CHECKSURE — PRIVACY NOTICE

Privacy Notice

Version 1.3 | Last updated: 17 September 2026 | Review by: 17 September 2027

CheckSure respects your privacy and is committed to handling personal information lawfully, fairly and transparently.

This Privacy Notice explains how personal information is collected, used, stored and shared when you:

• visit checksure.co.uk;
• contact CheckSure by email, telephone, WhatsApp or through the website;
• request a quotation;
• arrange or receive an inspection;
• make a payment;
• receive an inspection report;
• ask questions or make a complaint after the service; or
• otherwise correspond with CheckSure.

This notice applies to prospective customers, customers, property occupiers, developer and site-team contacts, and other people whose personal information is provided in connection with an enquiry or inspection.

1. Who is responsible for your information?

The organisation responsible for deciding how and why your personal information is used is:

Trading name: CheckSure

Legal name: CheckSure Ltd

Company number: 17393263

ICO registration number: ZC240599

Registered office and contact address: 62 The Street, Rustington, West Sussex BN16 3NR

Email: privacy@checksure.co.uk

Telephone: 07533 917477

WhatsApp: 07533 917477

Website: https://checksure.co.uk

Questions about this Privacy Notice or the use of your personal information should be sent to privacy@checksure.co.uk.

2. Personal information we collect

The personal information CheckSure collects depends on how you contact us and which services you request. We may collect and process the following information:

• Your name, address, email address and telephone number.
• The address, development name, plot number and postcode of the property concerned.
• Information about the property, including its type, number of bedrooms, completion status and relevant dates.
• Details of the inspection or other service you are considering or have booked.
• Information about your developer, housebuilder, managing agent or site contact where this is needed to arrange access or carry out the service.
• Correspondence, enquiries, quotations, booking confirmations and records of telephone, email or WhatsApp communications.
• Payment and transaction information, although CheckSure does not retain complete payment-card details when payment is processed by a card-payment provider.
• Information contained in inspection notes, reports, photographs, thermal images and other records created while providing the service.
• Information about defects, repairs, complaints, disputes, warranty matters or previous inspections that you choose to provide.
• Records of questions, feedback or complaints submitted after an inspection.
• If you choose analytics cookies, website-use information such as a random browser identifier, device category, browser information, approximate location, pages viewed, traffic source, campaign information and non-personal interactions with services, calls to action and form steps. CheckSure does not configure analytics to receive names, email addresses, telephone numbers, postal or property addresses, free-text form answers, uploaded filenames, document contents or customer references.
• Marketing preferences where you have chosen whether to receive promotional communications.

Inspection photographs and reports may sometimes contain personal information, such as belongings visible within a home, names appearing on documents or information capable of identifying the property or its occupants. CheckSure will take reasonable steps to avoid recording unnecessary personal information.

Please do not send payment-card details, identity documents, medical information or other sensitive personal information by ordinary email or WhatsApp unless CheckSure has specifically requested the information and confirmed an appropriate method for providing it.

CheckSure does not normally require special-category personal information, such as information about health, disability, racial or ethnic origin, religious beliefs or biometric information. If you need an accessibility or safety arrangement, please describe the practical adjustment rather than medical details where possible. Where special-category information is necessary, we will use it only where both a lawful basis and an additional condition under data-protection law apply, normally explicit consent for a requested arrangement or necessity to establish, exercise or defend a legal claim.

Where we obtain personal information

Most personal information is obtained directly from you. We may also receive relevant information from the person arranging an inspection, an authorised representative, a property occupier, a developer or housebuilder, a site team, managing agent, warranty provider, solicitor or other property professional, documents or reports supplied in connection with the service, a bank or payment provider, and public sources such as Companies House where relevant.

If another person gives us information about you, this notice applies to that information. We will provide or draw this notice to your attention within the period required by law unless an applicable exception applies.

Information needed from you

We will make clear when information is required to respond to an enquiry, prepare a quotation, form or perform the contract, arrange safe access, deliver the inspection and report, administer payment or meet a legal obligation. If required information is not provided, we may be unable to provide a quotation, accept or continue a booking, gain access, deliver the service or process a payment or refund.

Information described as optional, including a marketing choice, is not required to receive the inspection service.

3. How we use your personal information and our lawful bases

CheckSure only uses personal information where there is a lawful basis for doing so. The lawful basis depends on why the information is being used.

Enquiries, quotations and bookings

We use your information to:

• respond to enquiries;
• understand your property and circumstances;
• recommend an appropriate inspection service;
• prepare quotations;
• confirm the scope, price and proposed inspection date;
• arrange access; and
• administer your booking.

The lawful basis is normally taking steps at your request before entering into a contract or performing our contract with you.

Where we communicate with a developer, site representative or another authorised contact to arrange access, we may also rely on our legitimate interests in organising and delivering the inspection safely and effectively.

Providing inspection and reporting services

We use relevant information to carry out the agreed inspection, record observations, take photographs or other permitted images and measurements, prepare and deliver the report, answer reasonable questions and arrange any agreed reinspection.

The lawful basis is normally performance of our contract with you.

Where you ask us to communicate or share information with your developer, warranty provider, solicitor or another authorised person, we may rely on performance of the contract and our legitimate interests in delivering the service you requested.

Limited use of artificial intelligence

For selected tasks, such as preparing a proposed Re-snag checklist from a report you supply or helping an inspector answer a specific technical or photographic question, CheckSure may use an approved artificial-intelligence service. CheckSure submits only the information reasonably necessary for the task. Routine inspection photographs, reports and customer records are not sent to an AI service automatically.

An inspector or authorised CheckSure user must deliberately initiate the task and review the response before it is relied upon or shared. AI does not make final inspection findings, decide whether an item is defective or compliant, form or vary a contract, determine a complaint, or make another solely automated decision producing legal or similarly significant effects.

Where an AI-assisted task involves personal information, CheckSure uses the lawful basis applicable to the underlying task, normally taking steps at your request before a contract, performing the contract, or pursuing legitimate interests in delivering and improving the service while protecting your rights. CheckSure does not use identifiable customer material to train a general-purpose AI model. The approved provider is subject to supplier, security, retention and international-transfer controls. You may contact privacy@checksure.co.uk for further information.

Payments, refunds and business records

We use payment, invoice and transaction information to:

• collect inspection fees;
• issue invoices and receipts;
• process refunds;
• maintain accounting and tax records; and
• prevent or investigate suspected fraud or non-payment.

The lawful bases are performance of our contract, compliance with legal obligations and, where appropriate, our legitimate interests in protecting the business from fraud and financial loss.

Where card payments are processed by an external payment provider, CheckSure does not normally receive or store your complete payment-card details.

Access, safety and service management

We may use your information to communicate with development staff, confirm access and utility arrangements, manage safety requirements, record inspection limitations, rearrange appointments and deal with aborted or restricted visits.

The lawful bases are performance of our contract and our legitimate interests in providing services safely, efficiently and accurately.

Complaints, insurance and legal matters

We may use personal information to:

• investigate and respond to complaints;
• resolve disputes;
• communicate with insurers, legal advisers or professional advisers;
• establish, exercise or defend legal claims; and
• comply with lawful requests from courts, regulators or public authorities.

The lawful bases may include performance of our contract, compliance with a legal obligation and our legitimate interests in protecting our legal rights and managing complaints or claims.

If special-category personal information is genuinely required for a legal claim, we will only use it where an additional condition under data protection law applies.

Website operation and security

When you use our website, our website-hosting and security providers may process technical information such as your IP address, browser or device information, requested pages and timestamps. We use this information to deliver, secure, monitor and troubleshoot the website. We rely on our legitimate interests in operating and protecting the website.

With your optional consent, CheckSure also uses Google Analytics 4 to understand how visitors reach and use the website and move through the enquiry process. The measurement is limited to page and service views, service choices, principal call-to-action selections, form starts and steps, broad validation-error categories, confirmed successful submissions and selected telephone, email or WhatsApp links. A click on a submit button is not treated as a confirmed enquiry.

The storage of and access to optional analytics cookies is based on your consent under the Privacy and Electronic Communications Regulations. CheckSure also relies on consent as the UK GDPR basis for the associated optional analytics processing. You may reject analytics, make no choice or withdraw consent later without losing access to the website or enquiry form. Withdrawal does not affect processing carried out lawfully before withdrawal.

CheckSure uses basic consent. Google Tag Manager and Google Analytics are not loaded before acceptance. They remain blocked if you reject analytics or make no choice. CheckSure does not use advanced consent mode, advertising, remarketing, Google Signals, demographic profiling, personalised advertising, user-ID or user-provided-data collection.

Google Analytics may process a random browser identifier, device and browser information, approximate location, page interactions, traffic source and campaign information. Google states that Analytics uses IP addresses to provide and secure the service and does not log or store IP addresses. CheckSure has configured URLs and events to exclude personal form values and uncontrolled query-string parameters.

Server logs are held by or for CheckSure as website records. They are not cookies and do not by themselves place information on your device. Further information, including cookie names and durations, is available in our Cookie Policy.

Marketing communications

CheckSure sends optional news and promotional communications only where you have given separate consent for the stated communication method. Marketing consent is not a condition of receiving an inspection service.

You may withdraw your marketing consent at any time by using the unsubscribe method in a message or by emailing privacy@checksure.co.uk. Withdrawal will not affect processing carried out lawfully before consent was withdrawn, and it will not prevent essential messages about an enquiry, booking, payment or inspection.

Inspection material and anonymised information

Photographs, notes, measurements and other inspection material are initially collected to provide the inspection and reporting service under our contract with you.

CheckSure may use information to create genuinely anonymised material for its legitimate interests in improving inspection processes, developing internal training and producing general educational guidance. We minimise the information used and protect people during the anonymisation process. Information that has been effectively anonymised so that nobody can reasonably be identified is no longer personal information.

Identifiable photographs, reports or other inspection material will not be used for public marketing, advertising, social-media content or public training material without separate permission, unless their use is otherwise necessary and lawful—for example, in connection with a complaint, insurance matter or legal proceeding.

Any request for optional publicity or marketing permission will be separate from the inspection booking. Refusing that permission will not affect the service you receive.

Legitimate interests

Where we rely on legitimate interests, we consider whether the use of the information is necessary and balance our interests against your rights and reasonable expectations.

We will not rely on legitimate interests where your interests or fundamental rights override our proposed use of the information.

Changes in purpose

We will normally use personal information only for the purpose for which it was collected. If we need to use it for a materially different purpose, we will consider whether that use is compatible with the original purpose and provide further information where required.

4. Who we share your personal information with

CheckSure shares personal information only where this is reasonably necessary to provide its services, operate the business, comply with legal obligations or protect its legitimate interests.

We may share relevant information with:

• website-hosting, email, cloud-storage, backup, IT-support, cybersecurity and consent-management providers, and Google LLC as the processor providing optional Google Analytics 4 measurement where you have accepted analytics;
• payment processors, card-payment providers, banks, accountants and bookkeeping services;
• inspection, reporting, document-management and business-administration software providers;
• postal, courier and printing providers where a printed report or other document is requested;
• professional advisers, including solicitors, insurers, insurance brokers and other specialist advisers;
• contractors or specialist consultants engaged to help provide an agreed service;
• developers, site teams, managing agents, warranty providers, solicitors or other property professionals where you ask us to communicate with them, where this forms part of the agreed service, or where sharing is otherwise lawfully necessary;
• courts, tribunals, regulators, law-enforcement bodies or public authorities where disclosure is required or permitted by law; and
• a prospective purchaser, investor or professional adviser if CheckSure undergoes a sale, restructuring or transfer of all or part of its business.

Where another organisation processes personal information on CheckSure’s behalf, it will be expected to use that information only for the agreed purpose and to apply appropriate confidentiality and security measures.

Some services, including WhatsApp and card-payment services, are operated by separate organisations under their own privacy terms. When you choose to use one of these services, that provider may process your information in accordance with its own privacy notice.

CheckSure does not sell or rent personal information to third parties.

We aim to share only the information reasonably required for the relevant purpose. We will not routinely send an inspection report or customer correspondence to a developer, warranty provider or other third party unless the customer has requested or authorised this, it forms part of the agreed service, or disclosure is otherwise required or permitted by law.

5. International transfers of personal information

Some organisations that provide services to CheckSure may process or store personal information outside the United Kingdom. This includes Google Analytics infrastructure and may include providers of website hosting, cloud storage, email, communications, payment processing or business administration services.

Where personal information is transferred to a country that is not covered by UK adequacy regulations, CheckSure will seek to ensure that an appropriate legal safeguard is in place. This may include the UK International Data Transfer Agreement, the UK Addendum to the European Commission’s Standard Contractual Clauses, or another transfer mechanism permitted by data-protection law.

Where required, appropriate checks will be undertaken to assess the protection given to personal information in the destination country.

You may email privacy@checksure.co.uk to ask about the safeguard used for an international transfer involving your personal information or to request a copy. Information may be redacted where necessary to protect confidential or security-sensitive material.

6. How long we keep your personal information

CheckSure keeps personal information only for as long as reasonably necessary for the purpose for which it was collected, including meeting legal, accounting, insurance and record-keeping requirements.

Our usual retention periods are:

• Enquiries that do not result in a booking are normally retained for up to 12 months after the last meaningful contact.
• Booking information, inspection records, reports, photographs and related customer correspondence are normally retained for seven years from the report date. They may be kept longer where a documented legal hold, complaint, claim, insurance requirement or legal obligation applies.
• Quotations, invoices, payment records and other accounting information are normally retained for at least six years after the end of the relevant financial year.
• Complaint and associated claim records are normally retained for seven years after final closure. They may be kept longer where a documented legal hold, insurance requirement, continuing dispute or legal obligation applies.
• Marketing preferences are retained while consent remains valid. If you opt out, CheckSure may retain a minimal suppression record so that your preference continues to be respected.
• Website security and server-access logs are normally retained for 30 to 90 days. Optional Google Analytics user-level and event-level data is configured for 14 months. Analytics cookies normally remain for up to two years unless you reject or withdraw consent, clear them sooner, or your browser applies a shorter limit. The CheckSure consent-choice cookie remains for 180 days. Anonymous or aggregated statistics may be retained for longer.

Information in rolling system backups is normally retained for 30 to 90 days before the relevant backup is overwritten or securely deleted.

Information may be retained for longer where this is reasonably necessary to comply with a legal obligation, court order, insurance requirement or professional advice, or to establish, exercise or defend a legal claim.

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

7. How we protect your personal information

CheckSure uses reasonable and proportionate technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.

These measures may include:

• restricting access to personal information to people who need it for legitimate business purposes;
• using password-protected accounts and multi-factor authentication where available;
• using reputable providers for website hosting, email, cloud storage and payment processing;
• keeping software, devices and security systems appropriately updated;
• maintaining suitable backups and security monitoring;
• requiring employees, contractors and service providers to respect confidentiality;
• securely deleting or disposing of information when it is no longer required; and
• having procedures for responding to suspected personal-data breaches.

If a personal-data breach occurs, CheckSure will assess the circumstances and notify the Information Commissioner’s Office and affected individuals where required by law.

No method of transmitting or storing information is completely secure. Email and WhatsApp may not be appropriate for highly sensitive information. Please do not send payment-card details, identity documents or other sensitive material through WhatsApp or unsecured email unless CheckSure has specifically requested the information and confirmed an appropriate method for providing it.

8. Your data protection rights

Under UK data protection law, you may have the following rights in relation to your personal information:

• The right to be informed about how your personal information is collected and used.
• The right to request access to the personal information CheckSure holds about you.
• The right to ask for inaccurate or incomplete information to be corrected.
• The right to ask for your personal information to be erased in certain circumstances.
• The right to ask for the use of your personal information to be restricted in certain circumstances.
• The right to object to certain uses of your personal information, including direct marketing.
• The right to receive certain personal information in a structured, commonly used and machine-readable format, and to ask for it to be transferred to another organisation where applicable.
• The right to withdraw consent at any time where consent is the lawful basis for processing. Withdrawing consent does not affect the lawfulness of processing carried out before consent was withdrawn.
• Rights relating to decisions made solely by automated means that have legal or similarly significant effects. CheckSure does not currently use this type of automated decision-making.

Your right to object

You have an absolute right to object at any time to the use of your personal information for direct marketing. We will stop using it for that purpose. You may also object, because of your particular situation, to processing based on legitimate interests. We will stop unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing is needed to establish, exercise or defend a legal claim.

To object, email privacy@checksure.co.uk. There is no charge.

These rights are not absolute and may not apply in every circumstance. CheckSure may need to retain certain information to comply with legal obligations, establish or defend legal claims, maintain appropriate business records or complete a contract.

To exercise a data protection right, email privacy@checksure.co.uk. Please explain which right you wish to exercise and provide enough information for CheckSure to identify the relevant records.

CheckSure may ask for reasonable proof of identity before responding. This helps prevent personal information from being disclosed to someone who is not entitled to receive it.

There is normally no charge for exercising your rights. However, a reasonable fee may be charged, or a request may be refused, where permitted by law—for example, if a request is manifestly unfounded or excessive.

CheckSure will respond without undue delay and normally within one month. Where permitted by law, the period starts when we have received any information reasonably required to confirm your identity and any lawful fee. For a subject access request, we may pause the period while awaiting information reasonably requested to clarify what you are asking for. We will tell you if a permitted extension or pause applies.

9. Cookies and website technologies

CheckSure uses limited functional browser storage and a consent-choice cookie to operate the website and remember your analytics choice. These technologies do not measure your activity for analytics.

Google Analytics cookies are optional. Google Tag Manager and Google Analytics load only after you select “Accept analytics”. If you reject analytics or do not choose, no optional analytics cookie is set and no analytics request or cookieless ping is sent to Google.

You can reopen Cookie settings from the website footer and withdraw consent at any time. Future analytics stops and CheckSure removes visible optional analytics cookies where technically possible. You can also clear cookies through your browser.

For the current names, providers, purposes and durations of cookies and similar technologies, please see our Cookie Policy.

10. Changes to this Privacy Notice

CheckSure may update this Privacy Notice from time to time to reflect changes to its services, website, legal obligations or the way personal information is handled.

The latest version will be published at the top of this page. Where appropriate, material changes will also be brought to your attention.

11. Contact and complaints about personal information

If you have a question about this Privacy Notice, want to exercise your data-protection rights or have a concern about how CheckSure has handled your personal information, please contact:

Email: privacy@checksure.co.uk

Postal address: 62 The Street, Rustington, West Sussex BN16 3NR

To make a data-protection complaint, email privacy@checksure.co.uk and explain what happened, when it happened and the outcome you are seeking. This electronic complaint route is free of charge. We may need to ask for information to confirm your identity or locate the relevant records.

We aim to acknowledge a data-protection complaint within two working days and will acknowledge it no later than 30 days. We will take appropriate steps to investigate it and communicate the outcome without undue delay.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection.

Website: https://ico.org.uk/make-a-complaint/

Telephone: 0303 123 1113

We would appreciate the opportunity to address your concern first, but you are not required to contact us before raising a complaint with the ICO.