Data Retention Policy

We wish to keep consumers advised of our services and therefore retain data for marketing purposes. From time to time consumers request that we stop providing them with information about our services.

In the event that this request is made then the data is anonymised & frozen within our system and put ‘beyond use’; this means that apart from the Data Protection Officers, the data will no longer appear to exist to all other members of staff, or be visible on any of our computer systems save for, the automated system checks carried out, which are compulsory in order for us to ensure they are not contacted again if they have asked not to be contacted or marketed to.

We have been advised by the ICO to have a granular Data Retention Table
From time to time consumers ask that their data be deleted.

Once a consumer’s data falls outside of our Legal Retention periods’, a consumer may insist that their data is deleted. As far as is reasonably possible we will delete the data and advise the consumer that as we acquire data from various legitimate sources, their contact details may be purchased and added back into our database which may therefore mean that they could be contacted in a future marketing campaign. At that point, they would be required to submit a request to invoke the companies Right to Erasure Procedure contained herein. As part of this procedure a consumer can either choose the right to be forgotten whereby their data is anonymised and frozen or insist their data be deleted again.

In the unfortunate event that we have a legal requirement to produce data by the courts, the police or other public authority, that request should be made in writing to The Data Protection Officers, details of which can be found below and/or on our website.

The Data Protection Officers will facilitate the unfreezing of the data within the system to comply with the public authorities to produce said data.

1) Data Retention Table – Potential Buyers & Tenants, Buyers & Tenants, or Occupants

You give your consent for us to hold your information and contact you when you are registered by our staff as looking to buy, rent or reside in a property, you will also receive a copy of our privacy policy.

We will retain your data for the following periods of time:

DescriptionWe will send you marketing emails and newsletters until youWe may communicate with you by phone, email or letter until youWe will retain information on you in our systems but not use it for any marketing purposes until In additional to our obligations under the Limitations Act 1980 and to Statutory bodies we retain this information because
If you register with us but do not view any propertiesUnsubscribe
OR
Have not responded to any of our email communications for 1 year
Tell us not to do to
OR
3 years from your registration with us
14 years after you register with usWe have obligations for the security of our staff and properties we market and to protect ourselves against any legal claims which may arise
If you view propertiesUnsubscribe
OR
Have not responded to any of our email communications for 3 years
Tell us not to do so
OR
6 years from your registration with us
14 years after you register with us We have obligations for the security of our staff and properties we market and to protect ourselves against any legal claims which may arise
If you make an offer to purchase or rent a property Unsubscribe
OR
Have not responded to any of our email communications for 3 years
Tell us not to do so
OR
6 years from your offer being processed as not progressing by us
14 years after your offer is processed as not progressing by usWe have obligations for the security of our staff and properties we market and to protect ourselves against any legal claims which may arise
If you purchase or rent a property Unsubscribe
OR
Have not responded to any of our email communications for 3 years
Tell us not to do so
OR
6 years from your completion of sale or end of tenancy through us
14 years after your completion of sale or end of tenancy through usWe have obligations for the security of our staff and properties we market and to protect ourselves against any legal claims which may arise
If you reside as an occupant in a propertyUnsubscribe
OR
Have not responded to any of our email communications for 3 years
Tell us not to do so
OR
6 years from the end of the tenancy or ownership to which your occupation relates
14 years from the end of the tenancy or ownership to which your occupation relatesWe have obligations for the security of our staff and properties we market and to protect ourselves against any legal claims which may arise

2) Data Retention Table– Potential Landlords & Sellers, Landlords & Sellers, or Corporate Clients

You give your consent for us to hold your information and contact you when you are registered by our staff as looking to let or sell a property, you will also receive a copy of our privacy policy.

We will retain your data for the following periods of time:

DescriptionWe will send you marketing emails and newsletters until youWe may communicate with you by phone, email or letter until youWe will retain information on you in our systems but not use it for any marketing purposes until In additional to our obligations under the Limitations Act 1980 and to Statutory bodies we retain this information because
If you request a lettings market appraisal for your propertyUnsubscribe
OR
Have not responded to any of our email communications for 3 years
Tell us not to do so
OR
6 years from your last appointment or transaction with us
6 years from your last appointment or transaction with usThere is no requirement for extended retention
If you instruct us to let your propertyUnsubscribe
OR
Have not responded to any of our email communications for 3 years
Tell us not to do so
OR
6 years from your last appointment or transaction with us
14 years after the end of your marketing contract or final day of the last tenancyWe have obligations for the security of our staff and properties we market and to protect ourselves against any legal claims which may arise.
If you request a sales market appraisal for your propertyUnsubscribe
OR
Have not responded to any of our email communications for 3 years
Tell us not to do so
OR
6 years from your last appointment or transaction with us
6 years from your last appointment or transaction with usThere is no requirement for extended retention
If you instruct us to sell your property Unsubscribe
OR
Have not responded to any of our email communications for 3 years
Tell us not to do so
OR
6 years from your last appointment or transaction with us
14 years after the end of your marketing contract or completion of your last transaction with usWe have obligations for the security of our staff and properties we market and to protect ourselves against any legal claims which may arise.

3) Data Retention Table – Contractors

You give your consent for us to hold your information and contact you when you are registered by our staff as a supplier, you will also receive a copy of our privacy policy.

We will retain your data for the following periods of time:

DescriptionWe will send you marketing emails and newsletters until youWe may communicate with you by phone, email or letter until youWe will retain information on you in our systems but not use it for any marketing purposes until In additional to our obligations under the Limitations Act 1980 and to Statutory bodies we retain this information because
If you are registered with us to provide contractor services
We will not send you any marketing material Tell us not to do so
Or
The duration of the contractor agreement and an additional 6 years
14 years after your contractor agreement with us ends We have obligations for the security of our staff and properties we market and to protect ourselves against any legal claims which may arise

4) Data Retention Table – Interviewee, Employee, or Next of Kin

You give your consent for us to hold your information and contact you when you are registered by our staff when being offered employment, an interview or when provided as Next of Kin, you will also receive a copy of our privacy policy.

We will retain your data for the following periods of time:

DescriptionWe will send you marketing emails and newsletters until youWe may communicate with you by phone, email or letter until youWe will retain information on you in our systems but not use it for any marketing purposes until In additional to our obligations under the Limitations Act 1980 and to Statutory bodies we retain this information because
If you have registered for an interview with usUnsubscribe
Or
Have not responded to any of our emails for 1 year after the end of your employment
Advise us not to do
Or
3 years from your last interview with us
3 years after your interview with usWe will not extend the Retention period
If you have been registered as an employee Unsubscribe
Or
You have not responded to any of our emails for 1 year after you left our employment
Advise us not to
Or
5 years after you leave us
5 years after you leave us We are obliged to protect ourselves from any legal claims and the security of our staff and properties we market.