Privacy notice – Appendix B

Individuals who contact us either via our website or by email, phone, letter or otherwise

This includes people who give us their business cards.


What information do we collect, hold and process about you?


In all but the simplest of telephone exchanges we may collect the following information about you:

  • title, name, address, phone number and email address.

If you are contacting us on behalf of a business, we may also collect the business name and address.

We will also process all communications from you by email or post.


Why do we collect and process it?


You may contact us for a variety of reasons eg to ask us to provide a quote, ask a general query, ask about a property we might be advertising to let. We collect your personal data in order to be able to respond to your contact eg send you a quote or details of a property we are marketing, progress an on-going job. Where you have provided a business card, we may contact you to arrange a meeting or discuss our services with you.

If you have not contacted us via our website, we may also, at this point of data capture, email you a privacy notice and ask whether you would like to subscribe to any of our marketing communications.


The lawful bases for this processing are those of:


  • performance of or the entry into a contract; and
  • legitimate interest which is not overridden by your interests or fundamental rights and freedoms.


Third parties with whom we share this information (please also see section in the main body of the privacy notice entitled ‘With whom do we share your personal data?’)


We use the following data processors to process your data on our behalf (this list is not exhaustive):

  • MyCRM – host our Client Relationship Management system (CRM system)
  • Microsoft – provide our cloud-based email service
  • Mimecast – provide our email archiving
  • Datto – back-up our legacy email system and database
  • Click Dimensions – provide our e-mail based marketing
  • AssureSign – provide our on-line document signing solution.

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