Privacy Policy

Topographical Ltd is a chartered land surveying practice and the data controller for the personal information described in this policy.

Registered office: Belmont Suite, Paragon Business Park, Chorley New Road, Horwich, Bolton, England, BL6 6HG

Data protection contact:privacy@topographical.co.uk

1. Who We Are

Topographical Ltd is a chartered land surveying practice and the data controller for the personal information described in this policy.

2. Scope

This policy applies to all personal information processed through our website at topographical.co.uk, our client portal, and all associated surveying services we provide.

3. Information We Collect

We collect and process the following categories of personal information:

Identity and contact details

Name, email address, telephone number, business address, job title.

Project and site details

Property address, site boundaries, access arrangements, project requirements.

Financial information

Payment details, billing address, transaction records.

Technical and security data

IP address, browser type, device identifiers, session activity.

Where you provide us with details of third parties, such as site contacts, billing contacts, or professional collaborators, you confirm that you have the necessary authority or permission to share those details with us for the purpose of delivering our services.

During physical survey work, our fieldwork instrumentation may incidentally capture images of individuals or neighbouring property visible from the survey site or public areas. This imagery is used solely to derive spatial measurement data, and raw source materials are deleted within 30 days of processing.

4. How We Use Your Information

We use your information for the following purposes and lawful bases:

Providing our surveying services and fulfilling your instructions

Contractual necessity (UK GDPR Art. 6(1)(b)).

Generating quotations and assessing site conditions

Contractual necessity.

Processing payments and maintaining financial records

Contractual necessity and legal obligation (Art. 6(1)(c)).

Protecting our platform against fraud and unauthorised access

Recognised legitimate interests, network and information security (Art. 6(1)(ea), DUAA 2025 Annex 1).

Improving our services and understanding how our platform is used

Legitimate interests (Art. 6(1)(f)).

Complying with professional, regulatory, and tax obligations

Legal obligation.

5. Automated Decision-Making

We use automated systems to assess site conditions when generating quotations and to protect our platform's security and integrity. These automated assessments may result in the restriction or limitation of access to certain features if unusual or unauthorised activity is detected.

You have the right to request human review of any automated decision that affects your access to our services. To do so, contact us at privacy@topographical.co.uk.

6. Who We Share Your Data With

We share personal information only where necessary to deliver our services or comply with our legal obligations.

Payment processors (Stripe, GoCardless, FreeAgent)

Processing payments, managing invoices, and maintaining accounting records. Card and bank details are handled directly by these providers and do not pass through our systems.

Cloud hosting and infrastructure providers

Securely storing and processing your data.

Government and public registries

Querying authoritative data sources to assess site conditions and provide accurate quotations.

Professional subcontractors

Carrying out instructed fieldwork on our behalf, under contract.

Regulatory and professional bodies

Where required by law or professional obligation, such as HMRC, RICS, or in response to data licensing audits.

We do not sell your personal information to any third party.

7. International Data Transfers

Some of our service providers process data outside the United Kingdom. Where this occurs, we ensure transfers are protected by appropriate safeguards, including UK Adequacy Regulations, such as the UK-US Data Bridge, or the ICO's International Data Transfer Agreement, so that the standard of protection applied to your data is not materially lower than that guaranteed in the UK.

8. How Long We Keep Your Data

Completed projects

6 years from delivery, to satisfy professional indemnity requirements under the Limitation Act 1980 and HMRC record-keeping obligations.

Abandoned or declined enquiries

90 days from last activity, then permanently deleted.

Financial records

6 years (HMRC).

Security logs

Up to 36 months, then reviewed and purged or anonymised.

9. Tracking Technologies

Our platform uses essential security technologies to protect against fraud and unauthorised access. These are strictly necessary for the safe operation of our services and cannot be disabled.

We also use optional analytics to understand aggregate website use and improve our services. This is not used for advertising, remarketing, cross-site tracking, or behavioural marketing profiles. You may opt out of optional analytics at any time via the preference control displayed on our website. Opting out will not affect your ability to use our services.

10. Your Rights

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

• Access the personal information we hold about you
• Rectify inaccurate or incomplete information
• Erase your personal information, where there is no longer a lawful reason for us to retain it
• Restrict processing in certain circumstances
• Data portability, to receive your data in a structured, machine-readable format
• Object to processing based on legitimate interests
• Contest automated decisions, to request human review of any solely automated decision affecting you

To exercise any of these rights, contact privacy@topographical.co.uk. We will respond within one calendar month.

11. Complaints

If you are dissatisfied with how we have handled your personal information, you may submit a complaint to us at privacy@topographical.co.uk. We will acknowledge your complaint within 30 days of receipt and will investigate and inform you of the outcome without undue delay.

You also have the right to lodge a complaint with the Information Commissioner's Office:

Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
ico.org.uk/make-a-complaint

12. Changes to This Policy

We may update this policy from time to time. The effective date at the top of this page will always reflect the most recent version. Where changes are significant, we will take reasonable steps to notify you.

13. Contact Us

Topographical Ltd
Belmont Suite, Paragon Business Park, Chorley New Road, Horwich, Bolton, England, BL6 6HG

Data protection:privacy@topographical.co.uk

Last updated: 1 June 2026