Privacy Notice
Who is responsible for your information
GRIDSURVEYING AND MAPPING LTD (“GRID”, “we”, “us”) is the controller of personal information collected through this website, telephone communications and subsequent business correspondence.
GRIDSURVEYING AND MAPPING LTD
Company number: 16311737
c.balan@gridsurveying.co.uk
07429 446769
Based in Essex and supporting projects across London, the South East and further afield according to project scope.
Information we collect
When you submit an enquiry, we may collect your name, company, email address, telephone number, site location, approximate site extent, requested service, project stage, preferred dates, required deliverables, existing control or drawing information and the project details you choose to provide.
Please do not include unnecessary confidential, special-category or third-party personal information in an enquiry.
How we use the information
We use enquiry information to understand the requirement, assess whether GRID can assist, communicate with you, prepare a scope or quotation and take requested steps towards a possible commercial appointment. Where work proceeds, relevant information is also used to administer and deliver the agreed services.
The applicable lawful bases may include taking steps at your request before entering a contract, performance of a contract, compliance with legal obligations and our legitimate interests in responding to business enquiries, operating the website securely and managing the company’s commercial records.
Submitting an enquiry does not subscribe you to marketing. Any future marketing permission would be requested separately.
AI-assisted telephone service
Gridsurveying and Mapping may use an AI-assisted telephone receptionist to answer 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 our telephone service provider as necessary to operate the service and route the call. This may include the caller’s telephone number, information spoken during the call and associated technical call data.
The AI receptionist is not intended to collect detailed surveying enquiries or make technical 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
Successful website enquiries are sent to the company’s Microsoft 365 mailbox and are not intentionally retained as enquiry records in the WordPress database. If a form cannot be sent, the website displays a delivery error and asks you to use the published email address or telephone number.
If form validation fails, the supplied values may be held temporarily for up to 15 minutes so the form can be repopulated. To limit automated abuse, a salted one-way value derived from the connection address may be held for up to one hour. Hosting and security providers may also process standard server-log information for operation, diagnosis and protection of the website.
Who may receive the information
Access is limited to the company and service providers acting on its behalf where access is necessary—for example the website host, Microsoft 365 email services, telephone service providers and professional advisers. Information may also be disclosed when required by law, 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 information outside the United Kingdom. Where this occurs, we rely on the provider’s applicable contractual and legal safeguards for the relevant service.
How long we retain information
Enquiries that do not progress are normally retained in the company mailbox for up to 12 months. Where an enquiry develops into a quotation, contract or project, relevant correspondence may be retained as part of the company’s commercial and project records for the applicable business, accounting, contractual and legal periods.
Information may be retained for longer where reasonably necessary to resolve a dispute, establish or defend legal rights, or comply with a legal obligation.
Your rights
Depending on the circumstances, you may have rights to request access, correction, erasure or restriction of your personal information, to object to particular processing, or to request data portability. These rights are not absolute and may be subject to legal exceptions.
To make a request, contact us using the details above. You may also complain to the Information Commissioner’s Office.
Changes to this notice
We will update this notice if the website’s or telephone service’s data use changes—for example, before introducing non-essential analytics, marketing technology or a materially different enquiry workflow.