Privacy Policy
Effective Date: 18 May 2024
Reviewed: 4 October 2025
This Privacy Policy explains how we collect, use, and protect your personal information when you interact with our website or contact us. Thames Valley Estates acts as the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
Thames Valley Estates
2–4 Wokingham Road, Reading, Berkshire, RG6 1JG
Email: info@thamesvalleyestates.co.uk
Telephone: 01189 4668899
All enquiries regarding this Privacy Policy or our handling of personal data should be directed to the contact details above.
2. What Personal Data We Collect
We may collect and process the following personal data when you interact with us:
- Name
- Address
- Telephone number
- Email address
- Property requirements and preferences
- Details provided via contact forms or property enquiry forms
- Technical information such as IP address, browser type, and pages visited (via cookies — see separate Cookie Policy below)
We do not collect special category (sensitive) personal data unless explicitly required and consented to (for example, accessibility needs for viewings).
3. How and Why We Use Your Information
We process your personal data for the following purposes:
- To respond to property enquiries and provide information about listings or services you have requested.
- To manage and maintain our relationship with you as a customer, tenant, or landlord.
- To comply with legal obligations (for example, anti-money laundering checks, record retention requirements).
- To send marketing communications only if you have given explicit consent.
Lawful bases for processing:
- Consent – for optional communications and marketing.
- Contract – where processing is necessary to take steps at your request before entering into a tenancy or other agreement.
- Legal obligation – where required by law or regulation.
- Legitimate interests – for website analytics, security, or service improvement, balanced against your privacy rights.
4. How Long We Keep Your Data
We retain personal data only as long as necessary for the purpose it was collected:
- Enquiry information: up to 2 years after your last interaction.
- Tenancy or client records: retained for up to 7 years to comply with legal and financial obligations.
- Marketing data: retained until you withdraw consent.
After these periods, data will be securely deleted or anonymised.
5. Who We Share Your Data With
We may share your information with:
- Service providers (for example, website hosts, email service providers, referencing agencies) who act as data processors under our instructions.
- Legal, financial, or regulatory bodies where disclosure is required by law.
No data is sold or shared with third parties for independent marketing purposes. All third parties are contractually required to maintain confidentiality and security standards consistent with UK data protection law.
6. Your Rights
You have the following rights under UK data protection law:
- Access – to request a copy of the data we hold about you.
- Rectification – to correct inaccuracies.
- Erasure – to request deletion of your data (“right to be forgotten”).
- Restriction – to limit processing in certain circumstances.
- Data portability – to receive your data in a structured, machine-readable format.
- Objection – to object to processing based on legitimate interests or to withdraw consent for marketing.
To exercise any of these rights, contact us using the details above.
7. Complaints
If you have concerns about how your data is handled, please contact us first. If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
www.ico.org.uk
8. External Links
Our website may contain links to third-party websites. We are not responsible for their privacy practices or content. You should review the privacy policies of any external sites you visit.
9. Property Information Disclaimer
All property particulars and information displayed on our website are provided in good faith but should be regarded as a general guide only. Measurements, descriptions, and conditions are approximate. Purchasers and tenants should verify details independently. No warranty is given as to accuracy or condition.
10. Copyright
All content, text, and images on this website are the property of Thames Valley Estates unless stated otherwise. You may print or download copies for personal, non-commercial use only. Any reproduction or framing of this site requires our prior written consent.
11. Limitation of Liability
Use of this website and its information is at your own risk. Thames Valley Estates and its contributors accept no liability for loss or damage arising from its use, except as required by law.
12. Review of This Policy
We review this policy periodically to ensure ongoing compliance with data protection laws. Updates will be published on this page.
13. Cookie Policy
What Are Cookies?
Cookies are small text files placed on your device by websites you visit. They are used to make websites work efficiently, provide analytics, or remember user preferences.
How We Use Cookies
Our website uses essential and non-essential cookies for the following purposes:
- Essential cookies – required for the website to function (for example, form submissions, security).
- Analytics cookies – to help us understand how visitors use our site (for example, pages visited, time on site). Data is aggregated and does not directly identify you.
- Preference cookies – to remember your choices, such as saved properties or preferred display settings.
If we use Google Analytics or similar tools, we configure them to anonymise IP addresses and respect browser “Do Not Track” settings where possible.
Managing Cookies
You can manage or delete cookies through your browser settings at any time. Blocking essential cookies may affect website functionality.
Consent
Non-essential cookies (such as analytics or marketing) are only activated after you provide consent through our cookie banner. You can withdraw consent at any time using the cookie preferences link or settings on our site.