Privacy Policy

Last updated: 4 September 2026

Who is responsible for your information

GRIDSURVEYING AND MAPPING LTD, trading as GRID Surveying (“we”, “us”, “our”), is the controller of personal information collected through this website, telephone communications and subsequent business correspondence.

GRIDSURVEYING AND MAPPING LTD
Company number: 16311737
Email: c.balan@gridsurveying.co.uk
Telephone: +44 20 4652 4771

We are based in Essex and support projects across London, the South East and further afield where the project scope warrants mobilisation.

Information we collect

When you contact us or submit an enquiry, we may collect information including your:

• name;
• company or organisation;
• email address;
• telephone number;
• site or project location;
• approximate site extent;
• requested surveying service;
• project stage;
• preferred dates or programme information;
• required deliverables;
• existing survey control, drawings or design information; and
• other project details you choose to provide.

You may also provide drawings, specifications, photographs, CAD information or other project files when requesting a quotation or discussing surveying work.

Please do not include unnecessary confidential information, special-category personal information or third-party personal information unless it is genuinely relevant to the project and you are authorised to provide it where required.

How we use the information

We use personal information to:

• understand the surveying or project requirement;
• assess the scope of work;
• communicate with you about the enquiry;
• prepare quotations and proposed scopes;
• take requested steps towards a possible commercial appointment;
• administer and deliver agreed surveying services where work proceeds;
• maintain appropriate commercial, project and accounting records;
• operate and protect our website and business systems; and
• comply with legal, regulatory and contractual obligations.

Depending on the circumstances, our lawful basis for processing may include:

• taking steps at your request before entering into a contract;
• performance of a contract;
• compliance with a legal obligation; and
• our legitimate interests in responding to genuine business enquiries, operating the website securely, managing business communications and maintaining appropriate commercial records.

Submitting an enquiry does not subscribe you to marketing communications. Any future marketing permission would be requested separately where required.

Project information and uploaded files

Drawings, specifications and other project information submitted to GRID Surveying are used to assess or deliver the requested surveying work.

Where a project file is uploaded through the website enquiry form, the website handles the file temporarily so that it can be attached to the enquiry email.

The temporary uploaded file is deleted from the web server after the email-delivery attempt. Where the enquiry is successfully delivered, a copy of the attachment may remain as part of the resulting business email correspondence and, where relevant, the subsequent project record.

Project information may be retained where reasonably necessary as part of a quotation, contractual, technical or commercial record.

AI-assisted telephone service

GRIDSURVEYING AND MAPPING LTD uses an AI-assisted telephone receptionist supplied by IONOS to assist with answering and routing calls made to our published business telephone number.

The service is used to establish the general purpose of a call, screen obvious unsolicited or nuisance calls and connect genuine business callers to the appropriate person.

Information provided during a call may be processed by IONOS as necessary to operate the service and route the call. This may include:

• the caller’s telephone number where available;
• information spoken during the call; and
• associated technical call information.

The AI receptionist is not intended to collect detailed surveying enquiries or make technical, surveying or commercial decisions on our behalf. Genuine surveying and project enquiries are normally transferred to a member of the GRID Surveying team.

We use this service on the basis of our legitimate interests in managing business communications, reducing nuisance calls and directing genuine enquiries efficiently.

Website delivery and security data

Website enquiries are submitted to the company by email and are not intentionally retained as enquiry records in the WordPress database.

Where a project file is uploaded with an enquiry, the website handles the file temporarily so that it can be attached to the enquiry email. The temporary uploaded file is deleted from the web server after the email-delivery attempt.

If an enquiry cannot be sent, the website displays a delivery error and asks you to use the published email address or telephone number.

Our website hosting and security providers may process standard technical information where necessary to deliver, diagnose and protect the website. This may include information such as:

• IP address;
• browser and device information;
• request and server-log information;
• date and time of access; and
• security or error information.

This technical information is used for website operation, diagnosis, abuse prevention and security.

Who may receive the information

Access to personal information is limited to GRIDSURVEYING AND MAPPING LTD and service providers acting on our behalf where access is necessary.

These may include:

• IONOS, for website hosting and AI-assisted telephone reception;
• Microsoft 365, for company email and business correspondence;
• IT, hosting and security service providers;
• telecommunications providers; and
• professional advisers where reasonably required.

Information may also be disclosed where required by law, to comply with a legal or regulatory obligation, to establish or defend legal rights, or in connection with a legitimate business reorganisation.

We do not sell website-enquiry or caller information.

International processing

Some technology providers may process or store information outside the United Kingdom.

Where this occurs, we rely on the relevant provider’s applicable contractual, organisational and legal safeguards for the service concerned.

How long we retain information

Enquiries that do not progress are normally retained in the company mailbox for up to 12 months, unless there is a reasonable business, legal or dispute-related reason to retain them for longer.

Where an enquiry develops into a quotation, contract or project, relevant correspondence and project information may be retained as part of the company’s commercial, technical and project records for the applicable business, accounting, contractual, insurance and legal periods.

Information may be retained for longer where reasonably necessary to:

• resolve a dispute;
• establish, exercise or defend legal rights;
• comply with a legal or regulatory obligation; or
• maintain an appropriate record of surveying work that has been undertaken.

Information that is no longer required will be deleted, anonymised or securely disposed of where appropriate.

Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, alteration or disclosure.

These measures include the use of established hosting, email and telecommunications providers and controls appropriate to the operation of the website and business systems.

No internet transmission, email system or electronic storage method can be guaranteed to be completely secure.

Your rights

Depending on the circumstances, UK data-protection law may give you rights to:

• request access to your personal information;
• request correction of inaccurate or incomplete information;
• request erasure of your information;
• request restriction of processing;
• object to certain processing;
• request data portability where applicable; and
• withdraw consent where processing is based on consent.

These rights are not absolute and may be subject to legal exceptions.

To exercise a data-protection right, contact:
c.balan@gridsurveying.co.uk

You also have the right to complain to the Information Commissioner’s Office (ICO) if you are concerned about how your personal information has been handled.

Cookies and website technologies

The website may use cookies or similar technologies that are necessary for website operation, administration, hosting or security.

The current website does not intentionally use advertising or behavioural-profiling technologies.

Further information about cookies and similar technologies used by this website is provided in our Cookie Notice.

Google Search Console and future analytics

GRID Surveying may use Google Search Console to understand how the website is indexed and presented in Google Search.

Search Console is not used by us as an advertising or behavioural-profiling system on the website.

If we introduce analytics, marketing technology or other non-essential website tracking in future, we will review the applicable privacy and cookie requirements and update this Privacy Policy and Cookie Notice where necessary.

Changes to this policy

We may update this Privacy Policy if our website, telephone services, business systems or use of personal information changes.

This includes changes such as introducing non-essential analytics, marketing technology or a materially different enquiry or communications workflow.

The current version will be published on this website with the date of the latest update.

Contact

GRID Surveying
GRIDSURVEYING AND MAPPING LTD
Company number: 16311737
Email: c.balan@gridsurveying.co.uk
Telephone: +44 20 4652 4771