Privacy Policy

1. Who We Are

Mackay Property Surveying & Consultancy provides independent property inspection and advisory services, including new-build snagging inspections, defect inspections, landlord condition reports, portfolio condition monitoring and related services.

For the purposes of data protection law, Mackay Property Surveying & Consultancy is the data controller for the personal information it collects and uses.

2. Personal Information We Collect

Mackay Property Surveying & Consultancy may collect and use the following types of personal information:

• Name
• Email address
• Telephone number
• Property address or inspection location
• Billing address, where different
• Details provided through the website contact form
• Information provided by email, telephone, text message or other communication
• Property access details, where required
• Appointment information
• Service requested
• Photographs of the property or defects
• Inspection notes and report information
• Payment and invoice records
• Relevant documents or correspondence provided by the client, developer, landlord, agent or contractor

Mackay Property Surveying & Consultancy does not intentionally collect special category personal data, such as health information, unless it is voluntarily provided by the client and is relevant to access, communication or service arrangements.

3. How Personal Information Is Collected

Personal information may be collected when you:

• Submit an enquiry through the website contact form
• Email, telephone or message Mackay Property Surveying & Consultancy
• Request a quotation
• Book an inspection
• Provide access details or property information
• Provide documents, photographs or correspondence
• Make a payment
• Communicate before, during or after an inspection
• Use the website

Some information may also be provided by third parties, such as letting agents, landlords, developers, contractors or representatives, where they are involved in arranging access, providing property details or corresponding about the inspection.

4. How We Use Personal Information

Personal information is used to:

• Respond to enquiries
• Provide quotations
• Arrange and manage appointments
• Confirm property details and access arrangements
• Carry out inspections
• Prepare inspection reports
• Issue invoices and process payments
• Communicate with clients before, during and after the service
• Provide follow-up advice or add-on services
• Maintain business records
• Manage complaints or service queries
• Comply with legal, tax, accounting and insurance requirements
• Improve services and website content
• Protect the business in the event of a dispute or claim

Personal information will only be used where there is a lawful reason to do so.

5. Lawful Basis for Processing

Mackay Property Surveying & Consultancy may process personal information using one or more of the following lawful bases:

6. Property Photographs and Reports

Photographs may be taken during inspections and included within inspection reports.

Photographs will normally relate to the property, defects, finishes, building elements, external areas or relevant inspection findings.

Photographs will not be used for website, social media, training or marketing purposes without permission, unless they are fully anonymised and do not identify the client, property address, occupants or other personal information.

Inspection reports are prepared for the named client and the agreed purpose. Reports may contain personal information, property details, photographs and inspection findings.

7. Who Personal Information May Be Shared With

Personal information will only be shared where necessary and appropriate. Information may be shared with:

• The client or person who instructed the service
• A landlord, letting agent, developer, contractor or representative where the client has asked for information to be shared
• Payment providers or banking services
• Accountants or bookkeeping services
• Website hosting, email, cloud storage or business software providers
• Professional advisers, insurers or legal representatives where required
• HMRC or other authorities where legally required
• The police, courts, regulators or public authorities where required by law

Mackay Property Surveying & Consultancy does not sell personal information to third parties.

8. Marketing Communications

Mackay Property Surveying & Consultancy may occasionally send service updates, business news or relevant information where permitted by law.

Marketing emails will only be sent where there is a lawful basis to do so, such as consent or legitimate interests, depending on the circumstances.

You can opt out of marketing communications at any time by contacting Mackay Property Surveying & Consultancy.

Mackay Property Surveying & Consultancy will not sell or share personal information with third parties for their own marketing purposes.

9. How Long Personal Information Is Kept

Personal information will only be kept for as long as reasonably necessary. Typical retention periods are:

• Enquiry records where no booking is made: up to 12 months
• Quotations: up to 2 years
• Client files, inspection reports, photographs, invoices and related correspondence: up to 7 years
• Accounting and tax records: at least 6 years
• Complaint, dispute or insurance-related records: as long as reasonably necessary to protect legal or professional interests

Information may be kept for longer where required by law, insurance requirements, professional obligations, legal claims or ongoing disputes.

10. How Personal Information Is Stored and Protected

Mackay Property Surveying & Consultancy will take reasonable steps to keep personal information secure.

Personal information may be stored in email accounts, cloud storage, website systems, business software, accounting systems and secure devices.

Reasonable measures will be used to protect information from unauthorised access, loss, misuse, alteration or disclosure.

No method of electronic storage or communication is completely secure, but appropriate care will be taken to protect client information.

11. Website Use and Cookies

The website may collect limited technical information, such as IP address, browser type, device type, pages visited, time spent on the website and how visitors use the site.

This information may be collected through cookies, analytics tools or website hosting services.

Cookies are small files placed on your device to help websites function, improve user experience and understand website performance.

You can control or disable cookies through your browser settings. Some website features may not function properly if cookies are disabled.

If the website uses analytics, advertising pixels, embedded maps, contact forms or third-party plugins, those services may also collect information in accordance with their own privacy policies.

12. Third-Party Links

The website may contain links to third-party websites or services.

Mackay Property Surveying & Consultancy is not responsible for the privacy practices, content or security of third-party websites.

You should review the privacy policies of any third-party websites you visit.

13. International Transfers

Some service providers used by Mackay Property Surveying & Consultancy, such as website, email, cloud storage, payment or business software providers, may store or process data outside the UK. Where this happens, reasonable steps will be taken to ensure appropriate safeguards are in place, where required by data protection law.

14. Your Data Protection Rights

Under data protection law, you may have the right to:

• Request access to the personal information held about you
• Request correction of inaccurate or incomplete information
• Request deletion of personal information in certain circumstances
• Object to certain uses of your personal information
• Request restriction of processing in certain circumstances
• Request transfer of your personal information in certain circumstances
• Withdraw consent where processing is based on consent
• Complain to the Information Commissioner's Office

To exercise any of these rights, please contact Mackay Property Surveying & Consultancy using the contact details above.

15. Complaints

If you are unhappy with how your personal information has been handled, please contact Mackay Property Surveying & Consultancy first so the matter can be reviewed.

You also have the right to complain to the Information Commissioner's Office, which is the UK regulator for data protection matters.

Information Commissioner's Office: www.ico.org.uk

16. Updates to This Privacy Policy

This Privacy Policy may be updated from time to time to reflect changes in services, legal requirements, website functionality or business practices. The latest version will be available on the Mackay Property Surveying & Consultancy website.

Last updated: 19/06/2026