Privacy Notice
Vigilant Risk Ltd trading as Vigilant Surveys · surveys@vigilantsurveys.co.uk · 07791 178 870
1. Who we are, and what this page is for
Vigilant Risk Ltd, trading as Vigilant Surveys, is the data controller for the information described on this page. We are registered in England and Wales, company number 17180734.
This page says what we hold about you, why we hold it, who else sees it, how long we keep it and what you can ask us to do about it. It is meant to be read. If anything on it is unclear, email surveys@vigilantsurveys.co.uk and we will explain it.
2. What we hold about you
When you enquire, we hold your name, the address of the property, your phone number, your email address, and what you have told us about the problem.
When we survey the property we add our findings, the moisture readings we take, photographs of the property, and the report we write for you.
We hold the invoice and the record that it was paid.
If you send us documents, for example a RICS survey, an EPC or a previous damp report, we hold those as well.
We do not ask for your date of birth or for identity documents, and we have no use for them. Payment is taken through a payment link, so we never see or hold your card details.
3. Health information
On an ordinary homeowner survey we do not record anything about anybody's health. People often mention a cough or a chest problem on the doorstep, and it stays on the doorstep.
On a housing disrepair report or a housing condition (HHSRS) assessment it can be different, because the effect of a property on the people living in it is part of what those reports are for. Where health information is relevant to a finding we record only what we need, and only in those reports. We do it because it is necessary for a legal claim that has been brought or is being defended, or for a landlord's or a council's duties under housing law. If you would rather something you have told us was not written down, say so at the visit or afterwards, and we will take it out.
4. Where it is kept
On Rory's phone and laptop, and in Vigilant's own Cloudflare account, which holds the database and the file storage the survey app backs up to. None of it is sold, rented or passed to anybody for marketing.
5. Why we are allowed to hold it
Most of it, because we need it to do the job you have instructed us to do. That is the contract between us.
Some of it, because the law requires it. Invoices and payment records are kept for tax.
And the survey file itself, because it is reasonable for a surveying practice to keep it, so that we can answer a question, a complaint or a claim about a report we wrote. If you would rather we did not, you can object, and section 8 says how.
6. Who else sees it
We use a small number of companies to run the practice. Each one gets only what it needs, and each acts on our instructions.
- Cloudflare. Hosts this website, and holds the database and the file storage behind our survey app.
- Web3Forms. Takes the enquiry form on this website and passes it to us by email.
- Google. We send invoices from the Vigilant Gmail account, so the invoice and the address it went to sit in that account. Google also provides the analytics and advertising tags described in section 7.
- Payment provider. The company that issues our payment link receives your name, your email address and the amount when you pay. It takes your card details itself, so they never reach us.
- Anthropic. Where you have sent us a document, Rory can press a button to have it summarised into notes before the survey. It never happens automatically, and it only ever runs on a document you sent us. Anthropic also writes the replies in the questions box on this website, see section 7.
Where another firm has instructed us on a subcontracted survey, that firm is the client. The report and the findings go to them, because they commissioned them.
If you choose to send your enquiry by WhatsApp, or you message us there, your message travels through WhatsApp and WhatsApp's own terms apply to it.
We will also hand information over where the law requires it, for example to a court or to HMRC.
7. This website
Every page of this site loads Google Analytics and Google Ads tags. They set cookies in your browser and tell us how many people arrive, which pages they read, and which adverts brought them. We use that to decide where to spend the advertising budget. We do not use it to identify you personally, and we do not combine it with your survey file.
We are honest about the position: this site does not yet ask your permission before those tags load, which it should. We are fixing that. In the meantime you can block them in your browser settings, or by using your browser's private mode, and nothing on this site will stop working. This page carries no tags of its own and is readable without accepting anything.
The site also loads its typefaces from Google Fonts, which means Google sees the address of the computer requesting them.
The questions box in the corner of each page is an automated helper. What you type into it, and its replies, are sent to Anthropic, whose AI model writes the answers. We keep a copy of each chat for 90 days so we can check the answers are right, and then delete it. A chat is not linked to your name unless you put your name in it, so please do not type personal details into it. If you want Rory to contact you, use the call back form or WhatsApp.
8. How long we keep it
We keep a survey, the moisture readings, the photographs and the report for six years from the date of the report, and then delete them. Six years is how long somebody normally has to bring a claim about a report, so it is how long we need to be able to answer one.
Invoices and payment records are kept for six years plus the current year, because tax law says so.
An enquiry that never became a survey is deleted after twelve months.
9. What you can ask us to do
You can ask us to:
- show you what we hold about you
- correct anything that is wrong
- delete it, where we are not obliged to keep it
- stop using it in a particular way, or object to how we are using it
- send it to you, or to somebody else, in a usable format
There is no charge, and we will answer within one month. Email surveys@vigilantsurveys.co.uk, or ring 07791 178 870. Please give us the property address, so that we can find the file.
10. If you are not happy
Tell us first. Email surveys@vigilantsurveys.co.uk. We will acknowledge it within two working days and aim to resolve it within fourteen days.
If you are still not happy, you can complain to the Information Commissioner's Office, which is the UK regulator for this. Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Telephone 0303 123 1113. ico.org.uk/make-a-complaint. Complaining to the ICO does not stop you doing anything else.
11. Changes to this page
We update this page when what we do changes. The version and the date are at the bottom, and the address of this page stays the same.
Vigilant Risk Ltd trading as Vigilant Surveys · Registered in England and Wales, company number 17180734 · Terms of Engagement · Version 1.0, October 2026