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Privacy Policy

Last updated: August 2025

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This Privacy Policy explains how we collect, use, store, and share your personal data. It applies to all personal information we hold about you, whether collected through our website, by phone, email, in person, or otherwise.

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We are committed to protecting your privacy and complying with data protection laws, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations (PECR), and any other applicable laws.

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We may update this Privacy Policy from time to time. If we make significant changes, we will notify you through our website or by contacting you directly where appropriate.

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1. Who We Are

Brody & Graysons (“we”, “our”, “us”) is the data controller of your personal data.

Contact details:
📧 Email: Brodyandgraysons@outlook.com
📞 Telephone: 07702991192

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2. What Personal Data We Collect

We will only collect the minimum amount of personal data necessary to provide our services to you, which may include:

  • Identity & contact details - your name, postal address, email address, telephone number.

  • Website usage information - IP address, browser type, device information, pages visited, and cookies (see section 8).

  • Proof of identity - documents required under the Money Laundering Regulations 2017 and the Immigration Act.

  • Close connection details - where required for conflict of interest checks.

  • Banking details - for rental payments, tenancy deposit account setup, or other contractual obligations.

  • Preferences & interests - such as property search criteria or marketing preferences.

  • Communications - emails, call recordings, and notes of conversations.
     

If you do not provide information we are legally required to collect or need to perform a contract with you, we may be unable to provide certain services.

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3. How We Use Your Personal Data & Our Lawful Bases

We will process your data for the following purposes:

To provide estate agency services, i.e. to market your property, arrange viewings - Contract

To verify your identity, i.e. ID checks for money laundering regulations - Legal obligation

To process tenancy or purchase payments, i.e. setting up a tenancy deposit account, and/or collecting rent - Contract

To send you property alerts or updates, i.e. email newsletters, market updates - Consent

To improve our website and services, i.e. analysing usage trends - Legitimate interests

To comply with legal and regulatory requirements, i.e. record keeping, fraud prevention - Legal obligation

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4. Who We Share Your Data With

We may share your data with trusted third parties where necessary, including:

  • Conveyancers, solicitors, surveyors, and mortgage brokers involved in your transaction

  • Tenant referencing agencies and tenancy deposit schemes

  • IT and website hosting providers

  • Law enforcement, regulators, and other authorities where required by law
     

We require all third parties to respect the security of your personal data and process it in line with UK GDPR.

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5. International Data Transfers

If we transfer your personal data outside the UK or EEA (for example, if our email or cloud storage provider is based overseas), we will ensure appropriate safeguards are in place, such as UK-approved standard contractual clauses.

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6. How Long We Keep Your Data

We will only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including satisfying any legal, accounting, or reporting requirements.

In most cases:

  • Client transaction records - 6 years after completion (legal requirement)

  • Marketing contact details - until you withdraw consent or opt out

  • Website analytics - typically 2 years or less

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7. Your Rights

You have the right to:

  • Access the personal data we hold about you (data subject access request)

  • Request correction of inaccurate or incomplete data

  • Request deletion of your personal data where there is no lawful reason for us to keep it

  • Object to processing based on legitimate interests or for marketing purposes

  • Withdraw consent where processing is based on consent

  • Request restriction of processing or data portability
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Requests can be sent to Brodyandgraysons@outlook.com. We will respond within one calendar month and may require proof of identity.

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8. Cookies & Website Tracking

We use cookies and similar technologies to:

  • Improve website functionality and performance

  • Remember your preferences

  • Analyse visitor behaviour
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Where required by law, we will obtain your consent before placing non-essential cookies. You can manage or disable cookies in your browser settings. See our Cookie Policy for more details.

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9. Security

We use appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, or alteration. While we take these steps, no method of transmission over the internet is completely secure.

 

10. How to Complain

If you are concerned about how we handle your data, please contact us at Brodyandgraysons@outlook.com.

 

If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO):
📞 0303 123 1113
🌐 www.ico.org.uk

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