### 1. Purpose Statement

At Dilly's Property Services, we value accuracy and transparency in every aspect of our business - from the Energy Performance Certificates (EPCs) we issue to the floor plans we create. This Privacy Policy outlines our commitment to protecting the privacy and security of the personal information entrusted to us. The purpose of this policy is to inform our clients, partners, and website visitors about how we collect, use, store, and protect their data in compliance with applicable data protection laws.

### 2. Scope

This policy applies to all personal data collected, processed, or stored by Dilly's Property Services. This includes information obtained through:

* Our official website and online inquiry forms.

* Direct communication via email or telephone.

* On-site property inspections and service delivery (EPC assessments and floor plan measurements).

* Third-party referrals (e.g., estate agents or solicitors).

### 3. Definitions

‍ ‍*Personal Data:** Any information relating to an identified or identifiable natural person (e.g., name, email address, home address).

‍ ‍*Property Data:** Specific details regarding a building’s energy use or physical dimensions used to generate EPCs and floor plans.

‍ ‍*Data Controller:** Dilly's Property Services, which determines the purposes and means of processing personal data.

‍ ‍*EPC:** Energy Performance Certificate, a legally required document assessing the energy efficiency of a property.

### 4. Policy Guidelines & Requirements

#### 4.1. Commitment to Accuracy and Transparency

In alignment with our core company values, we ensure that all data collected is accurate and used solely for the purposes disclosed to the client. We are transparent about our data practices and will never sell or rent your personal information to third parties for marketing purposes.

#### 4.2. Information Collection

We collect only the information necessary to provide our property services, including:

* Contact details (Name, phone number, and email address).

* Property addresses for site visits and certificate registration.

* Technical property data required for EPC lodgement and floor plan drafting.

#### 4.3. Communication Standards

As per our operational preference, primary contact regarding data inquiries, service updates, and reporting will be conducted via email. This ensures a clear, documented trail of communication that supports our commitment to transparency.

### 5. Data Storage & Security Procedures

#### 5.1. Safe Storage Protocols

We understand that your information is sensitive. Dilly's Property Services implements robust technical and organizational measures to ensure information is stored safely.

‍ ‍*Digital Security:** All digital records are stored on secure, encrypted servers with restricted access.

‍ ‍*Physical Security:** Any physical notes taken during property inspections are digitized promptly and the originals are destroyed securely.

‍ ‍*Access Control:** Access to personal data is strictly limited to authorized personnel who require the information to perform their specific job functions (e.g., the accredited energy assessor).

#### 5.2. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, including any legal, accounting, or reporting requirements (such as the mandatory 10-year retention period for EPC data in certain jurisdictions).

### 6. Procedures for Data Subjects

Individuals have the right to manage their data. Dilly's Property Services provides the following procedures:

‍ ‍*Access Requests:** You may request a copy of the personal data we hold about you.

‍ ‍*Correction:** If you believe any information we hold (such as a property detail or contact info) is inaccurate, you may request a correction to maintain the integrity of our records.

‍ ‍*Erasure:** You may request the deletion of your data, provided it does not conflict with our legal obligations to maintain records of issued EPCs.

To exercise these rights, please contact us at our designated business email address.

### 7. Compliance and Consequences

#### 7.1. Regulatory Compliance

Dilly's Property Services operates in strict accordance with the General Data Protection Regulation (GDPR) and other local data protection statutes. We ensure that our EPC lodgements comply with national property register standards.

#### 7.2. Non-Compliance

Failure by any employee or contractor of Dilly's Property Services to adhere to this Privacy Policy may result in disciplinary action, up to and including termination of contract, and may also lead to legal proceedings if data protection laws are breached.

### 8. Disclaimers & Legal Considerations

While we take every reasonable precaution to secure your data, no method of transmission over the internet or electronic storage is 100% secure. Dilly's Property Services cannot guarantee absolute security but pledges to notify relevant authorities and affected individuals in the event of a significant data breach.

Floor plans created by Dilly's Property Services are for illustrative purposes and, while we strive for maximum accuracy, they should be treated as approximations unless otherwise stated.

### 9. Squarespace

While we take great care in protecting data and respecting client privacy, Squarespace collects website data on our behalf, we advise looking at Squarespace’s own privacy policy for further information.

### 10. Approval and Revision Information

‍ ‍*Approved By:** Director, Dilly's Property Services

‍ ‍*Initial Effective Date:** 28 June 2026

‍ ‍*Next Review Date:** 28 June 2027 -

Contact Information:‍ ‍

For all privacy-related inquiries, please contact:

Email: da@dillyspropertyservices.com

Subject Line: Privacy Policy Inquiry