Privacy policy

Effective Date: 1^st January 2025

1. Introduction
   

   Fowler & Powell (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This policy explains how we collect, use, and protect your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

   We may update this policy from time to time. Any changes will be published on our website.

2. Data We Collect
   

   We may collect and process the following types of personal data:

   • Contact information: name, address, phone number, email address.
   • Identification information: date of birth, passport or driving license details.
   • Property-related information: property preferences, tenancy or ownership history, rental or purchase budget.
   • Financial information: bank details, salary information, credit references, payment history.
   • Other information: details collected through website forms, emails, or phone communications.
3. How We Use Your Data
   

   We process your personal data for legitimate purposes, including:

   • To provide estate agency and lettings services.
   • To manage property viewings, applications, leases, and sales.
   • To carry out background, credit, and reference checks where legally permitted.
   • To communicate with you regarding properties, appointments, or updates.
   • To comply with legal and regulatory obligations.
   • To improve our services and website.
4. Legal Basis for Processing
   

   We rely on the following lawful bases to process your personal data:

   • Contractual necessity: to perform obligations under tenancy or sale agreements.
   • Legal obligation: to comply with UK laws and regulations.
   • Legitimate interests: to manage our business, communicate with clients, and prevent fraud.
   • Consent: where you have given clear consent for us to process your data.
5. Sharing Your Data
   

   We may share your data with:

   • Landlords, tenants, buyers, and sellers involved in transactions.
   • Service providers such as referencing agencies, mortgage brokers, or IT providers.
   • Regulatory bodies or law enforcement if required by law.

   We do not sell your personal data to third parties.

6. Data Retention
   

   We retain personal data only as long as necessary for the purposes it was collected, including to comply with legal obligations, resolve disputes, and enforce agreements. Typical retention periods:

   • Tenancy or sale records: up to 7 years after the end of the contract.
   • Financial records: as required by HMRC, generally 6 years.
   • Marketing data: until you opt out.
7. Your Rights
   

   Under the UK GDPR, you have the right to:

   • Access your personal data.
   • Request correction of inaccurate or incomplete data.
   • Request deletion of your data where there is no lawful reason for retaining it.
   • Object to processing or request restrictions on processing.
   • Request transfer of your data to another organisation (“data portability”).
   • Withdraw consent at any time (without affecting processing before withdrawal).
   • Lodge a complaint with the Information Commissioner’s Office (ICO).
8. Data Security
   

   We implement appropriate technical and organisational measures to protect personal data from accidental loss, unauthorised access, use, or disclosure.

9. Cookies and Online Tracking
   

   Our website uses cookies to enhance your experience. You can manage cookie preferences through your browser settings.

10. Contact Us
    

    If you have questions about this policy or how we handle your data, please contact:

    Data Protection Officer: Levi Fowler
    Email: Levi@fowlerandpowell.co.uk
    Phone: 0113 873 0087
    Address: 45 Harrogate Road, Leeds, LS7 3PD

    You can also contact the Information Commissioner’s Office (ICO) at https://ico.org.uk/ if you have concerns about your data rights.