Privacy Policy

1. Who we are

Henderson Wood ("Henderson Wood", "we", "us", "our") provides damp surveys, timber surveys, damp proofing and related property services across London. For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Henderson Wood is the data controller for the personal data described in this policy.

• Address: 81 Lee High Road, London, SE13 5NS
• Email: info@hendersonwood.co.uk
• Phone: 07540 147 814
• Company registration: [company number — to confirm]
• ICO registration: 00014789732

2. The personal data we collect

Information you give us

When you contact us, request a quote, or book a survey, we may collect:

• Your name, email address and telephone number;
• The address and details of the property to be surveyed;
• The content of your message or enquiry, and any subsequent correspondence;
• Photographs of your property that you choose to upload or send us;
• Appointment, access and payment-related details needed to deliver the service.

Information generated during your survey

To carry out and report on a survey we record findings about the condition of the property — for example moisture readings, observations, photographs and recommendations. Where relevant, this may include limited information about occupants (for example where damp or mould affects a tenanted home).

Information we collect automatically

When you use our website we collect certain technical and usage data through cookies and similar technologies, including your IP address, device and browser type, pages visited and how you interact with the site. We use Google Analytics and Microsoft Clarity for this, Google Ads for measuring advertising, and Google reCAPTCHA to protect our forms from spam and abuse. See our Cookie Settings for full details.

3. How we use your data and our lawful bases

We only use your personal data where the law allows us to. Our lawful bases are:

• Performance of a contract — to respond to your enquiry, provide quotes, carry out surveys and remedial works, produce reports and manage payment.
• Legitimate interests — to run and improve our business and website, keep records, prevent fraud and misuse, ensure the security of our forms, and (where appropriate) follow up on enquiries. We balance these interests against your rights.
• Consent — for non-essential cookies (analytics and advertising) and for any optional marketing. You can withdraw consent at any time.
• Legal obligation — to comply with our legal, tax, insurance and professional-regulatory duties, including record-keeping expected of firms working to RICS and Property Care Association (PCA) standards.

4. Marketing

We may contact you about your enquiry or ongoing work. We will only send you marketing communications where you have asked us to or otherwise agreed. Every marketing message includes an easy way to opt out, and you can tell us to stop at any time by emailing info@hendersonwood.co.uk.

5. Who we share your data with

We do not sell your personal data. We share it only where necessary, including with:

• Service providers who help us run our business and website — including our website host (Vercel), email provider, Google (Analytics, Ads and reCAPTCHA) and Microsoft (Clarity). These providers act on our instructions under appropriate contracts.
• Contractors and specialists where you ask us to arrange or quote for remedial works.
• Professional bodies, insurers and advisers — including RICS and the PCA in connection with regulation, audit, guarantees or the handling of a complaint, and our professional indemnity insurers or legal advisers where reasonably required.
• Authorities or third parties where we are required to do so by law, or to establish, exercise or defend legal claims.

Some providers (such as Google and Microsoft) may process data outside the UK. Where this happens, we rely on appropriate safeguards such as UK "adequacy" decisions or the International Data Transfer Agreement / Standard Contractual Clauses.

6. How long we keep your data

We keep personal data only for as long as necessary. Enquiries that do not proceed are generally kept for a limited period and then deleted. Because a survey report can be relied upon for many years, and to meet our professional-indemnity and regulatory obligations, we typically retain survey records and reports for at least the limitation period for claims (up to 6 years, and up to 15 years where a report is provided under a deed). Financial records are kept for at least 6 years to meet tax requirements.

7. Your rights

Under UK data protection law you have the right to:

• access a copy of the personal data we hold about you;
• ask us to correct inaccurate or incomplete data;
• ask us to erase your data in certain circumstances;
• restrict or object to our processing in certain circumstances;
• request portability of data you provided to us;
• withdraw consent where we rely on it.

To exercise any of these rights, contact us at info@hendersonwood.co.uk. We will respond within one month. You also have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113, though we would be grateful for the chance to resolve your concern first.

8. Keeping your data secure

We use appropriate technical and organisational measures to protect your personal data against loss, misuse and unauthorised access, and we restrict access to those who need it to do their job. No transmission over the internet can be guaranteed as fully secure, but we take reasonable steps to protect your information.

9. Third-party websites

Our website may link to other sites. This policy does not apply to those sites, and we are not responsible for their content or privacy practices. Please review their privacy notices before providing any personal data.

10. Children

Our services and website are directed at adults and property owners/managers. We do not knowingly collect data relating to children.

11. Changes to this policy

We may update this policy from time to time. The "last updated" date at the top shows when it was last revised. Significant changes will be highlighted on this page.