This policy explains what personal data we collect when you use this site or enquire about our services, why we hold it, and what rights you have over it. [PLACEHOLDER: confirm the final wording with your data protection adviser before publishing.]
1. Who we are
[COMPANY NAME] Ltd, company number [NUMBER], registered office [ADDRESS]. We are the data controller for the personal data described in this policy. Our registration with the Information Commissioner's Office is [ICO NUMBER].
2. What personal data we collect
Depending on how you contact us, we may hold the following.
| Data | Notes |
|---|---|
| Name | As given on the valuation form or in correspondence. |
| Email address | Used to reply to your enquiry. |
| Telephone number | Used to reply to your enquiry. |
| Property address and postcode | Needed to assess the property and local market. |
| Free-text details about the property | Anything you choose to write in the message field. |
| Technical data | IP address, browser and device information, and cookie data. [PLACEHOLDER: confirm what your hosting and analytics tools actually record.] |
3. How we collect it
We collect personal data when you complete the valuation form on this site, when you email or telephone us directly, and through cookies set while you browse. We do not buy contact lists.
4. Why we use it and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Responding to valuation enquiries | Steps taken at your request before entering a contract. |
| Managing tenancies and agreements | Performance of a contract. |
| Meeting legal obligations, including Right to Rent checks | Legal obligation. |
| Marketing | Consent, which you can withdraw at any time. |
5. Who we share it with
[PLACEHOLDER: list every processor that handles this data — for example the email provider, CRM, referencing agency, accountant and contractors — and say what each one does with it.] We do not sell personal data.
6. How long we keep it
[PLACEHOLDER: state a retention period for each category — enquiries that do not proceed, live tenancy records, and records kept for tax or legal reasons.] Once a period ends, the data is deleted or anonymised.
7. Where your data is stored
[PLACEHOLDER: name where the data is hosted, and whether any provider stores or accesses it outside the UK. If it does, describe the safeguard relied on, such as UK adequacy regulations or the International Data Transfer Agreement.]
8. Your rights
You have the right to ask for a copy of your data, to have it corrected or erased, to restrict or object to how we use it, to receive it in a portable format, and to withdraw consent where consent is the basis we rely on.
To exercise any of these, email denitsa@smoothproperty.co.uk. We will respond within one month. There is no charge.
9. How to complain
Please raise it with us first so we can put it right. If you are still not satisfied you can complain to the Information Commissioner's Office at ico.org.uk.
10. Changes to this policy
We update this policy when our practices change. The date at the top of the page shows when it was last revised, and material changes will be flagged on the site.
11. Contact us
Email denitsa@smoothproperty.co.uk or call +44 7349 958128.