Privacy Policy


Who are we?

Jones Melling Ltd. is a firm of Chartered Building Surveyors. We provide building consultancy services primarily to the commercial and residential property sectors.

  • Our Head Office address: Jones Melling Ltd, The Chambers, 53 Guildhall Street, Preston, PR1 3NU.
  • Telephone: 01772 301982
  • Email:

What does this policy cover?

We at Jones Melling Ltd take your personal data seriously. This policy:

(a) sets out the types of personal data that we require from you;
(b) explains how and why we require and use your personal data;
(c) explains how long we keep your personal data for;
(d) explains when, why and with who we will share your personal data;
(e) sets out the legal basis we have for using your personal data;
(f) explains the effect of refusing to provide the personal data requested;
(g) explains the different rights and choices you have when it comes to your personal data;
(h) explains how we may contact you and how you can contact us.

What personal data do we require?

We require the information solely necessary to be able to undertake the instruction, as provided at the time of appointment. This information includes:

  • Name(s);
  • Contact details such as telephone number(s) and/or email address(es);
  • Postal address;
  • Address of subject property / properties if different from postal address;
  • Address(es) if different from subject property for contact and invoicing purposes.

We will however, only store sensitive personal data from you, where you have given your explicit consent i.e. about periods of ill health that could impact on projected tasks & deadlines. This sensitive data would only be further processed with a
third party if deemed necessary upon your explicit consent, which would be sort in addition to the initial consent.

How we obtain your personal data

We receive personal data about you from the following:

  • Directly from you. This is information you provide when seeking a fee quotation, advice and instruction, appointment;
  • From an agent/third party acting on your behalf. e.g. Property Management Company/ Contractors.

Please note that we do not source or collect your personal data through publicly available sources.

How and why we use your personal data

Your personal data will be used & shared within the company solely to undertake the initial fee quotation, and the subsequent agreed, signed instruction/ appointment. This will be necessary for contact purposes, production of the building surveying services required and for invoicing purposes.

The data will be stored & shared within the following GPPR compliant locations/ services:

  • Our internal secure server & external dedicated secure remote server;
  • Our Accountants solely for accounting & tax purposes;
  • Our accounting software programme, solely for the accounting & tax purposes;
  • Project management software, solely to manage project tasks & time scales;
  • Website – Only with your explicit consent would we utilise an image of the subject property and company name. Our website does not use cookies to store/record or process personal data for our own use and therefore is not shared with third parties. Our use of cookies is set out in our cookie policy.

How long do we keep your personal data for?

The shortest time we can keep your personal data is for six years but the Limitation Act 1980 provides for a period of up to 15 years for a potential professional negligence claim.

Should you request at anytime, we can take further measures to limit access to your data within these timeframes.

We do not hold on to any personal data for longer than necessary, or process it for purposes that the individual isn’t aware of.

Who do we share your personal data with?

As well as sharing your data for administrative purposes as listed above in How & why we use your personal data? we may have to liaise & employ a third party, such as contractors, sub-contractors, consultants to carry out any works as specified
within the agreed instruction.

Jones Melling Ltd. ensures that any third party (a natural or legal person or any other body) we appoint, provides sufficient guarantees to implement appropriate technical and organisational measures to ensure that the processing will meet the standards of the General Data Protection Regulation (GDPR) and to guarantee the protection of your rights.

The appointed third party cannot subsequently appoint another processor without our prior, specific or general written authorization as consented by yourself.

We further acknowledge that a single consent does not cover all instances of data sharing, and further explanations of subsequent planned data sharing must be given when requesting consent in order to comply with GDPR regulations.

What legal basis do we have for using your information?

For prospective clients and appointed clients our processing is necessary for our legitimate interests in that we need the information in order to be able to provide professional advice and/ or undertake the agreed instruction (s) from yourself and to assist with our company’s administrative & accounting procedures.

Your personal data will only be passed to GDPR compliant third parties as agreed by yourself at the time of instruction.

What happens if you do not provide us with the information we request or ask that we stop processing your information?

If you do not provide the personal data necessary, or withdraw your consent for the processing of your personal data, we may not be able to provide professional advice or undertake your instruction.

Do we make automated decisions concerning you?

No, we do not carry out automated profiling.

Do we use cookies to collect personal data on you?

Our website does not use Cookies to store/ record or process information for our own use and therefore is not shared with third parties.

Do we transfer your data outside the EEA?

We do not transfer your personal data to any third party in countries outside the EEA.

Should you request the transfer of data to a country which has not been deemed to provide adequate data protection standards we would need to ensure security measures and approved model clauses are in place to protect your personal data.

What rights do you have in relation to the data we hold on you?

By law, you have a number of rights when it comes to your personal data as listed in the table below:

(Further information and advice about your rights can be obtained from the data protection regulator in your country. For the United Kingdom please refer to the ICO, Information Commissioner’s Office).

Individual Rights What does this mean?
1. The right to be informed You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this Policy.
2. The right of access You have the right to obtain access to your information (if we’re processing it), and certain other information (similar to that provided in this Privacy Policy). This is so you’re aware and can check that we’re using your information in accordance with data protection law.
3. The right to rectification You are entitled to have your information corrected if it’s inaccurate or incomplete.
4. The right to erasure This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.
5. The right to restrict processing You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We maintain records of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.
6. The right to data portability You have rights to obtain and reuse your personal data for your own purposes across different services. This enables you to move, copy or transfer your information easily between our IT systems and others safely and securely, without affecting its usability.
7. The right to object to processing You have the right to object to certain types of processing, including processing for direct marketing.
8. The right to lodge a complaint You have the right to lodge a complaint about the way we handle or process your personal data with the national data protection regulator.
9. The right to withdraw consent If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right to withdraw consent from us using your personal data for marketing purposes.

We act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for:

  • baseless or excessive/repeated requests;
  • further copies of the same information.

Alternatively, we may be entitled to refuse to act on the request. Please consider your request responsibly before submitting it. We’ll respond as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we’ll come back to you and let you know.

How will we contact you?

We may contact you by phone, email or post. Should you prefer a particular contact means over another please advise.

How can you contact us?

Should you wish to contact us or are unhappy with how we’ve handled your information, or have further questions on the processing of your personal data, contact our Data Protection Lead as per below:

  • Our Head Office address: Jones Melling Ltd, The Chambers, 53 Guildhall Street, Preston, PR1 3NU.
  • Telephone: 01772 301982
  • Email: