Privacy Policy.

Idris & Coen Building Surveyors Ltd (“we”, “us”) is the data controller for personal information collected via this website and in the course of professional instructions. Our registered address is The Coach House, 82B Pembroke Road, Cardiff CF5 1QP.

For any privacy-related enquiry please contact enquiries@idrisandcoen.com.

Depending on how you engage with us, we may collect:

• Contact details — name, address, email, telephone number
• Instruction details — property address, purchase context, correspondence with you, your solicitor or agent
• Payment information — invoicing details (we do not store card data)
• Website technical data — anonymous request logs (IP address, browser, timestamp) for security and abuse prevention

We do not knowingly collect special category (sensitive) personal data, and we do not process data of children under 16.

We process personal data to:

• Respond to enquiries and prepare fee quotations
• Carry out survey instructions and issue reports
• Administer invoicing, accounting and tax obligations
• Meet our regulatory duties as an RICS-regulated firm
• Defend or bring legal claims where necessary

Under UK GDPR we rely on the following lawful bases:

• Contract — where processing is necessary to provide the service you have instructed
• Legal obligation — for accounting, tax and RICS regulatory records
• Legitimate interests — for enquiry handling, service correspondence, and the security of this website
• Consent — where you have opted in to receive information beyond the scope of your instruction (you may withdraw consent at any time)

We do not sell personal data. We share information only where necessary, with:

• Your professional advisers (solicitor, mortgage broker, agent) at your request
• Our IT and hosting providers who process data on our behalf under written data processing terms
• Our accountants, auditors and professional indemnity insurers, where required
• RICS or a court, tribunal or regulator, where we are legally required to do so

Survey files and related correspondence are retained for 15 years from the date of the report — the standard limitation period for negligence claims against a chartered surveyor. Accounting records are retained for 6 years to meet HMRC requirements. Website enquiry data is retained for 12 months unless it becomes part of a live instruction. At the end of the retention period data is securely deleted or anonymised.

Personal data is stored on access-controlled systems hosted within the UK/EU. Access is restricted to staff who need it to perform their role. We use encryption in transit (TLS) and at rest, keep our systems patched, and require secure authentication for all administrative access.

This website uses essential cookies that are strictly necessary for security and for the site to function. When you first visit, a cookie banner lets you choose whether to allow optional analytics and marketing cookies. You can change your choice at any time using the "Cookie preferences" link in the footer.

We do not use advertising cookies that identify individual visitors without your consent. Anonymous server logs are used for security and abuse prevention.

Under UK GDPR you have the right to:

• Request access to the personal data we hold about you
• Ask us to correct inaccurate data
• Ask us to delete data where we no longer need it
• Restrict or object to processing in certain circumstances
• Request the data you have provided in a portable format
• Withdraw consent where consent is the basis for processing

To exercise any of these rights, please email enquiries@idrisandcoen.com. We will respond within one calendar month.

If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or by telephone on 0303 123 1113.

We review this policy periodically and will publish any material changes on this page. Please check back from time to time.