Privacy Policy

Martin Ralph Group (MRG) is committed to protecting the privacy, security, confidentiality, integrity and availability of the information entrusted to us. We process personal information lawfully, fairly and transparently, and apply controls proportionate to the sensitivity of the information, our contractual obligations and the risks associated with our activities.

Who we are

Martin Ralph Group provides property consultancy, surveying, architecture, building services engineering and sustainability services. For data protection purposes, the relevant MRG company that determines how and why personal information is used will act as the data controller.

MRG handles personal information in accordance with applicable UK data protection and privacy legislation, including the UK GDPR and the Data Protection Act 2018, as amended by the Data (Use and Access) Act 2025.

If you have a question about this notice or the way we handle personal information, please contact:

Email: reception@martinralph.co.uk

Information we may collect

Depending on how you interact with us, we may collect and use:

• your name, role, organisation and contact details;
• information provided when you contact us, request information or submit an enquiry;
• correspondence and records of communications with you;
• client, project, property, supplier or professional information needed to provide or receive services;
• billing, payment and contractual information;
• information required to manage site visits, meetings, health and safety or security arrangements;
• information generated through use of our website and business systems, where applicable; and
• information needed to meet legal, regulatory, professional or contractual obligations.

How we use personal information

We use personal information only where we have a lawful reason to do so. This may include using information to:

• respond to enquiries and communicate with you;
• prepare proposals, enter into contracts and provide our professional services;
• manage client, supplier, subcontractor and other business relationships;
• administer projects, appointments, payments and business records;
• maintain the security and continuity of our people, premises, systems and information;
• comply with legal, regulatory, contractual and professional requirements;
• establish, exercise or defend legal claims; and
• pursue legitimate business interests where these are not overridden by your rights and interests.

Where we rely on consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

Sharing information

We may share personal information where necessary with MRG companies, professional advisers, insurers, clients, project partners, suppliers, subcontractors, technology providers, regulators, public authorities or other parties involved in providing or supporting our services. We require personal information to be handled appropriately and only for legitimate purposes.

We do not sell personal information.

International transfers

If personal information is transferred outside the United Kingdom, we will apply an appropriate lawful safeguard where required by data protection legislation.

Information security

MRG maintains proportionate technical and organisational measures designed to protect information against unauthorised access, accidental loss, disclosure, alteration, destruction or misuse. Our arrangements include access controls, authentication, supported technology, backup and recovery, information security risk management, staff awareness and incident response.

We also expect suppliers and other parties handling information on our behalf to maintain appropriate data protection and information security controls.

How long we keep information

We retain personal information only for as long as necessary for the purpose for which it was collected and to meet applicable legal, regulatory, contractual, professional and legitimate business requirements. Retention periods vary according to the type of information and the reason it is held.

Your rights

Subject to applicable data protection legislation, you may have rights to:

• be informed about how your personal information is used;
• request access to your personal information;
• ask us to correct inaccurate or incomplete information;
• ask us to erase information in certain circumstances;
• ask us to restrict or object to certain processing;
• receive certain information in a portable format; and
• raise a concern about how your information has been handled.

To exercise your rights, contact reception@martinralph.co.uk. We may need to verify your identity before responding.

You may also raise a concern with the Information Commissioner’s Office. Further information is available at ico.org.uk.

External links and cookies

Our website may contain links to third-party websites. MRG is not responsible for the privacy practices of those websites, and you should review their privacy information separately.

Where the website uses cookies or similar technologies, information about their purpose and your available choices should be provided through the website’s cookie notice or consent settings.

Changes to this notice

We may update this notice when our activities, legal obligations or information-handling arrangements change. The current version will be published on this website.