PRIVACY POLICY

1. WHO WE ARE

Galloways (“we”, “us”, or “our”) is a UK-based estate and letting agency. For the purposes of UK data protection law, we are the Data Controller of your personal data.

This Privacy Policy explains how we collect, use, store and protect your personal data when you:

• VISIT OUR WEBSITE

• CONTACT US BY EMAIL, TELEPHONE OR IN PERSON

• USE OUR SERVICES AS A SELLER, LANDLORD, BUYER, TENANT OR APPLICANT

• APPLY FOR A ROLE WITH US

• INTERACT WITH US FOR MARKETING PURPOSES

We are committed to protecting your personal data and handling it transparently, fairly and lawfully, in accordance with:

• THE UK GENERAL DATA PROTECTION REGULATION (UK GDPR)

• THE DATA PROTECTION ACT 2018

• THE PRIVACY AND ELECTRONIC COMMUNICATIONS REGULATIONS (PECR)

2. HOW TO CONTACT US

If you have any questions about this Privacy Policy or how we use your personal data, you can contact us using the details below:

GALLOWAYS
117 HIGH STREET
PENGE
LONDON
SE20 7DS

GALLOWAYS
282 NORWOOD ROAD
WEST NORWOOD
LONDON
SE27 9AJ

Galloways is registered with the Information Commissioner’s Office (ICO).

ICO REGISTRATION NUMBER: ZA556604

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
www.ico.org.uk

3. PERSONAL DATA WE COLLECT

Depending on your interaction with us, we may collect and process the following types of personal data:

• NAME

• POSTAL ADDRESS

• EMAIL ADDRESS

• TELEPHONE NUMBER(S)

• PROPERTY DETAILS AND SEARCH REQUIREMENTS

• FINANCIAL INFORMATION (INCLUDING RENTAL PAYMENTS, FEES AND, WHERE APPLICABLE, BANK DETAILS)

• IDENTITY VERIFICATION INFORMATION (INCLUDING PHOTO ID AND PROOF OF ADDRESS FOR AML PURPOSES)

• EMPLOYMENT AND REFERENCING INFORMATION (FOR TENANTS)

• MARKETING PREFERENCES

• WEBSITE USAGE DATA (INCLUDING IP ADDRESS AND COOKIE DATA)

• COMMUNICATIONS BETWEEN YOU AND US

We do not knowingly collect personal data from children.

4. SPECIAL CATEGORY DATA

In limited circumstances, we may process special category personal data (for example, health-related information) where it is necessary to provide our services or meet your requirements. Where this occurs, we apply additional safeguards and only process such data where lawful to do so.

5. HOW WE USE YOUR PERSONAL DATA

We use your personal data for the following purposes:

• TO PROVIDE ESTATE AGENCY AND LETTINGS SERVICES

• TO MANAGE SALES, LETTINGS AND TENANCIES

• TO CARRY OUT IDENTITY VERIFICATION AND ANTI-MONEY LAUNDERING CHECKS

• TO COMMUNICATE WITH YOU ABOUT PROPERTIES AND INSTRUCTIONS

• TO PROCESS PAYMENTS AND MAINTAIN FINANCIAL RECORDS

• TO RESPOND TO ENQUIRIES AND REQUESTS

• TO IMPROVE OUR WEBSITE AND SERVICES

• TO SEND MARKETING COMMUNICATIONS (WHERE PERMITTED)

• TO COMPLY WITH LEGAL AND REGULATORY OBLIGATIONS

6. LAWFUL BASES FOR PROCESSING

Under UK GDPR, we must have a lawful basis to process your personal data. These include:

• CONTRACT: WHERE PROCESSING IS NECESSARY TO PROVIDE OUR SERVICES

• LEGAL OBLIGATION: WHERE REQUIRED BY LAW (E.G. AML REQUIREMENTS)

• LEGITIMATE INTERESTS: WHERE NECESSARY FOR OUR BUSINESS INTERESTS AND YOUR RIGHTS ARE NOT OVERRIDDEN

• CONSENT: WHERE YOU HAVE GIVEN CLEAR CONSENT (E.G. CERTAIN MARKETING ACTIVITIES)

7. MARKETING COMMUNICATIONS

We may send you marketing communications about our services where permitted by law. You can opt out of marketing at any time by:

• USING THE UNSUBSCRIBE LINK IN EMAILS

• CONTACTING US DIRECTLY

We will never sell your personal data for marketing purposes.

8. WHO WE SHARE YOUR DATA WITH

We may share your personal data with trusted third parties where necessary to deliver our services and operate our business effectively. These include:

PROPERTY PORTALS AND ADVERTISING PLATFORMS

• RIGHTMOVE

• ZOOPLA

• PRIMELOCATION

• ONTHEMARKET

AML AND COMPLIANCE PROVIDERS

• SMARTSEARCH

• HIPLA

TENANT REFERENCING PROVIDERS

• LETALLIANCE

PROPERTY AND CLIENT MANAGEMENT SYSTEMS

• ALTO (CRM AND PROPERTY MANAGEMENT SOFTWARE)

PROPERTY DATA AND LEAD GENERATION SERVICES

• SPRIFT

• GETAGENT

TENANT AND LANDLORD CONCIERGE SERVICES

• HELPTHEMOVE (FOR UTILITIES, BROADBAND AND RELATED SERVICES)

WEBSITE AND IT SERVICES

• HOMEFLOW (WEBSITE DESIGN, HOSTING AND SUPPORT)

• IT AND WEBSITE HOSTING PROVIDERS

MARKETING AND SOCIAL MEDIA PLATFORMS

• FACEBOOK

• INSTAGRAM

• X (FORMERLY TWITTER)

PROFESSIONAL ADVISERS AND AUTHORITIES

• SOLICITORS AND CONVEYANCERS

• ACCOUNTANTS AND PROFESSIONAL ADVISERS

• REGULATORY, LAW ENFORCEMENT OR GOVERNMENT BODIES WHERE REQUIRED BY LAW

All third parties are required to process your personal data securely, lawfully and only in accordance with our instructions and applicable data protection law.

9. INTERNATIONAL TRANSFERS

Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR.

10. DATA RETENTION

We retain personal data only for as long as necessary for the purposes for which it was collected, including legal, regulatory, tax and accounting requirements. Retention periods vary depending on the type of data and our obligations.

11. YOUR DATA PROTECTION RIGHTS

You have the following rights under UK GDPR:

• RIGHT OF ACCESS

• RIGHT TO RECTIFICATION

• RIGHT TO ERASURE

• RIGHT TO RESTRICT PROCESSING

• RIGHT TO OBJECT

• RIGHT TO DATA PORTABILITY

• RIGHT TO WITHDRAW CONSENT

You can exercise these rights by contacting us.

12. SECURITY OF YOUR DATA

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss or misuse.

13. COOKIES

Our website uses cookies. Please see our separate Cookie Policy for details on how we use cookies and how you can manage your preferences.

14. LINKS TO THIRD-PARTY WEBSITES

Our website may contain links to external websites. We are not responsible for their privacy practices.

15. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time. The latest version will always be available on our website.

LAST UPDATED: 18/12/2025