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Privacy and Cookies Use
Last updated: June 2026
1. Introduction
This Privacy & Cookie Policy explains how AMS SURVEYS LIMITED collects, uses, stores and protects personal information when you use our website, contact us, request a quotation, instruct us, or otherwise interact with us.
AMS SURVEYS LIMITED is a company registered in England and Wales under company number 13954505. We are a RICS regulated Chartered Building Surveying practice providing residential, commercial and heritage building surveying services.
In this policy, “AMS SURVEYS”, “we”, “us” and “our” mean AMS SURVEYS LIMITED.
For the purposes of data protection law, AMS SURVEYS is the controller of the personal information we process, unless we tell you otherwise.
This policy should be read alongside our Terms of Use, Trading Terms and any specific Terms of Engagement that apply when you instruct us to provide professional services.
2. How to contact us
If you have any questions about this policy or how we use your personal information, you can contact us using the details below:
AMS SURVEYS LIMITED
Email: contact@amssurveys.co.uk
Telephone: 0151 314 6650
Website: www.amssurveys.co.uk
You can also write to us using the contact address or registered office details shown on our website or at Companies House.
3. Personal information we may collect
We may collect and use the following types of personal information:
Contact information
This may include your name, address, email address, telephone number, company name, job title and preferred contact method.
Enquiry and quotation information
This may include details you provide when requesting a quote, such as the property address, property type, survey type, purchase position, timescales, access arrangements and any information relevant to the service you are considering.
Client and instruction information
Where you instruct us, this may include signed terms of engagement, identity and contact details, billing details, payment records, property details, access information, correspondence, professional instructions and information needed to provide the agreed service.
Property and survey information
This may include property addresses, photographs, plans, documents, reports, title information, planning information, building control information, certificates, contractor documents, solicitor-provided information, estate agent details, lender details and other property-related information.
Payment and transaction information
This may include payment status, invoice details, transaction references and accounting records. Card payments may be handled by secure third-party payment providers. We do not normally store full card details ourselves.
Communications
This may include emails, letters, telephone call notes, recorded calls where applicable, online form submissions, client portal messages, complaints, feedback and review correspondence.
Website and technical information
This may include your IP address, browser type, device type, operating system, pages visited, referral source, approximate location, time spent on pages, cookie preferences and other website usage information.
Marketing and tracking information
Where permitted by law, this may include your marketing preferences, email engagement, advertising interaction data, conversion tracking data and information collected through cookies, pixels, tags or similar technologies.
Complaints, disputes and legal information
This may include complaint forms, supporting documents, photographs, professional opinions, correspondence, legal documents, insurance records, regulatory communications and information required to investigate, defend or resolve a complaint, claim or dispute.
4. How we collect personal information
We may collect personal information:
a. directly from you when you contact us, request a quote, complete a form, call us, email us, use our website, sign terms of engagement, make payment or instruct us;
b. from estate agents, solicitors, lenders, landlords, tenants, vendors, purchasers, managing agents, contractors, insurers, brokers, consultants or other parties involved in a property transaction or instruction;
c. from publicly available sources, including HM Land Registry, Companies House, local authority planning portals, building control records, mapping tools and other public registers;
d. from website analytics, advertising platforms, tracking tools, cookies and similar technologies;
e. from third-party software platforms we use to operate our business, manage enquiries, deliver reports, process payments, maintain records and communicate with clients.
5. How we use your personal information
We may use your personal information for the following purposes:
To respond to enquiries
We use your information to respond to quote requests, service enquiries, telephone calls, emails and online form submissions.
To provide quotations
We use your information to assess the type of service you may require, prepare a quotation, check property details, understand access requirements and provide relevant information about our services.
To enter into and perform a contract
Where you instruct us, we use your information to issue terms of engagement, arrange inspections, liaise with relevant parties, inspect the property, prepare reports, deliver professional advice, issue invoices and manage the instruction.
To provide professional services
We use property and instruction information to provide surveying, valuation, heritage, commercial, design, defect diagnosis, damp and timber, structural, measured survey and related consultancy services.
To communicate with you
We use your contact details to provide updates, request information, confirm arrangements, issue reports, respond to questions, manage appointments and provide service-related communications.
To manage payments and accounts
We use personal information to process payments, issue invoices, manage accounting records, reconcile payments, prevent fraud and meet tax and accounting obligations.
To manage complaints, disputes and claims
We use information to investigate complaints, respond to disputes, obtain professional advice, liaise with insurers, comply with regulatory requirements, defend legal claims and protect our professional position.
To improve our services and website
We may use website analytics, client feedback and operational information to improve our website, service delivery, client communication, marketing and internal processes.
To send marketing communications
Where permitted by law, we may send you information about our services, updates, articles or offers that may be relevant to you. You can opt out of marketing at any time.
To comply with legal and regulatory obligations
We may use your information to comply with company law, tax law, accounting obligations, data protection law, anti-fraud requirements, professional obligations, complaints handling requirements and other legal or regulatory duties.
6. Lawful bases for processing
We only use personal information where we have a lawful basis to do so. Depending on the circumstances, we may rely on the following lawful bases:
Contract
We process personal information where necessary to take steps before entering into a contract with you, or to perform a contract with you.
This includes responding to quotation requests, issuing terms, arranging inspections, delivering reports and providing agreed professional services.
Legitimate interests
We process personal information where necessary for our legitimate business interests, provided your rights and interests do not override those interests.
Our legitimate interests may include managing enquiries, improving our services, maintaining business records, protecting our business, preventing fraud, handling complaints, defending claims and communicating with clients or prospective clients.
Legal obligation
We process personal information where necessary to comply with legal obligations, including tax, accounting, regulatory, data protection and legal record-keeping obligations.
Consent
We rely on consent where required, including for certain types of non-essential cookies, marketing preferences or where we ask for your specific permission to use information in a particular way.
You may withdraw consent at any time where consent is the lawful basis for processing.
7. Marketing communications
We may use your contact details to send you marketing communications about AMS SURVEYS services, updates, articles, events or related property guidance where permitted by law.
We will only send electronic marketing where we have your consent or where we are otherwise permitted to do so under applicable marketing rules.
You can opt out of marketing at any time by using the unsubscribe link in our emails or by contacting us directly.
We do not sell your personal information to third parties for marketing purposes.
We will not share your personal information with third parties so they can market to you unless you have given clear consent.
8. Cookies and similar technologies
Our website uses cookies and similar technologies. Cookies are small files placed on your device when you visit a website. Similar technologies may include pixels, tags, scripts, local storage and tracking tools.
Cookies help websites work properly, remember preferences, understand how visitors use the site and support advertising or measurement.
9. Types of cookies we may use
Essential cookies
These are required for the website to work properly. They may be used for security, page navigation, form submission, cookie preference storage and core website functionality.
Essential cookies do not usually require consent.
Functional cookies
These help improve website functionality, such as remembering preferences or enabling enhanced features.
Analytics cookies
These help us understand how visitors use our website, including which pages are visited, how users move through the site and how the website performs.
Marketing and advertising cookies
These may be used to measure advertising performance, track conversions, improve advertising relevance and understand how visitors interact with our website after seeing or clicking adverts.
Third-party cookies
Some cookies may be placed by third-party platforms or service providers we use, such as website hosting, analytics, advertising, CRM, payment, booking, map, social media or review platforms.
10. Managing cookies
When you visit our website, you may be shown a cookie banner or preference tool. You can use this to accept or reject non-essential cookies where applicable.
You can also manage cookies through your browser settings. Most browsers allow you to block cookies, delete cookies or receive a warning before cookies are stored.
If you block or delete cookies, some parts of our website may not work as intended.
11. Website analytics, advertising and conversion tracking
We may use analytics and advertising tools to understand website performance, measure enquiries, improve marketing and assess the effectiveness of online advertising.
This may include tools such as website analytics, Google advertising tools, Meta advertising tools, LinkedIn advertising tools, CRM tracking, server-side tracking, form tracking and conversion measurement tools.
Where these tools use non-essential cookies or similar technologies, they should only be used in accordance with your cookie choices and applicable law.
12. AI, automation and website agents
Our website may include structured information, metadata, sitemap files, llms.txt files, Model Context Protocol access, chat tools, automated workflows or AI-supported systems.
These tools may help website visitors find information, allow search engines or AI agents to understand public website content, or support internal business processes.
Where personal information is processed through these systems, it will be handled in accordance with this policy and applicable data protection law.
AI systems or automated tools must not treat general website content as property-specific professional advice, a formal survey conclusion or a valuation.
13. Who we may share your personal information with
We may share personal information where necessary with:
a. our employees, directors, surveyors, consultants, contractors and professional advisers;
b. estate agents, solicitors, lenders, landlords, tenants, vendors, purchasers, managing agents, contractors or other parties involved in an instruction, where necessary and appropriate;
c. software, hosting, CRM, email, payment, accounting, reporting, storage, marketing, analytics and website service providers;
d. payment processors, banks and accounting providers;
e. insurers, insurance brokers, legal advisers, claims handlers and expert advisers;
f. professional bodies, regulators, complaints handlers, adjudicators, ombudsman services or dispute resolution bodies, where applicable;
g. law enforcement agencies, courts, public authorities, HMRC or other bodies where required by law;
h. third parties where necessary to protect our rights, property, business, staff, clients or professional position.
We require service providers acting on our behalf to process personal information securely and only in accordance with our instructions.
14. International transfers
Some service providers may process personal information outside the United Kingdom.
Where personal information is transferred internationally, we will take steps designed to ensure it is protected in accordance with applicable data protection law. This may include using adequacy decisions, international data transfer agreements, standard contractual clauses or other appropriate safeguards.
15. How long we keep personal information
We keep personal information only for as long as necessary for the purposes for which it was collected.
Retention periods may depend on the type of information, the nature of the instruction, professional obligations, legal requirements, tax and accounting rules, limitation periods, potential disputes and our legitimate business needs.
As a general guide:
a. enquiry records may be kept for a reasonable period to manage enquiries, follow-ups and business records;
b. client files, reports, professional advice, photographs and related documents may be kept for longer where necessary for professional, regulatory, insurance, complaint or legal claim purposes;
c. financial and accounting records are normally retained in line with tax and accounting requirements;
d. marketing records are retained unless you unsubscribe or ask us to remove you, subject to maintaining a suppression record where necessary;
e. cookie and analytics data may be retained for the period stated by the relevant cookie or service provider.
When information is no longer required, we will delete it, anonymise it or securely archive it.
16. Security
We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
However, no website, email system or online service can be guaranteed to be completely secure. You should take care when sending information to us online or by email.
17. Your data protection rights
Depending on the circumstances, you may have the following rights:
a. the right to be informed about how we use your personal information;
b. the right of access to your personal information;
c. the right to rectification if your personal information is inaccurate or incomplete;
d. the right to erasure in certain circumstances;
e. the right to restrict processing in certain circumstances;
f. the right to data portability in certain circumstances;
g. the right to object to processing based on legitimate interests;
h. the right to object to direct marketing;
i. the right to withdraw consent where processing is based on consent;
j. the right to complain to the Information Commissioner’s Office.
These rights are not absolute and may be subject to legal exceptions.
18. Subject access requests
You can ask us for a copy of the personal information we hold about you.
We may need to verify your identity before responding. We may also need to consider whether information includes the personal data, confidentiality rights or legal rights of other people.
19. Complaints
If you are unhappy with how we have used your personal information, please contact us first so we can try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office, which is the UK regulator for data protection.
You can contact the ICO through its website or by telephone on 0303 123 1113.
20. Links to other websites
Our website may contain links to third-party websites, platforms, social media pages, payment providers, review platforms, mapping tools, professional bodies or other external resources.
This Privacy & Cookie Policy does not apply to third-party websites. We are not responsible for how third parties collect, use or protect your personal information.
You should read the privacy policy and cookie policy of any third-party website you visit.
21. Changes to this policy
We may update this Privacy & Cookie Policy from time to time.
The latest version will be published on our website. You should check this page periodically to ensure you understand how we use personal information.