Privacy Policy

This privacy policy sets out how Wilks Head & Eve LLP uses and protects any information that you give Wilks Head & Eve LLP when you use this website.

Website and Client Privacy Notice | Version 2.0 | Effective Date: September 2026

1. Who we are

Wilks Head & Eve LLP (“Wilks Head and Eve”, “we”, “us” or “our”) is committed to protecting personal information and respecting privacy. This Privacy Policy explains how we collect, use, disclose, retain and protect personal information when you use our website, contact us, engage us for professional services, interact with us in another business capacity, or where we receive information about you from a client, public authority or other third party.

For the purposes of UK data protection law, Wilks Head & Eve LLP is the data controller unless we tell you otherwise in relation to a particular service or processing activity.

Registered office: 3rd Floor, 55 New Oxford Street, London, WC1A 1BS. LLP number: OC315743. Privacy enquiries and data protection complaints may be sent to general@wilks-head.co.uk or by post to the address above.

Our website terms are available at wilks-head.co.uk/terms-and-conditions/

2. Scope of this notice

This notice applies to personal information relating to website visitors, clients and prospective clients, occupiers and residents with whom we interact in the course of professional instructions, suppliers, professional contacts, event attendees, job applicants and other individuals who communicate or work with us. Separate or supplemental privacy information may be provided where a particular service or activity requires it.

3. Personal information we collect

The information we collect depends on your relationship with us and the services involved. It may include:

• identity and contact information, such as name, title, job role, organisation, postal address, telephone number and email address;
• client, instruction and property information, including information needed to provide valuation, rating, planning, building surveying, neighbourly matters or other professional services;
• financial and transaction information, including billing, payment and credit-control information;
• communications and correspondence, including enquiries, complaints and records of contact with us;
• website and device information, such as IP address, browser type, operating system, device information, pages visited, referring pages, timestamps and similar technical information;
• marketing preferences and information about your interests in our services;
• recruitment information, including CVs, employment history, qualifications and information supplied during recruitment; and
• other information you choose to provide, or which is reasonably necessary for us to perform our services or meet legal and professional obligations.

We do not generally seek special category personal data. However, we may receive such information where it is relevant to accessibility, health and safety, employment, legal claims or another legitimate and lawful purpose. Where we process special category or criminal offence data, we will only do so where an additional legal condition permits it and appropriate safeguards are in place.

4. How we obtain personal information

We may obtain personal information directly from you, from organisations for whom or with whom you work, from clients who instruct us, from public bodies and other organisations involved in a professional instruction, and from publicly available or professional sources.

For example, where a local authority instructs us to carry out valuation work, it may provide an occupier’s or resident’s name, address and other information needed to arrange an inspection or perform the instruction. Where we receive personal information from another source, we will provide privacy information where required by law and where it has not already been provided.

5. Why we use personal information and our lawful bases

We only use personal information where we have a lawful basis to do so. The principal purposes and legal bases are summarised below. More than one basis may apply to the same processing activity.

6. Artificial intelligence and automated processing

We may use approved artificial intelligence (AI) and AI-enabled systems to assist with appropriate business and professional activities, such as research, document review, summarisation, drafting, information organisation, quality assurance and administrative tasks. AI is used as a supporting tool and does not replace professional judgement or accountability.

Where personal information is processed using an AI system, we apply the same data protection requirements that apply to other processing, including lawfulness, fairness, transparency, data minimisation, security, retention and accountability. We assess the suitability of approved AI systems, restrict access, apply confidentiality controls and carry out a Data Protection Impact Assessment where required by law or where a proposed use is likely to result in high risk to individuals.

For professional surveying activities, where applicable, we have regard to the RICS Professional Standard, Responsible use of artificial intelligence in surveying practice (1st edition, September 2025), including its requirements concerning data governance, professional judgement, reliability, client transparency, due diligence and risk management where AI has a material impact on the delivery of surveying services.

We do not make solely automated decisions about individuals that have legal or similarly significant effects unless the processing is lawful and the safeguards required by UK data protection law are provided. Where those safeguards apply, individuals may be entitled to information about the decision, to make representations and to obtain human intervention.

7. Cookies, analytics and similar technologies

Our website uses cookies and similar technologies. Some are necessary for the website to function; others may support analytics, performance or other optional features. Where consent is required under the Privacy and Electronic Communications Regulations 2003 (PECR), we will seek consent before placing or using the relevant technology.

For more information, including the current cookies and analytics services used and how to change your preferences, see our Cookie Policy.

8. Marketing communications

We may send business-to-business or other marketing communications where permitted by law and where we believe the information may be relevant to you. Electronic marketing is carried out in accordance with PECR and UK data protection law. Where consent is required, we will obtain it. Where the law permits us to rely on another basis, such as the business-to-business rules or the soft opt-in, we will provide a clear opportunity to opt out.

You can object to direct marketing or withdraw a marketing consent at any time and free of charge by using the unsubscribe link in an email or contacting general@wilks-head.co.uk. Opting out of marketing will not affect the professional services we provide to you.

9. Sharing personal information

We may share personal information where reasonably necessary for the purposes described in this notice and where permitted by law. Recipients may include:

• our group companies, including Lane Saville Limited and Rates Plus Limited, where relevant to the service or internal administration;
• clients, business partners, professional advisers, contractors and other parties involved in an instruction;
• IT, cloud hosting, communications, document management, payment, analytics and other service providers acting on our behalf;
• HM Revenue & Customs, the Valuation Office Agency, local authorities, courts, regulators, professional bodies and law enforcement bodies where disclosure is required or appropriate;
• credit reference, fraud prevention or debt recovery providers where appropriate; and
• a purchaser, investor, lender, adviser or successor organisation in connection with a sale, restructuring, merger or transfer of all or part of our business.

Where a third party processes personal information on our behalf, we require appropriate contractual and security protections. Some recipients act as independent controllers and will process personal information under their own privacy notices and legal responsibilities.

10. International transfers

Some service providers or group arrangements may involve personal information being accessed from or transferred to countries outside the UK. Where this amounts to a restricted transfer under UK data protection law, we use an approved transfer mechanism or another lawful basis. This may include UK adequacy regulations, the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or another permitted safeguard or exception. Where required, we also assess the protection available in the destination country and implement additional measures.

You may contact us if you would like further information about the safeguards used for a particular restricted transfer.

11. Retention of personal information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including to meet legal, accounting, insurance, professional, contractual and regulatory requirements, and to establish, exercise or defend legal claims.

For client and professional-service records, our standard retention period will commonly be up to seven years after the end of the relevant instruction or last substantive contact, although a longer or shorter period may apply depending on the nature of the matter and applicable obligations. Unsuccessful recruitment information will normally be retained for up to six months unless there is a lawful reason to keep it for longer or you agree to a longer period.

When information is no longer required, it is securely deleted, destroyed or anonymised in accordance with our retention and disposal procedures.

12. Information security

We use appropriate technical and organisational measures designed to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. Measures are proportionate to risk and include access controls, secure managed systems, patching and endpoint protection, backup arrangements, secure disposal, staff training and incident-management procedures.

The Data Protection Policy also requires access to be restricted to staff who need information for their work, regular backups and secure destruction of electronic and paper records. Information is also classified and handled in accordance with our internal Information & Data Classification Standard.

13. Your data protection rights

Depending on the circumstances, UK data protection law gives you rights in relation to your personal information. These may include the right to:

• be informed about how your personal information is used;
• access personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to erase information in certain circumstances;
• ask us to restrict processing in certain circumstances;
• receive certain information in a portable format and transmit it to another controller;
• object to processing based on legitimate interests and object at any time to direct marketing;
• withdraw consent at any time where we rely on consent; and
• exercise safeguards relating to certain solely automated decisions.

These rights are subject to legal conditions and exemptions. We may ask for information reasonably necessary to confirm your identity. In most cases there is no fee. We may charge a reasonable administrative fee or refuse a request where the law permits, including where a request is manifestly unfounded or excessive, or where further copies are requested.

We normally respond to rights requests without undue delay and within one month, subject to any lawful extension or permitted pause of the time limit.

14. Data protection complaints

If you have concerns about how we use your personal information, please contact us at general@wilks-head.co.uk or write to us at the address in Section 1. We will facilitate the making of a data protection complaint, acknowledge receipt within 30 days and take appropriate steps to investigate and respond without undue delay, in accordance with the Data Protection Act 2018 as amended by the Data (Use and Access) Act 2025.

You also have the right to complain to the Information Commissioner. The Information Commissioner’s Office (ICO) can be contacted through ico.org.uk. We would generally welcome the opportunity to address your concerns before you approach the ICO, but this does not affect your right to complain to the regulator.

15. Children

Our website and professional services are not directed at children as consumers. We may nevertheless process information about children where this is necessary in connection with a professional instruction, property matter, safeguarding requirement or legal obligation. Where this occurs, we apply appropriate data minimisation, confidentiality and security measures and consider the interests and rights of the child.

16. Third-party websites

Our website may contain links to third-party websites or services. Those organisations are responsible for their own privacy practices. We recommend that you read the privacy information provided by any third party before providing personal information to it.

17. Changes to this privacy policy

We may update this Privacy Policy to reflect changes in our services, technology, legal requirements or professional standards. The current version will be published on our website and, where appropriate, we will provide additional notice of material changes.

18. Legal and professional framework

This notice is intended to reflect the principal UK privacy and data protection requirements relevant to our activities, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Data (Use and Access) Act 2025 and the Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR), each as amended or replaced from time to time. Other legal, contractual and professional obligations may apply to particular instructions.

For professional surveying activities involving material use of AI, we also have regard, where applicable, to the RICS Professional Standard, Responsible use of artificial intelligence in surveying practice, 1st edition, September 2025 (effective 9 March 2026).

19. Contact us

Questions, requests and complaints relating to this Privacy Policy or our use of personal information should be sent to:

Wilks Head & Eve LLP
3rd Floor, 55 New Oxford Street
London, WC1A 1BS

Email: general@wilks-head.co.uk
Telephone: 020 7637 8471

This Privacy Policy replaces the previous website privacy policy issued in June 2022.