Privacy Policy

Volarex is a trading name operated by Adam Whitehouse. Our registered office is 42 Pitt Street, Barnsley, S70 1BB. We provide RICS surveying and quantity surveying services across the UK.

For data protection purposes, Volarex is the data controller of personal data collected through this website and in connection with our professional services.

If you have any questions about how we handle your personal data, contact us at: info@volarex.co.uk

We collect the following categories of personal data:

Contact information: Name, email address, telephone number, and postal address when provided through our contact form, by email, or by telephone.

Property information: The address, type, and age of properties you ask us to survey. This may include information about the property's condition where relevant to your enquiry.

Communication records: Records of correspondence and telephone conversations relating to your enquiry or instruction.

Financial information: Bank details for invoicing purposes (where relevant to commercial clients).

Website usage data: Technical data about your use of our website, including IP address, browser type, and pages visited (collected via cookies — see Section 8).

We do not collect sensitive personal data (as defined under UK GDPR) unless this is directly relevant to services you have instructed us to provide.

We use your personal data for the following purposes:

Responding to enquiries: To respond to your contact form submissions, emails, and telephone enquiries.

Providing services: To carry out RICS surveys, quantity surveying services, and related professional activities that you have instructed us to perform.

Invoicing and payment: To issue invoices and manage payment for services provided.

Legal obligations: To comply with our professional regulatory obligations as RICS members, including record-keeping requirements.

Improving our services: To understand how clients use our services and improve the quality of what we offer.

We do not use your personal data for automated decision-making, profiling, or marketing without your explicit consent.

We process your personal data on the following legal bases under UK GDPR:

Contract performance: Processing necessary to provide the services you have instructed us to perform, or to take steps at your request prior to entering into a contract.

Legitimate interests: Processing for the purposes of responding to enquiries, improving our services, and maintaining our business records, where these interests are not overridden by your fundamental rights and freedoms.

Legal obligation: Processing required to comply with our professional regulatory obligations as RICS members and our obligations under UK law.

Consent: Where we seek your explicit consent for any specific processing activity (for example, email marketing), you may withdraw that consent at any time.

We share your personal data only in the following circumstances:

Professional advisers: We may share relevant data with legal advisers, accountants, or professional indemnity insurers where necessary.

RICS: We are regulated by the Royal Institution of Chartered Surveyors and may be required to share information with RICS in connection with our regulatory obligations or a formal complaint.

Legal requirements: We may disclose personal data where required to do so by law, court order, or government authority.

We do not sell, rent, or trade your personal data with third parties for marketing purposes.

We retain personal data for as long as necessary to fulfil the purposes for which it was collected, subject to the following:

Survey and QS files: We retain survey reports and professional files for a minimum of 6 years following completion of the service, in accordance with our professional indemnity insurance requirements and general legal limitation periods.

Enquiry records: Records of enquiries that did not result in an instruction are retained for up to 12 months.

Financial records: Invoicing and payment records are retained for 7 years in accordance with HMRC requirements.

When personal data is no longer required, it is securely deleted or anonymised.

Under UK GDPR, you have the following rights in relation to your personal data:

Right of access: You may request a copy of the personal data we hold about you.

Right to rectification: You may request that we correct any inaccurate or incomplete personal data.

Right to erasure: In certain circumstances, you may request that we delete your personal data.

Right to restriction: You may request that we restrict the processing of your personal data in certain circumstances.

Right to data portability: Where processing is based on your consent or a contract, you may request a copy of your data in a structured, commonly used format.

Right to object: You may object to processing based on our legitimate interests.

To exercise any of these rights, contact us at info@volarex.co.uk. We will respond within one calendar month.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe we have not handled your personal data in accordance with UK GDPR.

Our website uses cookies — small text files stored on your device — to improve your experience. We use the following types of cookies:

Essential cookies: Necessary for the website to function correctly. These cannot be disabled.

Analytics cookies: We may use anonymised analytics tools to understand how visitors use our website. This data is aggregated and not linked to individual identities.

You can control cookie settings through your browser settings. Note that disabling certain cookies may affect the functionality of the website.

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encrypted email where appropriate, secure file storage, and limited access to personal data within our organisation.

However, no method of electronic transmission or storage is completely secure. While we take every reasonable precaution, we cannot guarantee the absolute security of data transmitted over the internet.

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The current version will always be published at volarex.co.uk/privacy-policy. We recommend checking this page periodically.

This policy was last updated in May 2025.

If you have any questions about this Privacy Policy or how we handle your personal data, please contact:

Adam Whitehouse Volarex 42 Pitt Street, Barnsley, S70 1BB Email: info@volarex.co.uk Phone: 01226 304 007