1. Who We Are

FBSA Technology Ltd ("FBSA", "we", "our", "us") is responsible for the collection and processing of personal data in connection with our services.

• Company Number: 17249280
• Registered Business Address: 10 International House, 10 Churchill Way, Cardiff, CF10 2HE
• Operational Base: Carmarthenshire
• Contact: David Matthews
• Email: david.matthews@fbsa.co.uk
• Telephone: 07883915332
• ICO Registration Number: 00014793369
• Service Area: South & West Wales, including Carmarthenshire, Pembrokeshire, Swansea, Neath Port Talbot and Ceredigion

If you have any questions regarding this Privacy Policy or how your information is processed, please contact us using the details above.

2. Information We Collect

In the course of providing our services, we may collect and process the following categories of information:

Contact Information

• Full name
• Postal address
• Email address
• Telephone number

Property Information

• Property address
• Building construction details
• Inspection observations
• Measurements and readings
• Thermal imagery
• Moisture data
• Site photographs
• Investigation notes
• Survey findings

Transaction Information

• Invoice details
• Fees paid
• Payment references
• Billing records

Communications Information

• Emails
• Telephone records
• Written correspondence
• Enquiry forms
• Complaint records

3. Why We Use Your Information

We use personal information for the following purposes:

• Providing survey, inspection, investigation and reporting services;
• Managing bookings and appointments;
• Communicating with clients;
• Preparing and issuing reports;
• Processing invoices and payments;
• Lodging EPCs where instructed;
• Responding to enquiries and complaints;
• Complying with legal and regulatory obligations;
• Maintaining professional records and evidence archives in accordance with the AD4 Methodology™;
• Supporting future client requests for archived reports and records;
• Protecting our legal rights and interests.

4. Lawful Basis for Processing

We process personal information under one or more of the following lawful bases under the UK General Data Protection Regulation (UK GDPR):

• Performance of a contract
• Compliance with a legal obligation
• Legitimate interests relating to the operation of our business
• Consent, where required
• Legitimate Interests

Our legitimate interests may include:

• Maintaining professional inspection records;
• Supporting future client requests;
• Retaining evidence files under the AD4 Methodology™;
• Defending or pursuing legal claims;
• Meeting insurance requirements;
• Maintaining quality assurance and service records;
• Protecting the business against fraud or misuse.

5. Data Sharing

We do not sell, rent or trade personal information to third parties.

We may share information only where necessary and appropriate with:

• The National EPC Register;
• Accredited laboratories and testing providers;
• Loss adjusters, insurers or professional advisers where instructed or authorised;
• Legal representatives;
• Regulatory bodies;
• Government authorities;
• Courts and law enforcement agencies where required by law.

All third parties are expected to handle personal information securely and in accordance with applicable data protection legislation.

6. Data Retention and Evidence Archive

FBSA maintains records in accordance with professional, legal, insurance and operational requirements.

As part of the AD4 Methodology™, reports, photographs, measurements, inspection data, thermal imagery, moisture readings, correspondence and associated records may be retained for up to fifteen (15) years from the date of inspection.

The purpose of this retention period is to:

• Enable future access to historical reports and evidence;
• Support property transactions and ownership records;
• Assist with insurance, legal and professional enquiries;
• Provide continuity and consistency of documentation;
• Maintain a secure long-term evidence archive.

What This Means

• Digital reports, photographs and associated inspection data may be securely archived.
• Copies of archived reports may be requested during the retention period.
• Records are stored using reasonable technical and organisational security measures.
• Archived records may be used to verify previous findings and evidence.

Physical samples, materials or physical evidence are not retained unless specifically agreed in writing.

"Up to 15 years" represents the maximum intended retention period and records may be deleted sooner where retention is no longer necessary.

The retention of records does not constitute a warranty, guarantee, monitoring service or confirmation of a property's current condition.

Retrieval requests made after 12 months may be subject to a reasonable administration fee.

Requests for Erasure

Individuals may request the erasure of personal data where permitted under UK GDPR.

However, FBSA may retain information where retention is necessary for:

• The establishment, exercise or defence of legal claims;
• Compliance with legal obligations;
• Insurance requirements;
• Regulatory requirements;
• Professional record-keeping obligations;
• Legitimate business interests associated with inspection evidence archives.

Information may also be retained for longer where required by law or ongoing legal proceedings.

When information is no longer required, it will be securely deleted or anonymised.

7. Data Security

We take appropriate technical and organisational measures to protect personal information against:

• Unauthorised access;
• Loss;
• Theft;
• Accidental disclosure;
• Alteration;
• Destruction.

These measures may include:

• Secure storage systems;
• Password-protected systems;
• Access controls;
• Encrypted communications where appropriate;
• Regular software and security updates;
• Secure backup procedures.

While we take reasonable precautions, no method of electronic storage, archiving or transmission can be guaranteed to be completely secure.

8. Your Rights

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

• Request access to your personal information;
• Request correction of inaccurate information;
• Request erasure of information in certain circumstances;
• Request restriction of processing;
• Request data portability where applicable;
• Object to processing based on legitimate interests;
• Withdraw consent where processing is based on consent.

Requests should be submitted using the contact details provided within this Privacy Policy.

We will normally respond within one calendar month.

9. Archived Report Requests

Where reports and associated evidence remain within the applicable retention period, clients may request copies of archived records.

FBSA may require:

• Proof of identity;
• Verification of property ownership or authority;
• Additional information reasonably necessary to confirm entitlement to access the records.

A reasonable administrative charge may apply for retrieval of archived files.

10. Complaints

If you are dissatisfied with how we handle your personal information, please contact us first so that we can attempt to resolve the matter.

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

• Website: www.ico.org.uk
• Telephone: 0303 123 1113

11. Cookies and Website Data

If our website uses cookies, analytics tools or online enquiry forms, information may be collected automatically to improve website performance and user experience.

We use essential cookies required for website functionality, forms and booking services.

We do not use marketing, advertising or non-essential tracking cookies without obtaining appropriate consent where required.

Any website-specific information will be governed by this Privacy Policy and any applicable Cookie Policy.

12. Changes to This Privacy Policy

FBSA may update this Privacy Policy from time to time.

The most current version will be made available on our website and may also be supplied on request.

Continued use of our services following publication of an updated policy constitutes acceptance of the revised version.

FBSA Technology Ltd

Company No. 17249280

Independent Forensic Building Investigation & Reporting Services

Services delivered in accordance with the AD4 Methodology™

Intellectual Property Notice

AD4 Methodology™ is a proprietary inspection, investigation, reporting and evidence-retention framework developed and operated by FBSA Technology Ltd.

The AD4 Methodology™ represents FBSA's internal process for assessment, analysis, reporting and evidence management. It is not an industry accreditation, professional qualification, British Standard, certification scheme or legal designation.

All rights reserved. The AD4 Methodology™ name and associated materials may not be copied, reproduced or used without permission from FBSA Technology Ltd.