Skip Navigation

Privacy Policy

Introduction

Edwards And Gray Estate Agents LTD (referred to as “we”, “us”, or “our”) is committed to protecting and respecting your privacy. This Privacy Notice explains how we collect, use, and safeguard your personal data in accordance with the General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018. It also outlines your rights regarding your personal data and how you can exercise them.

This Privacy Notice applies to any personal data we collect from you, or that you provide to us, whether through our website, in-person, or through any other communication channels.

1. Data Controller

Edwards And Gray Estate Agents LTD is the data controller responsible for your personal data. Our registered office is located at No.1 High Street, Coleshill, B46 1AY. If you have any questions regarding this Privacy Notice or how we use your personal data, you can contact us at:

2. The Data We Collect

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

  • Personal Identification Information: Name, address, phone number, email address, date of birth, identification documents.
  • Financial Information: Bank details, mortgage information, and payment details.
  • Property Information: Details about your property including valuations, sales history, and tenancy agreements.
  • Marketing Preferences: Information on your communication preferences.
  • Correspondence: Emails, letters, and other communication between us.

3. How We Collect Your Data

We collect your personal data when you:

  • Enquire about our services or register as a client.
  • Use our website or online tools to search for properties.
  • Visit our office or contact us via phone or email.
  • Engage with us in relation to buying, selling, or renting a property.
  • Interact with us on social media.

4. How We Use Your Data

We use your personal data for the following purposes:

  • Provision of Services: To provide estate agency services, including buying and selling properties.
  • Communication: To respond to enquiries and provide you with updates.
  • Compliance: To comply with legal obligations, such as anti-money laundering regulations.
  • Marketing: To send you relevant marketing communications if you have opted in to receive them. You can withdraw your consent at any time.
  • Improvement of Services: To improve our services, website, and customer experience.

5. Legal Basis for Processing

We process your personal data based on the following legal grounds:

  • Contractual Obligation: To provide you with services related to buying, selling, or renting a property.
  • Legal Obligation: To comply with legal and regulatory requirements.
  • Legitimate Interest: To improve our services and provide you with relevant property information, unless you have opted out.
  • Consent: For marketing communications, where you have provided consent. You can withdraw your consent at any time.

6. Sharing Your Data

We may share your personal data with:

  • Third parties involved in property transactions, such as solicitors, surveyors, or mortgage providers.
  • Service providers who assist in delivering our services (e.g., IT providers, marketing agencies).
  • Regulatory authorities, such as HMRC, or law enforcement agencies to comply with legal obligations.
  • Our professional advisers, including accountants and legal advisors.
  • We ensure that any third parties with whom we share your data comply with the same GDPR standards.

7. Data Security

We are committed to ensuring the security of your personal data. We have implemented appropriate technical and organisational measures to safeguard your data from loss, misuse, or unauthorised access.

8. Retention of Data

We will only retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, or reporting requirements. Specific retention periods depend on the nature of the service provided. Business chats are deleted every 90 days and emails deleted every 12 months.

9. Your Rights

Under the GDPR, you have the following rights regarding your personal data:

  • Access: You have the right to request a copy of the personal data we hold about you.
  • Rectification: You can request correction of any inaccurate or incomplete data.
  • Erasure: You can request the deletion of your data where there is no legitimate reason for us to retain it.
  • Restriction: You can ask us to restrict the processing of your data under certain circumstances.
  • Data Portability: You can request to receive your data in a commonly used format.
  • Objection: You can object to the processing of your data in certain circumstances, including marketing.
  • Withdraw Consent: You can withdraw your consent to the processing of your data at any time where consent was the basis for processing.

However, in some cases, your right to request access to your personal data may be refused under specific exemptions permitted by law. These include, but are not limited to:

  • Legal Professional Privilege: We may refuse access to information that is protected by legal professional privilege. This exemption applies to confidential communications between us and our legal advisers, made for the purpose of obtaining legal advice or in connection with legal proceedings. According to the ICO, this ensures that sensitive legal advice remains confidential and is not disclosed inappropriately.
  • Management Forecasting: We may refuse access to data if it would prejudice our business management or planning, including management forecasting. For example, this may apply to information related to internal discussions about business strategies or property market forecasts. The ICO notes that this exemption helps prevent the disclosure of data that could disrupt decision-making processes within an organisation.
  • Protection of the Rights of Others: We may refuse to provide access to data if doing so would infringe on the rights and freedoms of others. This could include cases where providing your data would reveal personal information about another individual or expose confidential business information. The ICO highlights that this exemption protects individuals and businesses from the potential harm that might arise from disclosing personal or sensitive information without proper justification.

To exercise any of your rights or for further details on these exemptions, please contact us at hello@edwardsandgray.co.uk.

10. Cookies and Website Usage

Our website uses cookies to enhance your browsing experience.

11. Complaints

If you are not satisfied with our handling of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

12. Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our services or legal obligations.

Effective Date: 01/12/2024

.