Information entered on this website
We save ordinary enquiry details as you enter them, including incomplete forms, so the Portrait team can respond or help you finish your request. A notice appears beside the form. Contact details, property information and your message may become a staff follow-up record in Perspective. This does not subscribe you to marketing.
Signatures, passwords, login codes and document-access tokens are excluded from incomplete-form capture. A completed instruction, requested report or booking is handled through its separate service process. You can ask us about your information at business@portrait.org.uk.
Website measurement and chat
Optional first-party analytics count page views, selected actions and form starts only after you allow them. Form submission and security records are needed to process your request and are separate from optional analytics. Cookie preferences lets you change the optional choice.
If you open chat, your messages and any files you choose to send are processed by Portrait’s customer support service. The assistant uses an AI service to help answer questions; staff may review the conversation and respond. The service providers supporting hosting, AI and realtime delivery may process the information as described below.
How Portrait Group Limited collects, uses and protects personal information.
Introduction
This Privacy Policy explains how Portrait Group Limited collects, uses, stores, shares, and protects personal information when you use our website, contact us, enquire about our services, use our digital platforms, or engage with us as a client, supplier, partner, or representative of an organisation.
In this Privacy Policy, “Portrait”, “we”, “us” and “our” refer to Portrait Group Limited.
Our contact details are:
Portrait Group Limited International House South Molton Street London W1K 5QF
Telephone: 03300 30 30 30 Email: business@portrait.org.uk
This Privacy Policy should be read together with our Cookie Policy and any other terms, policies, or service agreements that apply to your use of our website, platform, or services.
Who we are
Portrait provides property intelligence, LiDAR scanning, measurement, analysis, and evidence-led services to help businesses better understand their premises and identify potential cost reductions.
Our services may include, but are not limited to:
Business rates reduction reviews
Surface water charge reduction reviews
Insurance reduction and policy evidence reviews
Property scanning and measurement
Area schedules and site evidence packs
Digital property data, plans, models, and reports
Client communication, support, and account management
We may process personal information in connection with providing these services, managing client relationships, responding to enquiries, operating our website or platform, and meeting our legal and regulatory obligations.
What personal information do we collect?
The personal information we collect depends on how you interact with us.
We may collect and process the following types of information.
Contact information
We may collect your name, job title, company name, address, telephone number, email address, and any other contact details you provide to us.
We may collect this information when you:
Complete a website form
Contact us by email, telephone, post, or online enquiry
Request information about our services
Ask us to assess a property or potential reduction opportunity
Become a client, supplier, partner, or professional contact
Communicate with us during the delivery of our services
We use this information to respond to enquiries, provide our services, manage our relationship with you, send relevant service information, and maintain accurate business records.
Property and service information
Where we provide services relating to a property, we may collect information about the property, business premises, occupancy, use, layout, floor areas, site conditions, drainage arrangements, insurance details, rating information, utility information, and other details relevant to the service being provided.
This information may include:
Property address
Site plans, floor plans, photographs, scans, measurements, or models
Business rates information
Surface water and drainage information
Insurance policy, schedule, or statement of fact information
Building use and occupation details
Contact details for landlords, managing agents, brokers, insurers, suppliers, or other relevant parties
Supporting evidence provided by you or obtained during our work
Some of this information may relate to a business rather than an individual. However, where it identifies an individual, or can be linked to an individual, we treat it as personal information.
We use this information to assess potential savings, prepare evidence packs, communicate with relevant third parties where authorised, and deliver the services you have requested.
Website and platform activity information
When you use our website or any digital platform operated by Portrait, we may automatically collect technical and usage information.
This may include:
IP address
Browser type and version
Device type
Operating system
Date and time of access
Pages visited
Time spent on pages
Referring websites or links
Website interaction data
Login or account activity, where applicable
Error reports, performance data, and diagnostic information
We use this information to operate, secure, monitor, improve, and maintain our website and platform.
Communications information
We may collect information contained in correspondence between you and Portrait.
Emails
Telephone notes
Online form submissions
Support requests
Meeting notes
Documents, photographs, files, or evidence you provide to us
Feedback, comments, or queries
Where calls or meetings are recorded, we will normally inform you unless recording is obvious or necessary for security, training, quality, legal, or evidential purposes.
How do we collect personal information?
We may collect personal information directly from you when you provide it to us.
We may also collect information from:
Your employer or organisation
Your professional advisers
Brokers, insurers, landlords, managing agents, water companies, billing authorities, valuation bodies, or other third parties involved in the services
Public registers and public sources
Government or local authority records
Online forms, website analytics, and cookies
Documents, policies, bills, schedules, or property records supplied to us
Property inspections, surveys, scans, photographs, and site visits
We only collect information that is relevant to the purposes for which it is being processed.
How do we use personal information?
We may use personal information for the following purposes:
To respond to enquiries
To assess whether our services may be suitable for you
To provide LiDAR scanning, property measurement, and evidence-led services
To assess potential business rates, surface water, insurance, or other property cost reductions
To prepare reports, plans, schedules, evidence packs, and recommendations
To communicate with you about our services
To manage client relationships and service delivery
To liaise with authorised third parties on your behalf
To verify property, policy, billing, or rating information
To manage contracts, invoices, payments, and records
To improve our website, platform, and services
To monitor website and platform performance
To maintain security and prevent misuse
To comply with legal, regulatory, accounting, and tax obligations
To establish, exercise, or defend legal claims
To send relevant business updates or marketing communications where permitted by law
Legal basis for processing
We only process personal information where we have a lawful basis to do so.
Depending on the circumstances, we may rely on one or more of the following lawful bases.
Contract
We may process personal information where it is necessary to enter into or perform a contract with you or your organisation.
This includes processing information to provide our services, manage client accounts, deliver reports, communicate about service delivery, and administer agreed fees or savings-based arrangements.
Legitimate interests
We may process personal information where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms.
Our legitimate interests may include:
Responding to business enquiries
Providing and improving our services
Managing client and supplier relationships
Assessing property data and savings opportunities
Creating evidence packs and reports
Maintaining accurate business records
Securing our website, systems, and platform
Preventing fraud, misuse, or unauthorised access
Conducting business-to-business marketing
Managing legal, commercial, and operational risk
Legal obligation
We may process personal information where necessary to comply with legal, regulatory, tax, accounting, or reporting obligations.
Consent
In some circumstances, we may rely on your consent. This may apply, for example, where you have asked to receive certain marketing communications or where we require specific permission for a particular activity.
Where we rely on consent, you can withdraw that consent at any time.
Who do we share personal information with?
We may share personal information where necessary for the purposes described in this Privacy Policy.
This may include sharing information with:
Our employees, consultants, contractors, and authorised representatives
Technology, hosting, software, analytics, and IT support providers
Professional advisers, including accountants, lawyers, surveyors, consultants, and insurers
Local authorities, billing authorities, valuation bodies, water companies, insurers, brokers, landlords, managing agents, or other parties involved in the services
Payment processors, banks, and finance providers
Regulators, courts, law enforcement agencies, or public authorities where required by law
Third parties where disclosure is necessary to establish, exercise, or defend legal rights
Potential purchasers, investors, or successors in the event of a business sale, restructure, or transfer
We do not sell personal information to third parties.
Where we share information with service providers, we take reasonable steps to ensure that appropriate safeguards are in place.
International transfers
Where possible, we aim to store and process personal information within the United Kingdom or the European Economic Area.
However, some of our technology providers, software platforms, or service providers may process personal information outside the UK or EEA.
Where personal information is transferred internationally, we will take appropriate steps to ensure that it is protected in accordance with applicable data protection laws. This may include relying on adequacy regulations, standard contractual clauses, or other lawful safeguards.
Cookies and analytics
We use cookies and similar technologies on our website.
Cookies help us operate the website, understand how visitors use it, improve performance, and provide a better user experience.
We may use analytics tools, such as Google Analytics, to understand website traffic, visitor behaviour, and page performance.
You can find more information about the cookies we use in our Cookie Policy.
You can usually control or disable cookies through your browser settings. Please note that disabling certain cookies may affect how our website or platform works.
Marketing
We may use your contact details to send you information about Portrait services, updates, insights, or opportunities that may be relevant to you or your organisation.
We will only send marketing communications where permitted by law.
You can opt out of marketing communications at any time by using the unsubscribe link in our emails or by contacting us at:
We do not sell your contact details to third-party advertisers.
Profiling and automated decision-making
We may use information to assess service suitability, identify potential savings opportunities, prioritise reviews, or generate business insights.
Where we use automated tools, they are intended to support our work and improve efficiency. We do not intend to make decisions based solely on automated processing that would have a legal or similarly significant effect on you without appropriate human involvement.
You have the right to object to certain types of profiling and automated processing. Please contact us if you have concerns about this.
How long do we keep personal information?
We keep personal information only for as long as necessary for the purposes for which it was collected.
The length of time we keep information may depend on:
The type of information
The services we have provided
The length of our relationship with you or your organisation
Legal, accounting, tax, regulatory, or contractual requirements
Whether the information is needed to establish, exercise, or defend legal claims
Whether ongoing support, monitoring, or follow-up work is required
Where information is no longer required, we will delete, anonymise, or securely archive it.
How do we protect personal information?
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration, disclosure, or destruction.
These measures may include:
Access controls
Password protection
Secure systems and hosting arrangements
Staff confidentiality obligations
Data minimisation
Secure file storage and transfer procedures
Regular review of systems and processes
No method of electronic storage or transmission is completely secure, but we take appropriate steps to protect the information we hold.
Your privacy rights
Under data protection law, you may have rights in relation to your personal information.
These rights may include:
The right to be informed about how your information is used
The right to access your personal information
The right to request correction of inaccurate information
The right to request deletion of your information
The right to request restriction of processing
The right to object to certain types of processing
The right to data portability
The right to withdraw consent where processing is based on consent
Rights relating to automated decision-making and profiling
These rights are not absolute and may be subject to conditions, exemptions, or legal limitations.
Accessing your information
You have the right to ask whether we process personal information about you and to request access to that information.
We may ask you to provide proof of identity and enough information to help us locate the information you are requesting.
We will usually respond within one month, although this period may be extended where a request is complex or where we receive multiple requests.
Correcting your information
You have the right to ask us to correct personal information that is inaccurate or incomplete.
If we have shared inaccurate information with third parties, we will take reasonable steps to inform them of the correction where appropriate.
Erasing your information
You may have the right to ask us to delete your personal information in certain circumstances.
This may apply where:
The information is no longer needed
You withdraw consent and there is no other lawful basis for processing
You object to processing and there is no overriding lawful reason to continue
The information has been processed unlawfully
The information must be erased to comply with a legal obligation
We may not be required to delete information where we need to retain it for legal, regulatory, contractual, accounting, tax, or legitimate business reasons.
Restricting processing
You may have the right to ask us to restrict how we use your personal information in certain circumstances.
You contest the accuracy of the information
The processing is unlawful but you do not want the information deleted
We no longer need the information but you need it for legal claims
You have objected to processing and we are considering whether we have overriding grounds to continue
Objecting to processing
You may object to processing where we rely on legitimate interests as our lawful basis.
You may also object at any time to your personal information being used for direct marketing.
Where you object to direct marketing, we will stop using your personal information for that purpose.
Data portability
In certain circumstances, you may have the right to receive personal information you have provided to us in a structured, commonly used, machine-readable format.
This right only applies where processing is based on consent or contract and is carried out by automated means.
Complaints
If you are unhappy with how we have handled your personal information, please contact us first so that we can try to resolve the issue.
You can contact us at:
You also have the right to complain to the UK Information Commissioner’s Office, which is the UK regulator for data protection matters.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time.
Any updated version will be published on our website. Where changes are significant, we may take additional steps to notify you, such as by email or website notice.
You should review this Privacy Policy periodically to ensure that you understand how we use personal information.
Contact us
If you have any questions about this Privacy Policy or how Portrait uses personal information, please contact us: