or manage non-essential cookies through the cookie controls provided on our website.

Further information about the cookies used, their purposes, providers, duration and how you can manage your choices is provided in our Cookie Policy.

12. Marketing

TaeVora does not currently use personal information to send direct-marketing communications.

We will update this Privacy Notice and introduce appropriate consent or opt-out arrangements before using personal information for direct marketing.

13. How we protect information

We use appropriate technical and organisational measures to protect personal information against accidental or unlawful loss, destruction, alteration, misuse, unauthorised access and unauthorised disclosure.

These measures include:

  • Password-protected accounts and devices

  • Multi-factor authentication where available

  • Access controls

  • Security and software updates

  • Antivirus and security protection

  • Secure cloud storage

  • Secure backup arrangements

  • Secure information-sharing methods

  • Secure deletion and disposal procedures

  • Periodic reviews of our systems and service providers

Access to personal information is limited to people and service providers who require it for legitimate business purposes. Service providers processing information on our behalf are required to maintain appropriate confidentiality and security protections.

14. Your rights

Depending on the circumstances, you may have the right to:

  • Be informed about how your personal information is used

  • Request access to your personal information

  • Ask for inaccurate or incomplete information to be corrected

  • Request erasure of your information in certain circumstances

  • Request restriction of processing in certain circumstances

  • Object to certain processing

  • Request data portability in certain circumstances

  • Withdraw consent where processing is based on consent

  • Make a complaint to us or the Information Commissioner’s Office about how your information is handled

These rights are subject to applicable legal conditions and exemptions.

TaeVora does not use personal information to make solely automated decisions that produce legal or similarly significant effects.

To exercise any of your rights, please contact:

Emma Louise Harvey
TaeVora Residential Surveying Ltd
Email: emma@taevora.com
Telephone: 07356 207677
Address: 15 Neptune Court, Vanguard Way, Cardiff, Wales, CF24 5PJ

We may need to request information to verify your identity before responding. We will normally respond within one month, although the law allows this period to be extended in certain circumstances. We will inform you if an extension is required.

You will not normally be required to pay a fee for exercising your rights.

15. Complaints

If you are concerned about how TaeVora has handled your personal information, please contact us first so that we can investigate and try to resolve the matter.

We will acknowledge a data-protection complaint within 30 days of receiving it and respond without undue delay. We may request further information where reasonably necessary to investigate the complaint and will keep you informed of its progress and outcome.

You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113
Website: https://ico.org.uk/make-a-complaint/

16. Changes to this notice

We will review this Privacy Notice periodically and whenever our services, systems, providers or use of personal information change.

The latest version will be published on our website. Where appropriate, we may also notify affected individuals of significant changes.

Effective date: 15 October 2026
Next review date: 15 October 2027