Privacy Policy

Our privacy policy

Ashbrookes Limited PRIVACY POLICY

January 01 2023


This Privacy Notice applies to the use and processing of personal information collected by Ashbrookes Limited and its subsidiary companies.  The ICO registration numbers is ZA738654.

The phrases “us”, “we” or “our” will mean those businesses which are majority-owned subsidiaries of Ashbrookes Limited on behalf of and in respect of whom this Privacy Notice is made.

For information concerning the collection, use and processing of personal information by any of our third-party business partners or suppliers, please contact our representative with whom you usually deal.


  1. Personal data. This is information, or any combination of separate pieces of information, that could be used to identify you
  2. Special categories of personal data. This is information which is classified as sensitive (for example details of your health)

Please read this Privacy Notice carefully. If you have any questions about this notice or our use of your personal data, please contact the Ashbrookes Data Protection Officer in writing to Oakleigh, Tamworth Road, Coventry CV7 8JJ or by email to .



When you enquire or register for products and services provided by Ashbrookes Limited we may collect personal information from a variety of sources.

The majority of the personal information which we collect will have been provided by you during the course of your relationship with us either through face-to-face contact, by telephone, email or electronic communications such as messaging or through the internet.

However, we may also obtain your personal data from other sources including:

  • Information we collect when you visit or create an account on our websites
  • Other Ashbrookes companies
  • Companies which support advertising services that promote our services including online property portals (such as Rightmove and Zoopla), social media sites (such as Facebook and Twitter) and online advertising platforms (such as Google Adwords)
  • Information provided to us by other third parties, as part of a service we are providing to you or our customers such as
  • Next of kin / delegated authorities
  • Business associates
  • Employers
  • ‘Trusted Sources’:
  1. Government / Land / Police registers
  2. Credit / Default Agencies
  3. Financial Institutes (Banks, Building Societies, Loan Agencies, Credit Card companies)
  4. Insurance Companies
  5. Other Law firms
  6. Health providers
  7. Third party service affiliates or suppliers who have sought your consent 
  • other publicly available sources such as the electoral roll and HM Land Registry

We will always attempt to provide you with our Privacy Notice in regard to information received from other sources than yourself if it is not deemed to be disproportionate or prejudicial



4.1 Information we collect directly from you

Depending on the type of service or product we are discussing, the following are examples of information we may collect directly from you:


Information we may collect directly from you

Why we collect it

Your name, postal address, phone number, email address and details of your requirements


To provide you with estate agency services to find a property to buy or sell

Your marital status, date of birth, nationality and tax status


When you enter into a residential sale or letting agreement

Your date of birth, nationality and details from identity documents you provide  

To perform ‘know your client’, anti-money laundering and right to rent checks, as required by law

Proof that you have sufficient funds to support any offer that you may wish to make to buy a property 


To ensure you able to pay the required amount of deposit

Financial information, for example, a copy of your bank statement or an agreement in principle from your mortgage provider 


To provide evidence of the source of funds you will be using to buy a property

Your bank account details or payment card information

Processing payments and transactions including: Accounting, Authorisation, Clearing, Chargebacks, Auditing, Billing, Reconciliation, Collection, Credit Checks and related dispute resolution activities

Details of your mortgage arrangements, confirmation of how long you have owned the property and details of the source of monies invested in the property when you register to sell

To undertake to know your client and anti-money laundering checks  

Evidence that you have the right to let a property


Where you are a landlord and instruct us to assist you with letting a property in Scotland

Details of any mortgage or insurance, licensing documentation and service contracts which you have in place in relation to a property you wish to let


Where you are a landlord and we are providing you with letting services

Your marital status, employment details, national insurance number, nationality, residential status, bank details and credit history


To carry out referencing and credit checks and the results of those checks

Details relating to your property including photographs, floor plans, energy performance certificate ratings/ home reports, property description and survey results


To deliver our service to you when you engage us to market a property for you

Photographs of your property, an inspection report and inventory, to record the condition of your property at the start or end of a tenancy


To deliver our service to you when you engage us to let a property on your behalf

Move in and move out dates, utility meter serial number and meter readings before a tenant moves into a property and when the tenant moves out

To deliver our service to you when you engage us to let a property on your behalf

Your move in and move out date and details of the deposit paid where you are a tenant when registering or releasing any deposit from a deposit protection scheme


To deliver our service to you when you engage us to let a property on your behalf

Your name, gender, previous name, mother’s maiden name, date of birth, contact telephone numbers, current address and previous addresses, details of your health and family history, information about your status and dependents, your nationality, bank account details, savings and investments, existing financial commitments, your credit history, your mortgage requirements and existing protection arrangements  

To inquire or apply for mortgage or protection products on your behalf

Your communication and marketing preferences

To ensure we only send you details of products and services you are interested in through your preferred communication channel 


When you ask us to help you with your life, critical illness or income protection insurances, and we collect personal information from you which is of a sensitive nature, we treat this ‘special category’ information in accordance with the additional protection it is given under data protection laws.

We may, during the course of your relationship with us, request additional information from you which is relevant to the provision of specific services.

Any telephone calls either to or from our customer service teams may be recorded for training, monitoring, compliance and security.


4.2 Information we collect when you visit or create an account on our websites

We use cookies and other technologies to collect information when you visit our web sites, including when you make use of our online chat.

We may collect personal information in connection with your use of our website, such as:  

  • Your name, email address, telephone number and property address when you register for an account or use an online form to arrange a viewing, register for property alerts, request a valuation or lettings consultation, book a mortgage appointment or submit an inquiry
  • Details included on any inquiry form you submit in relation to property insurance, life, critical illness or income protection, conveyancing or mortgages
  • Data sent from your browser to our server which may include:
    • The time, date and duration of your visit
    • The site from which you have come (the referral URL)
    • The pages you have visited  and
    • Your IP address


4.3 Information we obtain from other Ashbrookes Group businesses

For activities related to providing advice on regulated mortgages and non-investment insurance contracts, Ashbrookes Limited works with licensed finance brokers and agents and may share your information with them to facilitate the arrangement of your financial products.

4.4 Information we obtain from online portals

Where you contact us by providing your details through online portals such as Rightmove or Zoopla, we will use the details to contact you to provide the services you have requested.


4.5 Information we obtain from third parties  

Where we are required by law, or for business needs, we will obtain information about you from third parties, but only after we have your agreement to do so. For example (but not limited to) the third parties we may need to contact our credit reference agencies, banks, employers, accountants and solicitors in order to obtain references, undertake identity verification and basic criminal record checks, and validate your income level and financial history.

4.6 Circumstances under which criminal disclosures will be collected

The arrangement of certain types of insurance may involve disclosure by you to us of information relating to historic or current criminal convictions or offences. This is relevant to insurance related activities such as underwriting, claims and fraud management.

When we process any Criminal Disclosures we do so on the basis that it is in the substantial public interest to be able to provide vital insurance products as permitted by UK data protection-related laws and regulations from time to time. Information on Criminal Disclosures must be capable of being exchanged freely between insurance intermediaries such as us and insurance providers, to enable customers to secure the important insurance protection that they require.


We will process the information you provide or we obtain from other sources to provide you with products and services and answer any questions you may have. 

The following are examples of how we use the information we collect:

  • To process your registration and confirm your identity
  • To provide you with the estate agency services which you have asked us to provide, including but not limited to:
    • Helping you to sell your property
    • Valuing your property
    • Arranging and carrying out accompanied viewings
    • Finding a property to purchase
  • To provide a full lettings service for tenants, prospective tenants and landlords
  • To provide property management services
  • To arrange a survey and valuations
  • To provide advice on financial products and services, such as mortgages, insurance and protection products through our licenced partners.
  • To keep you informed of any developments in relation to any mortgage product, protection product or insurance product which we help you to take out;
  • To provide conveyancing services
  • To provide will writing and associated legal services
  • To provide property auction services
  • To create and manage your online account
  • To process payment for our services 
  • To protect against and prevent fraud, unauthorised transactions, money laundering, tax evasion, claims, other liabilities and manage risk exposure and agent or franchise quality, integrity, compliance and security of business processes
  • To provide, administer and communicate with you about Ashbrookes products, services, offers, programs and promotions, their issuers, acquirers, retailers and partners
  • To protect a tenant’s deposit by registering it with a deposit protection scheme
  • To process the receipt and payment of rent, maintenance and tax for you if a property is being let
  • To arrange an energy performance certificate or home report inspection for you
  • To arrange an inventory check or to prepare a report on the condition of a property if it is being let
  • To ensure that utilities are in place and that utility company and local authorities are able to contact you for billing purposes when you move into a property
  • To carry out tenant referencing and credit checks to assess if you are creditworthy before you move into a property. To carry out such checks, your personal information may be shared with credit referencing companies
  • To compile business directories, including business contact information and maintain up to date client records
  • To operate, monitor, evaluate and improve our products, services and websites
  • To evaluate your interest in and suitability for employment


5.1 Customer Surveys

From time to time we may provide your information to our customer service agencies for research, survey and analysis purposes so that we can monitor and improve the services we provide. We or our agents and sub-contractors may occasionally contact you including by post, email or telephone to ask you for your feedback and comments on our services.

5.2 Information about our products and services

We may also use your personal data to contact you by post, email, telephone or other electronic means to provide you with information about products and services from Ashbrookes Group businesses and carefully selected third parties which we feel may be of interest or relevant to your needs.

Please see Section 12 for information about how you can exercise your rights. 

5.3 Credit scoring

Some of the services provided by third parties may involve an automated decision and/or credit scoring to determine whether we are able to provide a service or product. 

Using third parties to undertake searches and collate information on our behalf helps make fair and responsible decisions. When coming to these decisions we and third parties will consider:

  • The information provided on the application form
  • Information about previous account conduct, including any payment arrears  and
  • Official public records information such as fraud record information and insolvency records

Any credit scoring methods used by third parties are regularly tested to ensure they remain fair, effective and unbiased.
For further information about automated decisions or credit scoring, please contact the Ashbrookes Data Protection Officer by email at .



We may share your information both within the Ashbrookes Group  businesses and also relevant third party business partners, both for the purposes set out in this Privacy Notice, or for other purposes approved by you.

6.1 Ashbrookes Group businesses.

We may share information within the Ashbrookes Group businesses for the following purposes:

  • Where services are provided by one Ashbrookes Group businesses to another pursuant to an intra-company
  • For the purpose of administering our business
  • To provide you with information about products and services
  • For any other purpose agreed by you

6.2 Third Party service providers

Where we engage third party service providers to provide products (such as mortgages, house and contents and family protection insurances and utility services) or other business services and operations, we provide them with only the personal information they need to perform the service or provide the product we request. We contractually require them to securely protect the information, and not to use it for any other purpose.
Indicatively - but not limited to - we may disclose your information to the third parties listed below for the purposes listed:


Third party

Why we share your personal information 

Approved contractors

To install for sale or to let boards, to appoint managing agents and building maintenance contractors, to arrange EPC visits, to arrange for contractors to providing safety & statutory tests and to take inventories


To undertake a structural or Homebuyers survey

Firms on our conveyancing panel

To provide home conveyancing services

Our panels of mortgage lenders

To progress your enquiry or application for a residential or buy to let mortgage application

Ageas Insurance Limited

To progress your enquiry or application for buildings and contents insurance


To progress your enquiry or application for term insurance, critical illness cover and income protection 

Other insurance companies we work with

To progress your enquiry or application for insurance

Rent and Legal insurance providers

To set up landlord insurances, and in the event of a claim


To pursue a claim for breach of tenancy 

Focal Agent Ltd

To produce marketing packs for the sale of your home

Referencing Companies

To check your creditworthiness, obtain tenant references  and to help prevent fraud and money laundering

TransUnion: To check credit worthiness and obtain references for tenants.  For fraud prevention, anti-money laundering checks and identity verification. Details regarding TransUnion can be found at

Credas: For fraud prevention, anti-money laundering checks and identity verification

The Local Council

Payment/collection of Council Tax

Law enforcement bodies including the police, HMRC and local authorities

To comply with court orders or legal obligations

Landlord, Tenant or Guarantor

To comply with our legal obligations where we are providing a lettings service

‘OVO Energy’ (Also trading as ‘SSE’)

Where a landlord of a property has asked us to arrange for the property’s gas and/ or electricity supply to be provided by ‘OVO Energy’ (Also trading as ‘SSE’).

The parties whose property you have viewed or on whose property you have submitted an offer

For the purposes of ascertaining in a potential fee payable for introduced parties (title, first initial, surname) or for other reasons relating to your viewing or offer on a property;

Utility Companies

For payment of utility bills

Debt collection companies

To assist us in recovering any monies which are owed and overdue

Deposit Protection Scheme providers

To provide a Tenancy Deposit Protection Scheme

ARLA Propertymark, a professional body responsible for raising professional standards amongst letting agents

If information relating to you is requested by them in order to protect your interests

The Property Ombudsman

Where they are providing a dispute resolution service  in connection with letting services 

Land Registry Office, Her Majesty’s Revenue and Customs (HMRC)


Other estate agents and parties involved in the sale or purchase of your property

To support the progression of the sales chain


We also provided a link from our website to Google Maps, to show the location of a branch or a property, and to allow you to input your postcode to get directions. If you use or access Google Maps you are bound by the Google Maps/Google Earth Additional Terms of Service including the Google Privacy Policy



Ashbrookes Limited processes your information under any of the following lawful conditions:   

  1. Performance of a contract -  this is where the collection and processing of your data is necessary for the performance of a contract to which you are a party, or in order to take steps at your request prior to entering into a contract
  2. Legal obligation - this is where the collection and processing of your data is necessary for compliance with a legal obligation, for example, verification of identity and fraud prevention
  3. Consent  - where we process information under consent we will seek your clear and unambiguous consent before processing your data, for example, to send and/or receive marketing information from other Ashbrookes Group businesses
  4. Legitimate interests - some information is processed by Ashbrookes Limited as part of its legitimate interests which include network and information security, direct marketing, web analytics, updating customer details, lettings, sales, and other core services provided. We may also process further information for Fraud prevention and detection, Risk assessment, due diligence, Training, communication and awareness, Profiling, Acquisitions, Management Information, Compliance and Audit self-assessments.



Ashbrookes Group businesses may use direct or anonymised information to engage in data analysis, data matching and profiling activities for a variety of purposes, including, but not limited to: 

  • Business conduct 
  • Investigation and identification of fraud, money laundering and other potential unauthorised activities,
  • Financial Viability analysis / reports
  • Business partner / client portfolio position, performance, risk positions
  • Anti-money laundering
  • Tax reporting
  • Credit defaulting / exposure



We may transfer or otherwise process your personal information:

  • As part of the sale of an Ashbrookes Group business to another company, or in relation to the purchase of another business
  • When we have received your instruction to pass the sale of your property to another agent
  • To enforce our terms and conditions 
  • When required by law and/or government authorities
  • Where, following a member of our staff displaying Covid-19 symptoms, we, including via the staff member, are obliged to provide names and contact details to the NHS Test and Trace Contact Tracing Team of any people that a member of our staff was in close contact within the 48 hours before Covid-19 symptoms started
  • When requested by the Property Ombudsman Service or any other consumer ombudsman or trade association



We will keep your information for as long as is reasonably necessary for the purposes set out in this privacy notice, and to fulfil our legal and regulatory obligations.

In certain circumstances we have a statutory obligation to keep your personal information for a set period of time, for example, financial information (normally 7 years) for financial auditing purposes. Information is always retained in line with its purpose of processing and only for as long as necessary usually, information is kept for 7 years after last contact with you. However, this period may be extended dependent upon any legal or contractual obligations Ashbrookes Group business may be required to comply with, as well as any overriding business legitimate interests. 

For further information about how long we will keep your information, please contact the Ashbrookes Data Protection Officer by email to .



11.1 Service related
We will send you service-related communications and respond to any questions which you may ask.  
11.2 Marketing our services to you
Where you contact us through our website or make an enquiry in branch or on the phone, or via Rightmove or Zoopla we will use the details you have supplied to us to provide you with our general property marketing list by email.
If you choose to 'opt-out' then we will not email you any further information relating to our general property marketing list.

We may also contact you in order to provide you with information about our core products and services which we believe may be of interest to you, in accordance with your preferences including:

  • general updates in relation to the property market
  • information on mortgages, protection and insurance products and conveyancing services

We may also carry out targeted advertising to you on social media websites such as Facebook where you have already shown an interest in our services. This is done by analysing the information we collect about your interactions on our websites and making this available to social media networks.


or service related communications, we will contact you either by email or through the post. We may also telephone you or send you SMS messages, which may include automated SMS reminders for viewings.  
We give you choices about how we communicate promotions and offers to you.
12.1 By email
We only send you promotional emails if you explicitly select to receive these (you opt-in). You can stop receiving promotional email messages from Ashbrookes Limited by contacting your local branch or using the unsubscribe feature at the foot of the email.

12.2 By post
We only send you promotional postal mail if you explicitly select to receive these (you opt-in). You can stop receiving promotional postal mail from Ashbrookes Limited by writing to Ashbrookes Limited, Oakleigh, Tamworth Road, COventry CV7 8JJ.

12.3 Mobile Text Messages 
We will only send you promotional text messages if you explicitly select to receive these (you opt-in). You can stop receiving promotional text messages from Ashbrookes Limited by following the opt-out instructions provided in the text message.

12.4 Telephone
We will only contact you by phone for promotional reasons if you explicitly select to receive these (you opt-in). You can opt out of receiving promotional telephone calls from Ashbrookes Limited by informing our telephone agents



You have a number of rights concerning the personal information we use. These include the right to:

  • Ask us for access to a copy of your personal information we hold about you 
  • Ask us to correct your personal information
  • Ask us to delete your personal information
  • You can delete your online account at any time. This will delete any personal information in your account that we have about you, and it will mean any data about how you’ve used the online account will be made anonymous.  
  • However, deleting your online account will not delete any data you’ve shared with us for reasons that are not connected with your online account. If you wish us to delete your data which is unconnected with your online account, please contact us as described below
  • Withdraw your consent to use your personal information

Where you have provided consent for our processing of your personal data, you may withdraw that consent at any time. If you withdraw your consent, your previous consent will remain valid in respect to our use of your data in relation to good or service we are still contracted to provide.

If you would prefer not to receive information from Ashbrookes Limited or carefully selected third parties you can opt out by contacting your local Estate Agency Branch, or by writing to Ashbrookes Limited, Oakleigh, Tamworth Road, COventry CV7 8JJ.

We will act to respond to your request to stop receiving promotional email, phone, text or postal messages from Ashbrookes Limited as quickly as is practicable (around 10 working days, as systems take time to replicate). We will keep information for record keeping purposes, to ensure we fulfil your request not to send particular types of messages.

  • Ask us to restrict the use of your personal data, including direct marketing
  • Object to our use of your personal data
  • Object to an automated decision, including profiling (for example, in terms of credit risk)
  • Lodge a complaint with the Information Commissioner’s Office, if you object to the way we use your personal information. For more information please go to  

If you wish to make a request for access to a copy of your personal data, please write to the Ashbrookes Limited, Oakleigh, Tamworth Road, COventry CV7 8JJ

If you wish to exercise any of your other rights, please write to the Ashbrookes Data Protection Officer at Ashbrookes Limited, Oakleigh, Tamworth Road, COventry CV7 8JJ.

We will acknowledge your request and let you know what we will need from you to carry out your request. Every effort will be made to respond to or comply with your request as quickly as possible, and we will ensure our systems are updated as soon as is practicable in response to your request.

Should we feel the need to verify your identity, identification will be requested within the one month time frame and only limited to what is necessary for confirmation. Once we are satisfied, we will then process your request. 

Should we refuse to comply with a request we will inform you of this within the one month time frame and provide an explanation outlining our justification, our internal complaints procedure and your right to complain to a supervisory authority and to enforce your rights through a judicial remedy.


A cookie is a small file placed on your device when you visit a website that can be understood by the site that issued the cookie. We use the information collected by cookies to remember who you are to log you in and to store your preferences when using a particular site. It may contain a unique identifier to ensure that you are not shown the same information and/or are only shown information you have stated that you are interested in.
Our security software may use your IP address and browser version to help protect our systems and provide diagnostic information in the case of an issue.



We store your personal information on our computer systems and in our paper records.
We have implemented strict security procedures to ensure that personal information is not damaged, destroyed or misused, and to prevent unauthorised access to your information.
The information that we collect is stored in a secure facility with restricted physical access.
We also use a number of security measures to prevent electronic access.
Where - in line with this Privacy Notice - information is shared with third parties, similar security measures are used to protect your information.


If we need to transfer data outside the European Economic Area (EEA) and the country it’s transferred to is not on an approved list for having adequate security controls in place, we will limit when we do this and the amount of personal data we send. We will also ensure that there is adequate protection in place before sending anything to other countries outside the EEA by imposing contractual obligations on the recipients to ensure the security and confidentiality of your data.


We do not offer any products or services to children. In certain circumstances (for example a mortgage application or in relation to a tenancy) we may need to collect the name and date of birth of children from mortgage applicants and share this with the selected mortgage provider.


Our websites, other electronic portals and documentation may provide links to other websites for your convenience and information. These may operate independently from us and have their own privacy notices or policies, which we strongly suggest you review.
Where linked websites are not owned or controlled by us, we are not responsible for their content or data privacy practices.


When you provide us with this information, you agree to the collection, use and sharing of your information in accordance with this data privacy notice. Our promise to you is that

  • We’ll work with other businesses to put together offers we think you might like
  • You are in control of your data
  • You can change your privacy settings at any time
  • If you don’t think the data is correct tell us and well put it right
  • We will keep your data secure
  • We also promise to collect, process store and share your data safely and securely and to make sure the businesses we work with do the same

Contact Information 
You can exercise your rights, raise a query or concern, report a breach or make a complaint by contacting the applicable business unit or: 


Writing to: 
Ashbrookes Data Protection Officer 
Ashbrookes Limited, 
Tamworth Road

To assist us in responding to your request in a timely and satisfactory manner please provide as much detail as possible during your contact with us.

How to Lodge a Complaint  
If you remain unsatisfied with the way in which Ashbrookes have handled your data or dealt with your request / complaint you have a right to raise this with the relevant Supervisory Authority and to seek to enforce your rights through a judicial remedy.

Information Commissioner’s Office 
Wycliffe House
Water Lane
Tel: 0303 123 1113 

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