Privacy notice

Who is responsible for your information

Philip Russell Associates is the controller of the personal information described in this notice.

Contact: Philip Russell Associates, 4 Fairways, 21 Chilbolton Avenue, Winchester, Hampshire SO22 5HB
Email: info@pr-a.co.uk
Telephone: 07831 598061

Information we may collect

We collect information that you provide when you contact or instruct us. This may include:

• Your name, job title, organisation and contact details.
• Information about a property, project, instruction, dispute or professional enquiry.
• Correspondence, meeting notes, reports, photographs and documents required to provide our services.
• Billing, payment and transaction information.

The website does not contain a contact form and does not currently use advertising or visitor analytics. Our hosting provider may process limited technical information, such as IP address, browser type, requested pages and timestamps, to deliver, secure and diagnose the website.

How and why we use information

We use personal information to:

• Respond to enquiries and discuss potential instructions.
• Provide building surveying, project management and related professional services.
• Administer appointments, contracts, accounts and payments.
• Maintain professional records, manage risk and establish or defend legal claims.
• Meet legal, regulatory, insurance and professional obligations.
• Keep the website secure and operating correctly.

Depending on the circumstances, our lawful bases are taking steps at your request before entering into a contract, performing a contract, complying with legal obligations, and our legitimate interests in operating and protecting a professional consultancy. Where another basis is required, we will explain it at the relevant time.

Sharing information

We do not sell personal information. Where necessary for an instruction or legal obligation, information may be shared with consultants, contractors, professional advisers, insurers, IT and hosting providers, payment providers, public authorities or regulators. We share only what is reasonably necessary and expect service providers to protect the information they process.

International transfers

Some technology providers may process information outside the United Kingdom. Where this occurs, we rely on an appropriate legal transfer mechanism and proportionate safeguards required by UK data-protection law.

How long information is kept

We keep personal information only for as long as it is reasonably required for the purpose for which it was collected. Enquiry information is reviewed and deleted when it is no longer needed. Client and project records may be retained for longer where required by contractual, legal, taxation, insurance or professional obligations, or to establish or defend a legal claim. Records are securely deleted or anonymised when retention is no longer justified.

Security

We use reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure. No internet or email transmission can be guaranteed to be completely secure, so please avoid sending unnecessary sensitive information by ordinary email.

Your rights

Depending on the circumstances, you may have rights to request access to your personal information, correction, erasure, restriction, portability or objection to its use. You may also withdraw consent where processing is based on consent. These rights are not absolute and exemptions may apply.

To exercise a right or raise a concern, email info@pr-a.co.uk. We may need to verify your identity before responding.

Cookies and external links

This website does not currently set advertising or analytics cookies. Essential security or network technologies may be used by the hosting service to provide the website safely. Links to other websites are governed by those websites' own privacy notices.

Complaints

Please contact us first so that we can try to resolve your concern. You also have the right to complain to the Information Commissioner's Office, the UK regulator for data protection, through ico.org.uk.

Changes to this notice

We may update this notice to reflect changes in our services, suppliers or legal obligations. The date at the top of this page shows when it was last updated.