Privacy Policy | Douglas Estates & Properties

⸻

Douglas Estates and Properties Limited (“Douglas Estates and Properties”, “we”, “our”, or “us”) is committed to protecting and respecting your privacy. We recognise that the information you entrust to us is personal and often sensitive. This Privacy Policy explains how we collect, use, disclose, store and protect your personal information when you visit our website, enquire about our services, instruct us to market a property, register as an applicant, attend a viewing, communicate with us or otherwise interact with our business.

We are committed to processing all personal information fairly, lawfully and transparently in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations (PECR) and all other applicable data protection legislation.

By using our website or engaging with our services, you acknowledge that you have read and understood this Privacy Policy.

⸻

1. Who We Are

Douglas Estates and Properties Limited is the data controller responsible for the personal information collected through this website and in connection with our estate agency services.

Douglas Estates and Properties Limited

Company Number: 16966762

Registered Office:

Unit 3

Wilden Lane

Wilden Industrial Estate

Stourport-on-Severn

Worcestershire

DY13 9JY

⸻

2. Our Commitment to Privacy

Protecting confidentiality is fundamental to the way we conduct our business.

Whether you are selling a home, purchasing a property, requesting a valuation, making an enquiry or simply browsing our website, we will always seek to ensure your personal information is handled responsibly, securely and only where there is a legitimate reason for doing so.

We never sell personal information to third parties.

⸻

3. Information We Collect

Depending upon your interaction with us, we may collect:

Identity Information

• Full name

• Date of birth (where required)

• Title

• Signature

• Identification documents

• Passport details

• Driving licence

• Proof of address

Contact Information

• Postal address

• Email address

• Telephone numbers

• Preferred contact methods

Property Information

• Property addresses

• Ownership information

• Valuation requests

• Viewing history

• Marketing preferences

• Property photographs

• Floor plans

• EPC information

• Listing history

Financial Information

Where necessary:

• Bank account details

• Source of funds information

• Source of wealth information

• Solicitor details

• Mortgage information

• Purchase budgets

Compliance Information

To comply with anti-money laundering legislation we may process:

• Identity verification records

• Electronic verification checks

• Sanctions screening

• Politically Exposed Person (PEP) screening

• Beneficial ownership information

• Risk assessment records

Website Information

When using our website we may automatically collect:

• IP address

• Browser type

• Device type

• Operating system

• Pages visited

• Time spent on pages

• Referring websites

• Cookies

• Website usage analytics

Marketing Information

• Newsletter preferences

• Marketing consent

• Communication history

• Event registrations

• Download history

⸻

4. How We Collect Information

Information may be collected:

• Through our website

• Via contact forms

• By telephone

• By email

• During meetings

• During property valuations

• During property viewings

• Through online valuation requests

• Through property portals

• Through Rightmove, Zoopla and other advertising platforms

• From solicitors

• From mortgage advisers

• From surveyors

• From identification providers

• From publicly available sources

• From Companies House

• From HM Land Registry

• Through analytics technologies

⸻

5. Lawful Bases for Processing

We process personal data only where a lawful basis exists under Article 6 UK GDPR.

These include:

• Performance of a contract.

• Taking steps before entering into a contract.

• Compliance with legal obligations.

• Legitimate business interests.

• Consent where legally required.

• Protection of vital interests where applicable.

Where special category information is processed, we will rely upon an additional lawful condition under Article 9 UK GDPR where required.

⸻

6. How We Use Your Information

Your personal information may be used to:

• Provide estate agency services.

• Arrange valuations.

• Arrange property viewings.

• Market your property.

• Introduce buyers and sellers.

• Negotiate offers.

• Progress property transactions.

• Verify identity.

• Prevent fraud.

• Comply with anti-money laundering legislation.

• Meet legal obligations.

• Respond to enquiries.

• Improve customer service.

• Improve our website.

• Maintain records.

• Produce market reports.

• Conduct analytics.

• Send requested marketing communications.

• Administer competitions or events.

• Protect our legal rights.

⸻

7. Marketing Communications

Where you have consented, or where permitted by law, we may send information regarding:

• New property instructions

• Market updates

• Douglas Journal

• Company news

• Property insights

• Invitations to events

• New services

You may withdraw your consent at any time using the unsubscribe link within our emails or by contacting us directly.

⸻

8. Cookies

Our website uses cookies and similar technologies to improve functionality, understand visitor behaviour and enhance the user experience.

Cookies may include:

• Essential cookies

• Performance cookies

• Analytics cookies

• Functional cookies

• Preference cookies

• Marketing cookies

A separate Cookie Policy provides more detailed information regarding the cookies used by our website.

⸻

9. Property Photography, Video and Media

Where we are instructed to market a property, we may create or commission:

• Photography

• Videography

• Drone imagery (where lawful)

• Floor plans

• Virtual tours

• Editorial content

• Printed publications

• Digital marketing material

These materials may remain within our portfolio for promotional purposes unless otherwise agreed in writing.

⸻

10. Artificial Intelligence

From time to time we may utilise artificial intelligence and automated technologies to assist with:

• Image enhancement

• Copywriting assistance

• Market analysis

• Administrative efficiencies

• Customer service support

Final editorial decisions remain subject to human review.

We do not make decisions producing legal or similarly significant effects solely through automated decision-making.

⸻

11. Who We Share Information With

Where appropriate we may share information with:

• Solicitors

• Licensed conveyancers

• Mortgage advisers

• Surveyors

• EPC assessors

• Photographers

• Floor plan providers

• Printing companies

• Website providers

• IT service providers

• Cloud hosting providers

• Payment providers

• Property portals

• Regulatory authorities

• Law enforcement agencies

• HM Revenue & Customs

• HM Land Registry

• Companies House

• Anti-money laundering verification providers

• Professional advisers

• Insurers

Information is shared only where necessary and proportionate.

⸻

12. International Transfers

Where personal information is transferred outside the United Kingdom, we will ensure appropriate safeguards are implemented, including recognised adequacy regulations or approved contractual safeguards where required.

⸻

13. Data Security

We employ appropriate organisational and technical measures designed to protect personal information against accidental loss, unauthorised access, misuse, alteration or disclosure.

Measures may include:

• Encrypted systems

• Password protection

• Access controls

• Secure hosting

• Staff training

• Secure backups

• Firewalls

• Multi-factor authentication

• Device security

• Confidentiality obligations

No online transmission can ever be guaranteed to be completely secure; however, we continually review our security arrangements.

⸻

14. Data Retention

Personal information will be retained only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting and regulatory obligations.

Retention periods vary depending upon the nature of the information and applicable legal requirements.

Where information is no longer required, it will be securely deleted or anonymised.

⸻

15. Your Rights

Subject to applicable law, you have the right to:

• Access your personal information.

• Request correction of inaccurate information.

• Request deletion in certain circumstances.

• Restrict processing.

• Object to processing.

• Receive your personal information in a portable format where applicable.

• Withdraw consent where consent has been relied upon.

• Object to direct marketing.

• Request human review where automated decision-making applies.

Requests should be submitted using the contact details contained within this Privacy Policy.

⸻

16. Children’s Privacy

Our services are not directed towards children under the age of 18.

We do not knowingly collect personal information from children except where necessary as part of a property transaction or where authorised by a parent or legal guardian.

⸻

17. Third-Party Websites

Our website may contain links to third-party websites.

We do not control those websites and are not responsible for their privacy practices. Users should review the privacy policies applicable to those websites before providing personal information.

⸻

18. Complaints

If you have concerns regarding how your information has been handled, we encourage you to contact us first so that we may seek to resolve the matter promptly.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your personal information has been processed unlawfully.

⸻

19. Changes to this Privacy Policy

We may amend this Privacy Policy from time to time to reflect changes in legislation, regulatory guidance, technology or our business practices.

The latest version will always be published on our website together with the date of the most recent revision.

⸻

20. Contact Us

For all privacy-related enquiries, requests or concerns, please contact: