Privacy Policy

Clarke Hillyer Limited is committed to maintaining the trust and confidence of our landlords, tenants, and clients. We value your privacy and respect your personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information in compliance with the General Data Protection Regulation (GDPR) and other applicable privacy laws.

1. Information We Collect

To deliver our property services (including Management, Agency, Valuation, and other professional services), we may collect the following personal information:

• Contact Information: Name, address, email address, and phone number.

• Financial Information: Bank account details (for landlords).

• Property Information: Details relating to the property you are renting, letting, or managing.

• Technical Information: Data such as IP addresses, device type, browser information, and interactions with our website.

2. How We Use Your Information

We use your personal data for the following purposes:

• To carry out our property-related services and fulfil our contractual obligations.

• To communicate with you about the properties you are renting, letting, or managing.

• To maintain accurate and up-to-date records related to property management.

• To ensure compliance with legal and regulatory requirements (e.g., Gas Safety checks, property inspections).

3. Sharing Your Information

We are committed to protecting your personal information and will only share it in specific circumstances:

• Contractors: We may share your contact information (email address and/or phone number) with contractors who are employed to carry out maintenance or legal requirements (e.g., Gas Safety checks, property inspections).

• Authorities: We may share your information with local authorities, energy suppliers, or other relevant entities where necessary.

• Landlords and Tenants: Your contact details may be shared with the landlord or tenant of a property when requested, as both are interested parties during any tenancy or upon its expiry.

• Reference Requests: With your explicit consent, we may share your information with agents or referencing companies for the purpose of responding to reference requests.

4. Security of Your Information

We take the security of your personal information seriously. We have implemented industry-standard security measures to protect your data from unauthorized access, disclosure, alteration, and destruction. Your data is stored securely on our computer software package, and we ensure that it is accessible only to authorized personnel.

5. Retention of Your Information

We retain your personal information for the following periods:

• Agency Enquiries: 12 months.

• Management Clients: Until 24 months after we cease acting on your behalf.

• Tenants: Until 24 months after you cease being a tenant of one of our clients.

• Valuation Clients: 24 months after the completion of the report.

• Other Professional Services: 24 months after completion of the relevant service.

If we do not have specific consent to retain your personal data beyond these periods, it will be deleted.

6. Your Rights

Under data protection laws, you have the right to:

• Request access to the personal information we hold about you.

• Request correction of any inaccurate or incomplete information.

• Request the deletion of your personal data when it is no longer required or if you withdraw your consent (where applicable).

• Object to or restrict the processing of your personal data in certain circumstances.

To exercise any of these rights, please contact us at [email protected].

7. Updates to Our Privacy Policy

We review and update our Privacy Policy annually and as necessary to reflect changes in data protection legislation or our business practices. We will notify you of any significant changes through our website or by direct communication.