Privacy Policy

At Whittley Parish, we are committed to safeguarding your privacy. This privacy policy covers the collection, use and disclosure of personal information that we collect from you on this site. This information is only that required by us and/or any partner/associated companies in order to provide you with the products, quotes or information you have requested or may require.

Privacy Policy
Privacy Policy (Whittley Parish Management Ltd trading as Whittley Parish Estate Agents)
Introduction
Welcome to the Privacy Policy for Whittley Parish Estate Agents Ltd ("we", "us", or "our"). We take your privacy seriously and are fully committed to protecting your personal data. This policy explains how we collect, use, store, and share your personal information. It also outlines your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This policy applies to:

• Visitors to our website
• People who enquire about our services
• Buyers, sellers, landlords, tenants, and applicants
• Contractors, suppliers, and professional contacts

Who We Are (Data Controller)
Whittley Parish Estate Agents Ltd acts as the data controller responsible for your personal information.
Registered business name: Whittley Parish Estate Agents Ltd
Contact for data protection matters:
Alex Parish
4-6 Market Hill
Diss
IP22 4JZ
alex@whittleyparish.com

While we do not have a formally appointed Data Protection Officer (DPO), we remain fully accountable for our compliance with data protection laws.

Personal Information We Collect
We may collect and process the following categories of personal information:

• Name, postal address, email address, and telephone numbers
• Company details (where relevant)
• Date of birth and identity verification information
• Nationality, immigration, and right-to-rent information (as required by law)
• Payment and banking details for rental income, deposits, or other transactions
• Contact history and correspondence with us (including recorded telephone calls for training and quality purposes)
• Transaction history and instruction details
• Anti-Money Laundering (AML) and sanctions screening information
• Referencing information for tenancy applications (e.g., employer references, bank statements, payslips)
• Online identifiers and limited social media or professional profile data (where relevant)

Providing this information is necessary for us to deliver our services. If you fail to provide the requested information, it may delay or prevent us from acting on your behalf.

How We Collect Your Information
We collect personal information in several ways:

• Directly from you: In person, by telephone, via email, through online forms, or via property portals.
• From publicly available sources: Such as Companies House and HM Land Registry.
• From third parties: Including referencing agencies, sanctions and AML screening providers, credit reference agencies, and client due diligence providers.
• Through our website: Using cookies and similar technologies.

Lawful Bases for Processing
Under the UK GDPR, we must have a lawful reason to process your personal data. We rely on one or more of the following bases:

• Performance of a contract, or taking steps prior to entering into a contract
• Compliance with legal and regulatory obligations
• Legitimate interests of our business or relevant third parties
• Your explicit consent (where required)

When we rely on legitimate interests, we carefully balance our business needs against your fundamental rights and freedoms.

How and Why We Use Your Personal Information
We use your data for the following purposes:

• Providing estate agency, lettings, and property management services (Performance of contract / Legitimate interests)
• Conducting identity, AML, and sanctions checks (Legal obligation)
• Preventing fraud and ensuring financial security (Legal obligation / Legitimate interests)
• Performing tenant referencing and affordability checks (Legitimate interests / Legal obligation)
• Complying with professional and regulatory requirements (Legal obligation)
• Conducting training, quality control, and service improvements (Legitimate interests)
• Maintaining accurate business records (Legal obligation / Legitimate interests)
• Marketing our services (Legitimate interests or consent)
• Maintaining IT security and system integrity (Legitimate interests)
• Facilitating audits, accreditation, and client money protection (Legal obligation / Legitimate interests)

Data Sharing Within the Company
We may share your personal information within our company if:

• It is necessary to deliver our estate agency, lettings, or property management services.
• It supports legitimate business operations (e.g., compliance, auditing, client continuity).
• It is required for legal or regulatory reasons.

Any shared data is processed in strict accordance with the UK GDPR, subject to appropriate safeguards, and is only accessed by authorised personnel on a need-to-know basis.

Who We Share Your Information With
We may share your data with external parties, including:

• Contractors and suppliers supporting our services (e.g., referencing agencies, inventory clerks, maintenance contractors)
• Tenancy deposit protection schemes
• Payment service providers and banks
• IT, CRM, and website service providers
• Professional advisers, auditors, and insurers
• Regulatory bodies, law enforcement, and HMRC (where legally required)

We will never sell your personal data, and we do not permit third parties to use your data for their own marketing purposes.
Marketing Communications

We may contact you via email, telephone, SMS, WhatsApp, or post with information about our services, market updates, or property-related insights.

We rely on legitimate interests to market to our existing and previous customers. Where your consent is required, we will obtain it clearly and separately.

You can opt out of marketing communications at any time by:

• Clicking the unsubscribe link in our emails
• Emailing us at sales@whittleyparish.com

How Long We Keep Your Information
We retain your personal information only for as long as necessary. This includes:

• While we are actively providing services to you
• To comply with legally and regulatorily mandated retention periods
• To handle potential complaints or legal disputes

Cookies
Our website uses cookies to improve functionality and analyse site usage. You can manage your cookie preferences through your browser settings. For further guidance on cookies, please visit the Information Commissioner’s Office (ICO) website.
Your Rights
Under data protection law, you have the right to:

• Access a copy of your personal data
• Request corrections to inaccurate data
• Request the erasure of your data (in certain circumstances)
• Restrict the processing of your data
• Object to processing, including for direct marketing purposes
• Request data portability
• Not be subject to fully automated decision-making

To exercise any of these rights, please contact us using the details provided above. Please note that we may require proof of identity before fulfilling your request.

Data Security
We have implemented appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, or misuse. Access to your information is strictly limited to authorised individuals.
In the unlikely event of a data breach, we will notify the affected individuals and the ICO where we are legally required to do so.

Complaints
If you are unhappy with how we have handled your personal data, we ask that you please contact us first so we can try to resolve the issue.
You also have the right to lodge a complaint with the Information Commissioner’s Office:
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113
Website: www.ico.org.uk

Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in the law or our business practices. Please review this page periodically to stay informed.