Privacy Policy

Introduction

This Privacy Policy explains how kestrelfern collects, uses, stores, and protects personal information provided by visitors and clients of our website. We are committed to ensuring that your privacy is protected and that we comply with applicable data protection legislation, including the UK General Data Protection Regulation and the Data Protection Act 2018.

Information We Collect

We may collect and process the following personal data:

• Name and contact information including email address
• Demographic information such as preferred location and accommodation preferences
• Property search criteria and requirements
• Financial information related to budget and rental capacity where voluntarily provided
• Communication preferences and correspondence history
• Technical data including IP address, browser type, and operating system
• Usage data including pages visited and time spent on our website

How We Collect Information

Information is collected through the following methods:

• Direct submission via enquiry forms on our website
• Email correspondence and telephone conversations
• In-person consultations and meetings
• Automated technologies including cookies and similar tracking tools
• Third-party sources such as property databases and public records where relevant to service delivery

Legal Basis for Processing

We process personal data under the following legal bases:

• Contract Performance: Processing necessary to fulfill our service obligations to you
• Legitimate Interests: Processing necessary for our business operations, fraud prevention, and service improvement
• Consent: Where you have provided explicit consent for specific processing activities
• Legal Obligation: Where processing is required to comply with legal or regulatory requirements

How We Use Your Information

Personal data is used for the following purposes:

• Providing property advisory and placement services
• Responding to enquiries and communicating with clients
• Conducting property searches and matching client requirements
• Facilitating property viewings and lease negotiations
• Maintaining records of client interactions and service history
• Improving our website functionality and user experience
• Analyzing market trends and service performance
• Complying with legal and regulatory obligations

Data Sharing and Disclosure

We do not sell, trade, or rent personal information to third parties. Information may be shared in the following circumstances:

• With property owners and landlords when facilitating viewings or lease negotiations, with your prior consent
• With professional service providers including legal advisors and IT service providers, under strict confidentiality agreements
• With regulatory authorities or law enforcement when legally required
• With successors in the event of business sale or merger, subject to continued privacy protection

Data Retention

We retain personal data only for as long as necessary to fulfill the purposes outlined in this policy or as required by law. Typical retention periods include:

• Active client records: Duration of service relationship plus seven years
• Enquiry records where no service relationship develops: Two years from last contact
• Financial records: Seven years from transaction date in accordance with tax legislation
• Marketing communications: Until consent is withdrawn or subscription cancelled

Your Rights

Under data protection legislation, you have the following rights:

• Right of Access: Request copies of your personal data
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data in certain circumstances
• Right to Restrict Processing: Request limitation on how we use your data
• Right to Data Portability: Request transfer of your data to another organization
• Right to Object: Object to processing based on legitimate interests or for direct marketing purposes
• Rights Related to Automated Decision Making: Request human review of automated decisions

To exercise any of these rights, please contact us using the details provided at the end of this policy.

Data Security

We implement appropriate technical and organizational measures to protect personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Regular security assessments and penetration testing
• Access controls and authentication requirements
• Staff training on data protection and security practices
• Secure backup and disaster recovery procedures

While we strive to protect personal information, no transmission over the internet or electronic storage method is completely secure. We cannot guarantee absolute security but maintain industry-standard protections.

Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance user experience and analyze site usage. For detailed information about our cookie practices, please refer to our separate Cookies Policy.

Third-Party Links

Our website may contain links to external websites operated by third parties. We are not responsible for the privacy practices or content of these external sites. We recommend reviewing the privacy policies of any third-party websites you visit.

Children's Privacy

Our services are not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected data from a child, we will take steps to delete that information promptly.

International Data Transfers

Personal data is primarily stored and processed within the United Kingdom. In circumstances where data must be transferred outside the UK, we ensure appropriate safeguards are in place including adequacy decisions, standard contractual clauses, or other approved transfer mechanisms.

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Material changes will be communicated through prominent notice on our website or direct communication with active clients. The date of the most recent revision is indicated at the top of this policy.

Contact Information

For questions about this Privacy Policy or to exercise your data protection rights, please contact:

kestrelfern
42 Park Square East
Leeds LS1 2NE
United Kingdom

Email: privacy at kestrelfern.com

Supervisory Authority

If you believe we have not addressed your data protection concerns adequately, you have the right to lodge a complaint with the Information Commissioner's Office, the UK supervisory authority for data protection matters.

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Website: ico.org.uk