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Privacy Policy

Love Surveying Ltd | Last updated: 14 May 2026

 

1. Introduction

This privacy notice explains how Love Surveying Ltd collects and processes your personal data through your use of our website www.lovesurveying.com and in connection with the services we provide.

By providing us with your data, you confirm that you are over 13 years of age.

Love Surveying Ltd is the data controller and we are responsible for your personal data (referred to as “we”, “us” or “our” in this notice).

 

Contact details

Full name of legal entity: Love Surveying Ltd

Email: marion@lovesurveying.com

Address: Suite 6, Mercer Manor Barns, Sherington, Newport Pagnell, Buckinghamshire, MK16 9PU

Please let us know if your personal information changes so that we can keep our records accurate.

2. What data we collect, why, and our lawful basis

Personal data means any information capable of identifying an individual. It does not include anonymised data. We may process the following categories of personal data about you:

  • Communication Data — any communication you send us, whether through the contact form on our website, by email, text, or social media. We process this to communicate with you, for record keeping, and for the establishment, pursuance or defence of legal claims. Our lawful basis is our legitimate interests, namely to reply to communications, keep records, and establish or defend legal claims.
  • Customer Data — data relating to purchases of goods and/or services, including your name, billing address, email address, phone number, and payment details. We process this to supply the goods and/or services you have purchased and to keep records of such transactions. Our lawful basis is the performance of a contract between you and us.
  • User Data — data about how you use our website and any online services, together with any data you post for publication on our website. We process this to operate our website, ensure relevant content is provided, maintain security and back-ups, and administer our online services and business. Our lawful basis is our legitimate interests.
  • Technical Data — data about your use of our website such as your IP address, browser details, pages visited, time on site, and navigation paths. The source of this data is our analytics tracking system. We process this to analyse use of our website, administer and protect our business, and understand the effectiveness of our communications. Our lawful basis is our legitimate interests.
  • Marketing Data — data about your preferences in receiving marketing from us and your communication preferences. We process this to deliver relevant content, measure the effectiveness of our marketing, and grow our business. Our lawful basis is either your consent or our legitimate interests.

 

We may use Customer Data, User Data, Technical Data and Marketing Data to deliver relevant website content to you and to send you marketing communications. Our lawful basis for this is either consent or legitimate interests. Before sharing your personal data with any third party for their own marketing purposes, we will obtain your express consent.

 

Sensitive data

We do not routinely collect sensitive personal data (sometimes called special category data), which includes details about race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, or health, genetic and biometric data.

Where we ask for any information that could constitute sensitive personal data — for example, in relation to accessibility requirements for our coaching programmes — we will explain why it is needed and ensure it is handled in compliance with UK GDPR, including obtaining your explicit consent where required.

 

We will only use your personal data for the purpose for which it was collected, or a reasonably compatible purpose. We may process your personal data without your knowledge or consent where this is required or permitted by law. We do not carry out automated decision-making or automated profiling.

3. How we collect your personal data

We collect data directly from you when you fill in forms on our website or contact us by email or other means. We may also automatically collect certain data as you use our website, using cookies and similar technologies — please see our Cookie Policy for details.

We may receive data from third-party analytics providers (such as Google), advertising networks, search information providers, and payment service providers. We may also receive data from publicly available sources such as Companies House.

4. Marketing communications

Our lawful basis for sending you marketing communications is either your consent or our legitimate interests (namely to grow our business). Under the Privacy and Electronic Communications Regulations, we may send you marketing communications if you have made a purchase or asked for information from us and have not opted out of receiving such communications.

You can ask us to stop sending you marketing messages at any time by following the opt-out links in any marketing email, or by contacting us at marion@lovesurveying.com. Opting out of marketing does not affect the processing of personal data provided in connection with other transactions, such as purchases.

5. Disclosures of your personal data

We may share your personal data with the following parties:

  • Service providers who provide IT and system administration services.
  • Professional advisers including lawyers, bankers, auditors and insurers.
  • Government bodies and regulatory authorities that require us to report processing activities, including the Information Commissioner’s Office (ICO).
  • RICS (the Royal Institution of Chartered Surveyors), as required under our obligations as a RICS-regulated firm. This includes sharing information about our firm and its activities where RICS is entitled to request it under its regulatory rules.
  • Third parties to whom we sell, transfer, or merge parts of our business or assets.

 

We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.

6. International transfers

Where we transfer your data to third parties outside of the UK, we will ensure that appropriate safeguards are in place. This may include transferring to countries approved as providing an adequate level of protection, using US-based providers that are part of a UK regulator-approved privacy framework, or using contracts approved by the European Commission.

If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.

7. Data security

We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We limit access to your personal data to those with a business need to know, and they must keep it confidential.

8. Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements. When deciding retention periods, we consider the amount, nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for processing, and applicable legal requirements.

For tax purposes, the law requires us to keep basic information about our customers (including contact, identity, financial and transaction data) for six years after they stop being customers.

Session recordings and AI-generated summaries or transcripts relating to individual coaching clients or group participants are retained for a maximum of 12 months from the date of the relevant session and are then securely deleted.

In some circumstances we may anonymise your personal data for research or statistical purposes, in which case we may use it indefinitely without further notice.

9. Use of artificial intelligence

We use AI tools to support the delivery of our services and the operation of our business. This notice explains how and why.

 

AI tools in use

We currently use the following AI tools in connection with our business and services:

  • Fathom — AI-powered meeting tool used to record and generate automated summaries and transcripts of coaching and group sessions.
  • Claude, ChatGPT, Gemini — large language model tools used to assist in drafting session summaries, follow-up recommendations, correspondence, content, and other business materials.
  • Grammarly — used for grammar and style checking of correspondence and published content.
  • Zoom — used for online meetings; backup recordings may be retained in accordance with our retention policy.
  • Microsoft and Google products — used for general business administration, scheduling and document management. These products include AI-assisted features.

 

What data AI tools may process

In the course of using these tools, the following categories of personal data may be processed:

  • Contact details: name, email address, telephone number.
  • Professional information: job title, employer or business details.
  • Financial information: payment details and billing information where relevant.
  • Session content: information shared verbally or in writing during coaching or group sessions, which may include personal circumstances, business information, and other details you choose to share.

 

How and why we use AI

We use AI tools to support our business operations and the delivery of our services. This includes recording and summarising coaching and group sessions; preparing written follow-up materials, session summaries and recommendations; and general business tasks including correspondence drafting and content creation.

Where AI tools are used in a way that may materially influence advice or materials provided to you, all outputs are reviewed by Marion Ellis FRICS before being shared. Marion Ellis accepts professional responsibility for the content of all materials shared with clients.

 

Lawful basis

Our lawful basis for processing personal data through AI tools is our legitimate interests in enhancing service delivery and business efficiency. Where session recordings are made, we rely on the performance of our contract with you and, where applicable, your consent given at the time of the session. If we need to process special category data through AI tools, we will ensure we do so on a compliant basis, which may include obtaining your explicit consent.

 

Data processor agreements

All AI providers we use act as data processors under contractual agreements that ensure compliance with UK GDPR. None of your personal data is used by these providers to train or improve their AI models.

 

Your rights in relation to AI processing

You have the right to request that AI tools are not used in connection with your matter. If you wish to exercise this right, please contact us at marion@lovesurveying.com before your session or engagement begins. We will confirm whether and how this affects what we are able to provide.

You also have the right to request further information about our AI use and how reliability was assessed. We will respond within a reasonable time. If you believe AI use has negatively affected the service you received, you may raise a concern through our complaints procedure.

 

Retention of AI-processed data

Session recordings and AI-generated summaries and transcripts are retained for a maximum of 12 months from the date of the relevant session and are then securely deleted. You may request earlier deletion by contacting us at marion@lovesurveying.com.

10. Your legal rights

Under UK data protection law you have the right to:

  • Request access to your personal data.
  • Request correction of inaccurate personal data.
  • Request erasure of your personal data.
  • Object to processing of your personal data.
  • Request restriction of processing.
  • Request transfer of your personal data.
  • Withdraw consent at any time (where processing is based on consent).

 

To exercise any of these rights, please email us at marion@lovesurveying.com. You will not normally have to pay a fee. We may need to verify your identity before processing your request and will aim to respond within one month.

If you are unhappy with how we handle your personal data, you have the right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk. We would be grateful if you would contact us first so we can try to resolve your concern.

11. Third-party links

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. We encourage you to read the privacy notice of every website you visit.

12. Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy at www.lovesurveying.com/cookie-policy.

 

13. How to Make a Data Protection Complaint

Under Section 103 of the Data (Use and Access) Act 2025, we are required to have a procedure in place for handling complaints about how we process your personal data, and to explain that procedure in this privacy notice.

If you have a concern about the way we have collected, used, or handled your personal data, we would like to hear from you. Please raise it with us first and we will do our best to resolve it promptly.

How to submit a complaint

You can submit a data protection complaint to us in any of the following ways:

  • By email: marion@lovesurveying.com — please include "Data Protection Complaint" in the subject line
  • By online form: via our contact form at www.lovesurveying.com/contact-us
  • By post: Marion Ellis, Love Surveying Ltd, Suite 6, Mercer Manor Barns, Sherington, Newport Pagnell, Buckinghamshire, MK16 9PU

Please describe your concern as clearly as you can and include your contact details so we can respond to you.

What happens next

  • We will acknowledge your complaint within 30 days of receiving it, confirming that we have received it and are looking into it.
  • We will investigate your complaint properly and without unnecessary delay. The time this takes will depend on the nature and complexity of the complaint.
  • We will keep you informed of progress if the investigation takes longer than expected, and explain why.
  • When we have reached a conclusion, we will tell you clearly what we found and why, so you understand how we reached our decision.

Escalating to the ICO

If you are not satisfied with our response, or if we have not responded within a reasonable time, you have the right to complain to the Information Commissioner's Office (ICO), which is the UK's independent data protection regulator.

The ICO's contact details are:

  • Website: www.ico.org.uk
  • Helpline: 0303 123 1113
  • Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We would always ask that you contact us first so we have the opportunity to address your concern directly, but you are entitled to contact the ICO at any time.