Privacy Policy

PRIVACY POLICY

Marshall Surveying Solutions (MSS) | Version 1.0 | September 2026

Marshall Surveying Solutions (MSS) is a trading name of Joseph Marshall, a sole trader. This privacy policy explains how MSS collects, uses, stores and shares personal information when you make an enquiry, request a quotation, book an inspection, receive a condition report, use our website or otherwise deal with MSS.

1. Who is responsible for your information

Joseph Marshall, trading as Marshall Surveying Solutions (MSS), is the data controller for the personal information described in this policy.

Contact email: The.Marshall.Solutions.Group@gmail.com
Telephone: 07889 130006

Postal correspondence relating to privacy or data-protection matters may be sent to the business correspondence address shown on MSS quotations, invoices or Terms & Conditions.

2. Personal information we may collect

Depending on how you deal with MSS, we may collect:

your name, email address, telephone number and property/contact address;

information you provide about the property, roof, suspected defects, leaks, previous repairs or areas of concern;

enquiry, quotation, booking, invoice and payment records;

correspondence by email, telephone, forms or other communication channels;

photographs and video captured during a drone roof inspection, which may incidentally include neighbouring property, vehicles or people;

inspection notes, risk-assessment information and information required to plan or carry out a safe and lawful drone operation;

the completed Roof Condition Report and associated job records; and

limited technical or usage information generated by the website or third-party services used to operate it, where applicable.

MSS does not intentionally seek special-category personal information. Please avoid providing sensitive personal information unless it is genuinely necessary for the service.

3. How we collect information

We normally receive personal information directly from you when you complete our quote-request form, contact us, accept a quotation, book an inspection, make a payment or communicate with MSS.

We may also receive relevant information from another person acting with authority in relation to the property, from a referring contractor or professional, or from publicly available sources where reasonably necessary to plan or deliver the service.

4. Why we use personal information

MSS may use personal information to:

respond to enquiries and prepare quotations;

arrange, plan and carry out drone roof inspections;

assess roof imagery and prepare condition reports;

communicate findings and recommendations;

manage bookings, invoices, payments and customer records;

maintain safety, operational and compliance records;

respond to questions, complaints or potential claims;

maintain and improve the quality of MSS services and internal procedures;

comply with legal, tax, accounting, insurance and regulatory obligations; and

send marketing communications only where permitted by law and appropriate for the circumstances.

5. Our lawful bases

Under UK data-protection law, MSS must have a lawful basis for using personal information. Depending on the activity, MSS generally relies on:

Contract – where processing is necessary to provide a quotation at your request, arrange an inspection, provide the agreed service, issue an invoice or otherwise perform our contract with you.

Legal obligation – where information must be retained or used to comply with applicable tax, accounting, regulatory or other legal requirements.

Legitimate interests – where reasonably necessary to operate and protect the business, maintain appropriate records, improve services, prevent misuse, deal with disputes or claims, and communicate with customers in ways they would reasonably expect, provided those interests are not overridden by your rights and interests.

Consent – where consent is the appropriate basis, for example for certain optional marketing uses or publication of identifiable customer/property material. You may withdraw consent at any time where processing is based on consent.

6. Drone photographs, video and property information

Inspection imagery is captured for the purpose of carrying out the instructed roof inspection, assessing visible roof conditions, preparing the condition report, maintaining appropriate job records and dealing with relevant follow-up queries.

MSS will take reasonable steps to focus imagery on the instructed property and relevant roof areas. Incidental capture of neighbouring property, vehicles or people may sometimes occur.

MSS will not knowingly publish identifiable customer information or property-specific inspection material for advertising, social media, case studies or other promotional use without an appropriate lawful basis and, where appropriate, the customer's permission.

7. Who we may share information with

MSS does not sell personal information.

Where reasonably necessary, information may be shared with trusted service providers used to operate the business, such as website/form, email, cloud-storage, project-management, accounting, banking or payment providers.

Where a subcontract drone pilot, roof assessor, report writer or other specialist is used to help deliver an MSS service, they may receive only the information reasonably necessary for their role and will be expected to handle it appropriately.

Information may also be disclosed to insurers, professional advisers, regulators, law-enforcement bodies or other authorities where reasonably necessary or legally required.

If you ask MSS to introduce you to a roofing contractor or other third party, relevant contact or job information will only be shared as appropriate to that introduction.

8. International processing

Some technology and cloud-service providers used by MSS may store or process information outside the United Kingdom. Where UK data-protection law requires safeguards for an international transfer, MSS will rely on the safeguards provided by the relevant service provider or another lawful transfer mechanism.

9. How long we keep information

MSS keeps personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, insurance and dispute-resolution requirements.

As a working retention policy:

unsuccessful or inactive enquiry/quotation records will normally be reviewed for deletion after 24 months;

completed customer, inspection, imagery, report and related contractual records will normally be retained for up to 6 years after completion of the service;

accounting, invoice and transaction records will normally be retained for up to 6 years, or longer where required by law; and

marketing contact information will be retained until consent is withdrawn, an objection is made, or it is no longer reasonably required.

Records may be kept longer where there is an active complaint, dispute, legal requirement, insurance matter or other justified reason. MSS will periodically review retained information and delete or anonymise it when it is no longer needed.

10. How we protect information

MSS takes reasonable organisational and technical measures to protect personal information against unauthorised access, loss, misuse or disclosure. This includes limiting access to information, using reputable business systems and cloud services, maintaining appropriate account security and keeping business records organised.

No electronic system can be guaranteed completely secure, but MSS will take proportionate steps appropriate to the nature and scale of the information handled.

11. Your data-protection rights

Depending on the circumstances and the lawful basis being used, you may have rights to:

be informed about how your personal information is used;

request access to personal information held about you;

ask for inaccurate or incomplete information to be corrected;

ask for information to be erased in certain circumstances;

ask for processing to be restricted in certain circumstances;

object to certain processing, including direct marketing;

receive certain information in a portable format where the right to data portability applies; and

withdraw consent at any time where processing relies on consent.

These rights are not absolute and may be subject to legal exceptions. To make a request, contact MSS using the details in section 1. MSS may need to verify your identity before responding.

12. Automated decision-making

MSS does not currently use solely automated decision-making or profiling that produces legal or similarly significant effects on customers.

13. Complaints

If you have a concern about how MSS handles your personal information, please contact MSS first so that the issue can be reviewed.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK regulator for data protection. Current contact and complaint information is available on the ICO website at ico.org.uk.

14. Website, forms and cookies

The MSS website and online quote-request form may be provided using third-party services. Those services may process limited technical information and may use cookies or similar technologies.

Where non-essential cookies or similar technologies are used and consent is required, they should not be used without the appropriate choice or consent. The privacy and cookie settings of the website should be kept under review as the site and services develop.

15. Changes to this policy

MSS may update this privacy policy when business processes, technology, suppliers or legal requirements change. The latest version should be made available on the MSS website. Where a material change affects how existing customer information is used, MSS will take reasonable steps to bring that change to the attention of affected individuals where required.

Marshall Surveying Solutions (MSS) | Privacy Policy v1.0 | September 2026