Privacy Policy

Metroun Ltd (“Metroun”, “we”, “us” or “our”) is committed to protecting your privacy and handling your personal information fairly, transparently and securely.

This Privacy Policy explains what personal information we collect, why we collect it, how we use it, who we may share it with, how long we keep it and the rights available to you.

It applies when you:

• visit or use metroun.co.uk;
• create or use a Metroun account;
• subscribe to Metroun Learning;
• use our Quantity Surveying resources and services;
• use our RICS APC counselling services;
• enquire about or engage Metroun to provide Quantity Surveying, commercial management or contract management consultancy services;
• contact us, book a meeting or submit an enquiry; or
• otherwise interact with Metroun.

Some Metroun products or services may have their own privacy information where their use of personal data differs materially from that described here.

1. Who we are

Metroun Ltd is a company registered in England and Wales.

Company number: 12542726
Registered office: 124 City Road, London, EC1V 2NX
Email: support@metroun.co.uk
Telephone: +44 20 3488 7820

For the purposes of UK data protection law, Metroun Ltd is generally the data controller of the personal information described in this Privacy Policy.

There may be circumstances where we act as a data processor on behalf of a consultancy client, for example where we access or process personal information contained within a client’s systems, project records or documentation solely in order to provide contracted services. In those circumstances, the client will normally determine how that information is used and our processing will be governed by our agreement with them.

2. Personal information we collect

The personal information we collect depends on how you interact with Metroun.

Account information

When you register for an account, we may collect information including:

• your name;
• username;
• email address;
• password or encrypted account credentials;
• organisation or employer, where provided;
• account preferences; and
• subscription information.

We do not store your password in plain text.

Payment and subscription information

Where you purchase a subscription, course or other paid service, we may process information relating to:

• the product or subscription purchased;
• transaction value;
• billing status;
• subscription start, renewal and cancellation dates;
• payment method;
• billing information; and
• transaction or payment reference numbers.

Payments may be processed by third-party payment providers such as PayPal, card payment providers, Google payment services or relevant app stores.

Where payment information is entered directly into a payment provider’s system, Metroun does not normally receive or store your complete card number or payment account credentials.

Metroun Learning information

If you use Metroun Learning, we may process information about:

• courses you have enrolled on;
• lessons completed;
• quiz results;
• course progress;
• CPD hours;
• certificates;
• completion dates; and
• your use of learning resources.

This allows us to operate the learning platform, track progress and provide completion and CPD records.

RICS APC counselling information

If you enquire about or use our APC counselling services, we may process information including:

• your qualifications;
• employment and professional experience;
• RICS pathway or membership information;
• competency information;
• CPD records;
• APC submissions;
• case studies;
• summaries of experience;
• documents submitted for review;
• meeting records;
• feedback and comments provided by your counsellor; and
• other information you choose to provide as part of your APC journey.

This information may be shared with the MRICS counsellor assigned to support you where necessary to provide the service.

Consultancy information

Metroun provides Quantity Surveying, commercial management, contract management and related consultancy services to businesses.

Where a business contacts or engages us to provide those services, we may process information including:

• names and contact details of client representatives;
• job titles and roles;
• employer or organisation details;
• telephone numbers and email addresses;
• project information;
• contract information;
• procurement and commercial information;
• meeting records and correspondence;
• project documentation;
• payment and invoicing information; and
• other information reasonably necessary to provide the consultancy services.

Project and contract records may contain personal information relating to employees, consultants, subcontractors, suppliers, client representatives and other individuals involved in a project.

Where we process such information on behalf of a business client, we will use it only as reasonably necessary to provide the agreed services and in accordance with applicable data protection requirements.

Enquiries and communications

If you contact Metroun, we may retain:

• your name;
• contact details;
• the contents of your enquiry;
• correspondence with you;
• call or meeting details; and
• information required to respond to your request.

Technical and website information

When you access the website, certain information may be collected automatically, including:

• IP address;
• browser and device information;
• operating system;
• pages visited;
• date and time of access;
• referral source;
• security and authentication information; and
• information collected through cookies and similar technologies.

3. Information entered into QS Tools

Certain Metroun QS Tools operate locally within your web browser.

Where a tool expressly states that information remains in your browser, information you enter into or upload to that tool is processed locally on your device and is not sent to Metroun or stored on Metroun’s servers.

This may include information entered into tools used to create early warning notices, registers, meeting minutes or similar contract documents.

Files generated or downloaded using those tools remain under your control.

Normal website-level technical information, such as security logs or account authentication information, may still be processed when you access the page containing the tool.

4. RICS Route Finder

Our RICS Route Finder can be used without creating an account.

The tool may use information you select, such as your qualification level, professional experience and membership circumstances, to provide a suggested RICS route.

The result is provided for guidance only.

We do not use the RICS Route Finder to make decisions that have legal or similarly significant effects on you.

5. How we use your information and our lawful bases

Under UK data protection law, we must have a lawful basis for using personal information.

Depending on the circumstances, we may process your information for the following purposes.

Providing services and managing your account

We use personal information to:

• create and administer accounts;
• provide Metroun Learning;
• administer subscriptions;
• track CPD and course completion;
• issue certificates;
• provide APC counselling;
• provide Quantity Surveying and commercial consultancy services; and
• respond to customer support requests.

Our lawful basis is generally performance of a contract, or taking steps at your request before entering into a contract.

Providing consultancy services to businesses

Where Metroun is engaged by a business to provide consultancy services, we may process personal information contained within project, commercial and contractual records where reasonably necessary to perform those services.

Depending on the circumstances, we may act either as:

• a data controller, where we determine how and why personal information is used; or
• a data processor, where we process personal information solely on the instructions of our client.

Where we act as a processor, the client’s privacy arrangements and data processing instructions will normally govern that processing.

Processing payments

We use transaction and payment information to process purchases, subscriptions, renewals, refunds and account administration.

Our lawful bases are performance of a contract and, where applicable, compliance with legal obligations, including accounting and taxation requirements.

Responding to enquiries and developing business relationships

We process enquiries and correspondence to respond to potential clients, learners, APC candidates and other contacts.

Depending on the circumstances, our lawful basis is taking steps before entering into a contract or our legitimate interests in responding to enquiries and operating and developing our business.

Improving and securing our services

We may use appropriate technical and usage information to:

• operate the website;
• diagnose problems;
• prevent fraud and abuse;
• protect accounts;
• improve our services;
• understand how our website is used; and
• maintain the security of our systems.

Our lawful basis may be our legitimate interests in operating, securing and improving Metroun’s services.

Where cookies or similar technologies require consent, we rely on consent before using them.

Marketing

We may send information about Metroun services, courses, resources or relevant updates where permitted by law.

Depending on the circumstances, we rely on your consent or our legitimate interests, subject to applicable electronic marketing rules.

You can unsubscribe from marketing communications at any time using the unsubscribe option provided or by contacting support@metroun.co.uk.

Stopping marketing communications will not prevent us from sending essential service messages relating to your account, subscription or services you have purchased.

Meeting legal and regulatory requirements

We may process information where necessary to:

• keep financial and accounting records;
• respond to lawful requests;
• establish, exercise or defend legal claims;
• prevent fraud or unlawful activity; and
• comply with regulatory, professional or legal obligations.

Our lawful basis is generally compliance with a legal obligation or our legitimate interests in protecting Metroun and its legal rights.

6. Where we obtain personal information

Most personal information we process is provided directly by you.

We may also receive personal information from:

• an employer purchasing access on behalf of its staff;
• a team licence administrator;
• business clients engaging Metroun to provide consultancy services;
• organisations involved in projects on which Metroun is providing services;
• payment providers;
• application stores or other purchasing platforms;
• professional advisers; or
• other parties where it is lawful for them to provide the information to us.

Where a business purchases Metroun access for members of its team, we may receive names, work email addresses and other information required to create or administer those accounts.

Where we provide consultancy services, we may also receive project-related personal information from the client, contractor, consultant, subcontractor or other organisation involved in the relevant project.

7. Who we share personal information with

We do not sell personal information.

We may share information where reasonably necessary with organisations or individuals that help us operate Metroun and provide our services.

These may include payment providers, website and hosting providers, cloud and email services, professional advisers and other service providers necessary to operate Metroun.

Google

Parts of our website use Google services, including reCAPTCHA, to help protect forms, logins and the website against spam, abuse and automated attacks.

Google may receive technical information about your browser, device or interaction with the website in accordance with its own privacy terms.

Calendly

Where you choose to book a meeting through Calendly, information you provide when booking may be processed by Calendly in order to arrange and manage the meeting.

Metroun personnel and service providers

Information may be shared with Metroun employees, consultants, counsellors or authorised service providers where they reasonably require access to provide the service you have requested.

Access is limited to information reasonably necessary for the relevant role or service.

Business clients

Where Metroun is providing consultancy services to a business, information created or processed as part of those services may be shared with the relevant client and authorised members of its project team where reasonably necessary to perform the engagement.

Authorities and regulators

We may disclose information where required by law or where reasonably necessary to cooperate with courts, law enforcement bodies, government authorities or professional regulators.

8. International transfers

Some of the technology and service providers we use may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that appropriate safeguards are in place in accordance with UK data protection law.

9. How long we keep personal information

We do not keep personal information for longer than we reasonably need it.

The appropriate retention period depends on the type of information, why it was collected and whether we have legal, contractual, regulatory, insurance or professional reasons to retain it.

For example:

• account information is normally retained while your account remains active and for a reasonable period after it is closed;
• transaction, invoicing and financial records may be retained for up to six years or longer where required by law;
• course, CPD and certificate records may be retained where reasonably necessary to provide or verify records of learning completed;
• APC records may be retained for an appropriate period following completion of the service;
• consultancy and project records may be retained for an appropriate period after completion of an engagement;
• enquiries will normally be retained only for a reasonable business follow-up period; and
• marketing information will be retained until you unsubscribe or we determine that it is no longer appropriate to contact you.

Information may be retained for longer where necessary in connection with a dispute, legal claim, regulatory matter, fraud prevention or legal obligation.

10. Cookies and similar technologies

Our website may use cookies and similar technologies for purposes including:

• operating website functionality;
• maintaining login sessions;
• remembering preferences;
• protecting the website and accounts;
• processing payments;
• understanding website performance and usage; and
• other optional analytics or marketing purposes.

Cookies that are strictly necessary for a service you request may be used without consent where permitted by law.

Where consent is required for non-essential cookies or similar technologies, we will request it before those technologies are activated.

You can change or withdraw your cookie choices where our cookie controls provide that facility.

11. Marketing communications

We may contact existing or prospective customers regarding Metroun products and services where permitted by law.

You can unsubscribe from marketing communications at any time using the unsubscribe facility provided or by contacting:

support@metroun.co.uk

We may retain limited information about your preference so that we can ensure you are not subsequently contacted for marketing purposes.

12. Special category information

We do not generally require sensitive or “special category” personal information in order to provide most Metroun services.

Where we do need to process special category information, we will only do so where an appropriate legal condition applies.

13. Automated decision-making

Metroun does not currently use personal information to make decisions based solely on automated processing that produce legal or similarly significant effects on individuals.

Tools such as calculators, route finders and automated recommendations are provided for information and guidance and are not intended to replace professional judgement.

14. Your data protection rights

Depending on the circumstances, UK data protection law may give you the right to:

• access the personal information we hold about you;
• correct inaccurate or incomplete information;
• request deletion of your information;
• restrict how we use your information;
• object to certain types of processing;
• receive or transfer certain information in a portable format; and
• withdraw consent where processing is based on consent.

These rights are not absolute and may depend on the circumstances.

To exercise any of your rights, contact:

support@metroun.co.uk

We may need to verify your identity before responding.

15. Complaints and data protection concerns

We want to resolve any concerns about our services or the way we handle personal information fairly and promptly.

Complaints about Metroun’s services

If you wish to make a complaint about a Metroun service, please follow our Complaints Handling Procedure, available on the Metroun website under:

Complaints Handling Procedure

The procedure explains how to submit a complaint to Metroun and the stages available if the matter cannot be resolved directly with us.

Complaints about your personal information

If you believe that we have not handled your personal information correctly or have not complied with data protection law, you can make a data protection complaint by contacting:

support@metroun.co.uk

Please provide enough information for us to understand your concern and investigate it.

We will acknowledge, investigate and respond to data protection complaints in accordance with applicable data protection law.

Where a complaint concerns both our service and the way we have handled personal information, the relevant elements may be considered under both our Complaints Handling Procedure and our data protection complaints process.

You also have the right to raise a concern with the Information Commissioner’s Office (ICO), the UK’s independent regulator for data protection.

We encourage you to contact us first so that we have an opportunity to investigate and resolve your concern.

16. Security

We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, accidental loss, alteration, disclosure, destruction and misuse.

Measures may include access controls, account security, encrypted connections, backups, system monitoring and limiting access to information to people who reasonably require it.

No website, transmission method or electronic storage system can be guaranteed to be completely secure.

17. Third-party websites and services

The Metroun website contains links to external websites and services.

Those organisations operate independently from Metroun and may collect personal information under their own privacy policies.

We recommend reviewing their privacy information before providing personal information to them.

Metroun is not responsible for the privacy practices of third-party websites that we do not control.

18. Children’s privacy

Metroun’s website and professional services are primarily intended for adults and construction professionals.

Our services are not directed at children under 18 unless expressly stated otherwise.

If you believe that a child has provided personal information to us in circumstances where they should not have done so, please contact support@metroun.co.uk.

19. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, processing activities or applicable law.

The latest version will be published on this page with the date it was last updated.

20. Contact us

If you have questions about this Privacy Policy, wish to exercise your data protection rights or have concerns about how we use your information, contact: