Privacy Policy

1. Personal Data We Collect

We may collect and process the following categories of personal data:

a. Identity and Contact Data

• Full name

• Postal address

• Email address

• Telephone number

b. Property and Survey Data

• Property ownership and title details

• Site location and mapping information

• Survey measurements, drawings, and geospatial data

• Planning and development information

c. Financial Data

• Billing address

• Payment records (processed via secure third-party providers)

d. Technical Data (Website Use)

• IP address

• Browser type and device information

• Website usage data collected via cookies

​

​

2. How We Collect Your Data

We collect personal data through:

• Direct engagement (e.g. when you request a quote or instruct us)

• Email, telephone, or in-person communication

• Publicly available records (e.g. HM Land Registry)

• Website forms and cookies

3. How We Use Your Data

We use your personal data to:

• Deliver surveying and property management services

• Prepare reports, plans, and documentation

• Communicate with you regarding your instructions

• Comply with legal and regulatory obligations

• Manage billing, invoicing, and payments

• Improve our services and website

4. Lawful Basis for Processing

We rely on the following lawful bases under UK GDPR:

• Contractual necessity – to perform services you request

• Legal obligation – to comply with statutory requirements

• Legitimate interests – to manage and develop our business

• Consent – where required (e.g. marketing communications)

5. Sharing Your Data

We may share your personal data with:

• Professional advisers (e.g. solicitors, architects, engineers)

• Contractors and subcontractors engaged in projects

• Regulatory authorities where required

• IT service providers and cloud storage platforms

• Payment processing providers

All third parties are required to handle your data securely and in accordance with applicable laws.

6. International Transfers

We do not routinely transfer personal data outside the UK. Where this occurs (e.g. cloud services), appropriate safeguards are implemented in line with UK GDPR.

7. Data Retention

We retain personal data only as long as necessary:

• Project and survey records: typically 6–15 years (professional and legal requirements)

• Financial records: minimum 6 years (HMRC requirements)

8. Data Security

We implement appropriate technical and organisational security measures, including:

• Secure IT systems and encrypted storage

• Controlled access to personal data

• Staff confidentiality obligations

• Regular system monitoring and updates

9. Your Rights

Under UK data protection law, you have the right to:

• Access your personal data

• Correct inaccurate or incomplete data

• Request erasure (in certain circumstances)

• Restrict or object to processing

• Request data portability

To exercise your rights, contact: contact@wilhann.co.uk

10. Cookies

Our website may use cookies to improve user experience and analyse website traffic. You can control cookies through your browser settings.

11. Complaints

If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the UK regulator:

Information Commissioner’s Office
https://ico.org.uk

12. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available and will include the updated effective date.

13. Contact Us

Wilhann and Co Property Management Ltd
Flat 8, The Firs
149 Brighton Road
Redhill
RH1 6PU
Email: contact@wilhann.co.uk
Phone: 01737 632179