Privacy Policy
Surrey Property Licensing Ltd understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits this website, www.surreypropertylicensing.co.uk (“Our Site”) and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of this Privacy Policy is deemed to occur when you first submit personal data to us through Our Site (for example, through our contact form, our newsletter sign-up, or our online booking tool), or otherwise upon your first use of Our Site. If you do not accept and agree with this Privacy Policy, you must stop using Our Site immediately.
Part 1 - Definitions and Interpretation
In this Policy the following terms shall have the following meanings:
“Account” means an account required to access and/or use certain areas and features of Our Site;
“Cookie” means a small text file placed on your computer or device by Our Site when you visit certain parts of Our Site and/or when you use certain features of Our Site. Details of the Cookies used by Our Site are set out in Part 14, below; and
“Cookie Law” means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003, as amended (including by the Data (Use and Access) Act 2025), relating to the use of cookies and similar technologies.
Part 2 - Information About Us
Our Site is owned and operated by Surrey Property Licensing Ltd, a limited company registered in England under company number 14029935.
Registered address: 5 Brayford Square, London, England, E1 0SG.
Data Protection Lead: Shaun Moss.
Email address: teams@surreypropertylicensing.co.uk.
Postal address: 5 Brayford Square, London, England, E1 0SG.
We are registered with the Information Commissioner's Office under registration reference ZB315857.
Part 3 - What Does This Policy Cover?
This Privacy Policy applies only to your use of Our Site and explains how any personal data collected through Our Site is used, as well as your rights and how to raise concerns or complaints.
Part 4 - What Is Personal Data?
Personal data is defined by the UK GDPR and the Data Protection Act 2018, as amended by the Data (Use and Access) Act 2025 and other applicable legislation relating to data protection and privacy (“the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
Part 5 - What Are My Rights?
Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:
The right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us using the details in Part 15.
The right to access the personal data we hold about you. Part 13 will tell you how to do this.
The right to have your personal data rectified if any of it is inaccurate or incomplete.
The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold.
The right to restrict (i.e. prevent) the processing of your personal data.
The right to object to us using your personal data for a particular purpose or purposes.
The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
The right to data portability. This means that, where you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed by automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to complain to us using the contact details provided in Part 15 (or by any other method). We will acknowledge your complaint within 30 days and will respond to it without undue delay.
You also have the right to lodge a complaint with the Information Commissioner’s Office. You may wish to raise your concerns with us first, so that we can try to resolve them. If you are not satisfied with our response, you can complain to the Information Commissioner’s Office.
Part 6 - What Data Do You Collect and How?
Depending upon your use of Our Site, we may collect and hold some or all of the personal data set out below. Please also see Part 14 for more information about our use of Cookies and similar technologies. We do not collect any ‘special category’ or ‘sensitive’ personal data, personal data relating to children, or data relating to criminal convictions and/or offences through Our Site.
Identity Information (your name) – provided directly by you when you complete our contact form, sign up to our newsletter, request or book an appointment, or otherwise contact us.
Contact Information (your email address and telephone number) – provided directly by you when you complete our contact form, sign up to our newsletter, request or book an appointment, or otherwise contact us.
Technical Information (your IP address, browser type and version, and operating system) – collected automatically as you use Our Site, via Cookies and similar technologies (see Part 14).
Part 7 - How Do You Use My Personal Data?
Under the Data Protection Legislation, we must always have a lawful basis for using personal data. We use your personal data as follows:
Communicating with you and responding to your enquiries and messages – using your Identity and Contact Information. Lawful basis: legitimate interests (responding to and managing the enquiries and messages you send to us).
Arranging and managing appointments you book through Our Site – using your Identity and Contact Information. Lawful basis: legitimate interests, and/or taking steps at your request prior to entering into a contract.
Sending you our newsletter and marketing – using your Identity and Contact Information. Lawful basis: consent.
Administering Our Site and improving it by understanding how it is used (website analytics) – using your Technical Information. Lawful basis: consent (given through our cookie banner).
With your consent, we may contact you by email with information, news and offers about our services – for example, through our newsletter. You will never be sent unlawful marketing or spam, you will always be asked to opt in, and every marketing email includes an easy way to unsubscribe. We will always comply with the Data Protection Legislation and the Privacy and Electronic Communications (EC Directive) Regulations 2003.
Third Parties (including Google, Squarespace and Calendly) whose content appears on or is used by Our Site may use third-party Cookies and similar technologies, as detailed below in Part 14. We do not control the activities of such third parties, nor the data that they collect and use themselves, and we advise you to check their own privacy policies.
Part 8 - How Long Will You Keep My Personal Data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods:
Identity and Contact Information (enquiries that do not lead to an engagement) – for as long as needed to deal with your enquiry, and then for up to 2 years afterwards.
Identity, Contact and Business Information (clients) – for the duration of our business relationship with you and then for 6 years to meet our legal, accounting and tax obligations.
Newsletter / marketing contact details – until you unsubscribe or otherwise withdraw your consent.
Technical Information (analytics) – retained by Google Analytics for up to 14 months, and by Squarespace in accordance with its analytics retention settings.
Part 9 - How and Where Do You Store or Transfer My Personal Data?
Some of your personal data may be stored or processed in countries outside of the UK (“third countries”). This is because some of the service providers we use – in particular Google (Google Analytics and Google Fonts), Squarespace, and Calendly – are based in, or transfer data to, the United States. Where personal data is transferred to a third country, we take additional steps to ensure that it is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation: we use specific approved contracts (such as the International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses), and/or rely on the UK extension to the EU–US Data Privacy Framework where the provider is certified under it. For further information, please refer to the Information Commissioner’s Office.
The security of your personal data is essential to us, and to protect your data we take a number of important measures, including the following:
limiting access to your personal data to those who have a legitimate need to know, and ensuring that they are subject to duties of confidentiality;
using secure (HTTPS/SSL) connections on Our Site, and storing data on secure servers provided by reputable service providers;
procedures for dealing with data breaches, including notifying you and/or the Information Commissioner’s Office where we are legally required to do so.
Part 10 - Do You Share My Personal Data?
We may share your personal data with the third-party service providers set out below, who process it on our behalf in order to provide and support Our Site and our services. Where any of your personal data is shared in this way, we take steps to ensure that it is handled safely, securely and in accordance with your rights, our obligations and the third party’s obligations under the law.
Squarespace (Squarespace Ireland Ltd / Squarespace, Inc.) – website hosting and platform, Squarespace’s built-in website analytics, and newsletter/email delivery. Location: Ireland / USA.
Google (Google Ireland Ltd / Google LLC) – website analytics (Google Analytics), web fonts (Google Fonts), and advertising (Google Ads). Location: Ireland / USA.
Calendly (Calendly, LLC) – online appointment scheduling / booking. Location: USA.
If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way(s) that we have used it, as specified in this Privacy Policy. In some limited circumstances, we may be legally required to share certain personal data, for example if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
Part 11 - How Can I Control My Personal Data?
In addition to your rights under the Data Protection Legislation, set out in Part 5, when you submit personal data via Our Site you may be given options to restrict our use of your personal data. In particular, we aim to give you strong controls over our use of your data for direct marketing purposes (including the ability to opt out of receiving emails from us, which you may do by unsubscribing using the links provided in our emails, or at the point of providing your details).
You may also wish to sign up to one or more of the preference services operating in the UK: the Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing.
Part 12 - Can I Withhold Information?
You may access certain areas of Our Site without providing any personal data at all. However, to use all features and functions available on Our Site – such as our contact form, newsletter sign-up or booking tool – you may be required to submit or allow for the collection of certain data.
You may restrict our use of Cookies and similar technologies. For more information, see Part 14.
Part 13 - How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
When responding to a subject access request, we will carry out reasonable and proportionate searches for the personal data covered by your request. All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 15.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within one month of receiving it. In some cases, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
Part 14 - How Do You Use Cookies?
References to Cookies in this Part 14 include similar technologies that store information on your device or access information stored on your device, where applicable.
Our Site may place and access certain first-party Cookies on your computer or device. First-party Cookies are those placed directly by us and are used only by us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve our services. Our Site also uses certain third-party Cookies – these are used to load web fonts (Google Fonts), to provide our online appointment booking tool (Calendly), and to provide website analytics (Google Analytics). All Cookies used by and on Our Site are used in accordance with current Cookie Law.
Before Cookies that require your consent are placed on your computer or device, you will be shown a cookie banner requesting your consent to set those Cookies. You may deny consent to the placing of non-essential Cookies, and you will be given the opportunity to allow only strictly necessary Cookies and to block analytics and other non-essential Cookies. Certain features of Our Site may not function fully or as intended if you do so.
Certain features of Our Site depend on Cookies to function. Cookie Law deems these Cookies to be “strictly necessary”. Your consent will not be sought to place these Cookies, but it is still important that you are aware of them.
First-party Cookies placed on your device:
crumb (strictly necessary) – a Squarespace security cookie that helps protect Our Site’s forms against cross-site request forgery (CSRF).
Third-party Cookies placed on your device:
__cf_bm – set by Cloudflare via the embedded Calendly booking tool. Helps protect the booking tool against automated bots and abuse. Expires after approximately 30 minutes.
Analytics Cookies used on Our Site:
_ga (third party – Google Analytics) – distinguishes individual users. Expires after 2 years.
ga01LJWXVXZB (third party – Google Analytics) – maintains session state for the GA4 property. Expires after 2 years.
_gid (third party – Google Analytics) – distinguishes individual users. Expires after 24 hours.
ss_cvr (first party – Squarespace) – records a unique visitor for Squarespace’s built-in analytics.
ss_cvt (first party – Squarespace) – supports visit measurement for Squarespace’s built-in analytics.
Advertising and Google
We use Google advertising services, including Google Ads. Where you consent, Google may use Cookies and mobile advertising identifiers to deliver personalised and non-personalised advertising, and to measure the performance of our advertising (for example, conversion measurement and remarketing). You can control this through the cookie banner on Our Site. To understand how Google collects and uses your personal data when you give consent on Our Site, please see Google's Business Data Responsibility Site: https://business.safety.google/privacy/
In addition to the controls that we provide, you can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all Cookies or only third-party Cookies. By default, most internet browsers accept Cookies, but this can be changed. You can also choose to delete Cookies on your computer or device at any time; however, you may lose any information that enables you to access Our Site more quickly and efficiently.
Part 15 - How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request or a data protection complaint, please use the following details (for the attention of Shaun Moss):
Email address: teams@surreypropertylicensing.co.uk.
Postal address: 5 Brayford Square, London, England, E1 0SG.
Part 16 - Changes to this Privacy Policy
We may review and update this Privacy Policy from time to time to ensure continued compliance with the law and best practice. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date. This Privacy Policy was last updated on 2 July 2026