1. Who We Are
The Survey Typist is a specialist audio typing service for chartered surveyors, operated by Sophie Ball, based in the United Kingdom. We provide survey report transcription and typing services to RICS-registered surveyors and related professionals.
Data Controller: Sophie Ball, trading as The Survey Typist
Contact: [email protected]
Website: thesurveytypist.co.uk
ICO Registration: [Pending — to be updated]
2. What Data We Collect
We collect personal data in the following circumstances:
- Enquiry form: Your name, company name, and email address when you contact us via the website
- Registration form: Your first name, last name, email address, company or practice name, and survey type when you register for an account
- Service delivery: Audio files, dictation recordings, and draft reports you submit to us for typing
- Communications: Email correspondence between you and The Survey Typist
- Website analytics: Anonymised usage data via Google Analytics 4 (page views, session duration, general location)
3. Why We Collect It (Legal Basis)
We process your personal data under the following legal bases under UK GDPR:
- Contract performance: To provide the typing service you have requested
- Legitimate interests: To respond to enquiries, manage client accounts, and improve our service
- Consent: Where you have explicitly agreed (e.g. registration form GDPR checkbox)
- Legal obligation: Where required to comply with UK law
4. How We Use Your Data
- To respond to your enquiry or set up your account
- To receive, process and return your typed survey reports
- To communicate with you about your jobs and account
- To send service-related updates (not marketing without consent)
- To comply with legal and regulatory obligations
We do not sell, rent, or share your personal data with third parties for marketing purposes.
5. Audio Files and Report Content
Any audio dictation files, draft reports, or property-related documents you send us are used solely for the purpose of producing your typed report. They are handled with strict confidentiality and are not shared with any third party.
Files are stored securely for a period of 30 days following job completion, after which they are permanently deleted unless you request otherwise. Completed typed reports are retained for 90 days to allow for any corrections or queries.
6. Data Sharing
We share data only where necessary:
- Formspree: Our website contact forms are processed via Formspree (formspree.io), which forwards submissions to our email. Formspree is GDPR-compliant and processes data in accordance with their privacy policy.
- Google Analytics: Anonymised website analytics data is processed by Google. No personally identifiable information is shared with Google Analytics.
- Email hosting: Our email is hosted by Bluehost. Emails are stored on their servers in accordance with their data processing terms.
No data is transferred outside the UK/EEA without appropriate safeguards.
7. Data Retention
- Enquiry and registration data: Retained for up to 2 years from last contact
- Active client data: Retained for the duration of the client relationship plus 2 years
- Audio files: Deleted 30 days after job completion
- Completed reports: Deleted 90 days after delivery
- Financial records: Retained for 7 years as required by HMRC
8. Your Rights
Under UK GDPR you have the right to:
- Access the personal data we hold about you
- Rectify any inaccurate data
- Erase your data (the "right to be forgotten"), where applicable
- Restrict processing of your data
- Data portability — receive your data in a portable format
- Object to processing based on legitimate interests
- Withdraw consent at any time where processing is based on consent
To exercise any of these rights, please contact us at [email protected]. We will respond within 30 days.
9. Cookies
Our website uses the following cookies:
- Google Analytics (_ga, _gid): Anonymised analytics to understand how the site is used. These are analytics cookies and do not identify you personally.
You can disable cookies in your browser settings at any time. Disabling analytics cookies will not affect your ability to use the site.
10. Security
We take reasonable technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. Our website uses HTTPS encryption. Email communications containing sensitive documents should be sent to our secure email address only.
11. Complaints
If you have concerns about how we handle your data, please contact us first at [email protected] and we will do our best to resolve it.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
12. Changes to This Policy
We may update this policy from time to time. The date at the top of this page will reflect the most recent revision. Continued use of our services after changes constitutes acceptance of the updated policy.