Privacy Policy
UK GDPR & Data Protection Act 2018 Compliance
Mouldsurv Ltd is committed to protecting your privacy and complying with UK GDPR and the Data Protection Act 2018. This policy explains how we collect, use, store, and protect your personal data.
Information We Collect
Personal Information:
- •Name, email address, phone number, postal address
- •Property address and details for survey purposes
- •Payment and billing information
- •Communication preferences
Technical Information:
- •IP address, browser type, device information
- •Website usage data via cookies (see Cookie Policy)
- •Access logs and interaction history
Lawful Basis for Processing
We process your personal data under the following lawful bases as defined in UK GDPR Article 6:
Contractual Necessity
Processing necessary to perform our mould and damp survey services
Legal Obligation
Compliance with HHSRS, HSE requirements, and record retention obligations
Legitimate Interests
Marketing, service improvement, fraud prevention, and business administration
Consent
Where you have explicitly consented to specific processing activities
How We Use Your Information
We use your personal data to:
- Provide mould inspections, damp surveys, and consultancy services
- Communicate about your survey, reports, and follow-up recommendations
- Process payments and maintain financial records
- Comply with legal obligations including HHSRS record retention requirements
- Send service updates, regulatory changes, and marketing communications (with consent)
- Improve our services and website functionality
- Respond to enquiries and complaints
- Maintain ISO 9001 quality management systems
Data Security
We implement appropriate technical and organisational measures to protect your data:
- Encrypted data transmission (SSL/TLS)
- Secure cloud storage with access controls
- Regular security audits and penetration testing
- Staff training on data protection and confidentiality
- Cyber Essentials certification compliance
- ISO 27001 aligned information security management
- Regular backups and disaster recovery procedures
Your Rights Under UK GDPR
Right of Access
Request a copy of your personal data we hold
Right to Rectification
Correct inaccurate or incomplete data
Right to Erasure
Request deletion of your data (subject to legal retention)
Right to Restrict Processing
Limit how we use your data in certain circumstances
Right to Data Portability
Receive your data in a structured format
Right to Object
Object to processing for marketing or legitimate interests
To exercise any of these rights, contact us at enquiries@oxford-ec.co.uk or call 03456 868 868.
Data Retention
We retain personal data for as long as necessary to fulfil the purposes outlined in this policy:
Survey records and reports (HHSRS requirement for health records)
Financial records (HMRC requirements)
Marketing communications (until consent withdrawn or inactivity)
Website analytics data
General enquiries
Third-Party Sharing
We do not sell your personal data.
We may share data with:
- UKAS-accredited laboratories: For sample analysis (under data processing agreements)
- Payment processors: For secure transaction processing
- IT service providers: For cloud storage, email, and system maintenance
- Legal and regulatory authorities: When required by law or to protect rights
All third parties are bound by data processing agreements and UK GDPR compliance requirements.
Contact & Complaints
Data Protection Officer:
Email: enquiries@oxford-ec.co.uk
Phone: 03456 868 868
Post: Data Protection Officer, Oxford Environmental Consultants Ltd, Suite 1A, Unit 5 Wickham Business Park, Honywood Road, Basildon, Essex, SS14 3EQ
Right to Complain:
You have the right to lodge a complaint with the Information Commissioner's Office (ICO):
ICO Helpline: 0303 123 1113
Policy Updates: We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. The effective date at the top of this page indicates the last revision.
Continued use of our services constitutes acceptance of the updated policy.