Dancy Surveyors
83 Westbourne Gardens, Hove, East Sussex, BN3 5PN
T: 01273 823715 | gavin@dancysurveyors.co.uk | www.dancysurveyors.co.uk
Privacy Policy
Last updated: April 2026
1. Who we are
Dancy Surveyors is a sole trader chartered building surveying practice. The data controller is Gavin Dancy MRICS, contactable at the address above or by email at gavin@dancysurveyors.co.uk.
2. What personal data we collect
We collect the following personal data in the course of providing our services:
• Names, postal addresses, email addresses and telephone numbers
• Property details relevant to the instruction
• Payment and invoicing information
• Correspondence and communications with clients, agents and other parties
We collect this information directly from you (by telephone, email, letter, instruction form or website enquiry) or from referral agents and estate agents.
3. Why we collect it and our lawful basis
Under UK GDPR, we must have a lawful basis for processing your personal data. The bases we rely on are:
Contract: processing necessary to perform the survey or valuation you have instructed, or to take steps at your request before entering into a contract.
Legitimate interests: processing necessary for running the practice, such as contacting estate agents or vendors to arrange inspections, maintaining business records, and communicating with you about your instruction.
Legal obligation: where we are required to retain records for tax, regulatory or professional indemnity insurance purposes.
We do not use your data for marketing purposes and we will not sell your data.
4. Who we share your data with
We may share your personal data with the following parties where necessary to perform our services or comply with our obligations:
• Estate agents and vendors, to arrange and carry out inspections
• Helen Bottomley, who provides administrative support on a subcontracting basis
• AI-assisted administrative tools (currently Anthropic’s Claude), used to assist with document preparation and administrative tasks, handled in accordance with the provider’s data processing terms
• HMRC, our professional indemnity insurers, RICS, or other regulatory or legal bodies where required by law or professional obligation
• Credit reference or debt collection agencies, only where necessary to recover unpaid fees
We do not share your data with any third party for marketing purposes.
5. How long we keep your data
We retain client records and survey data for a minimum of six years from the date of the report or transaction. This covers our obligations under HMRC record-keeping requirements and RICS professional indemnity requirements. Records may be retained for longer where required for ongoing professional indemnity cover or legal proceedings.
Data that is no longer required for any of these purposes will be securely deleted or destroyed.
6. How we protect your data
Personal data is stored on secure computers and cloud services with access limited to authorised personnel, or on paper files kept in our secure offices. We take reasonable technical and organisational measures to protect your personal data from loss, misuse or unauthorised access.
7. Your rights
Under UK GDPR, you have the right to:
• Request access to the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request deletion of your data where there is no compelling reason for continued processing
• Request restriction of processing in certain circumstances
• Object to processing based on legitimate interests
• Request data portability in certain circumstances
To exercise any of these rights, please contact Gavin Dancy at gavin@dancysurveyors.co.uk. We will respond within 30 days.
If you are not satisfied with how we handle your request, you have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.
8. Cookies
Our website uses cookies. Essential cookies are necessary for the website to function. Non-essential cookies, including Google Analytics, are only set with your consent via our cookie banner.
You can change your cookie preferences at any time through your browser settings. Disabling cookies may affect the functionality of the website.
9. Third-party websites
Our website may contain links to other websites. This privacy policy applies only to Dancy Surveyors and we are not responsible for the privacy practices of other sites.
10. Changes to this policy
Any changes to this privacy policy will be published on our website. This policy was last updated in April 2026.
11. Contact
If you have any questions about this privacy policy or how we handle your personal data, please contact:
Gavin Dancy MRICS
Dancy Surveyors
83 Westbourne Gardens, Hove, East Sussex, BN3 5PN