Privacy Policy

1. Who We Are

Ashcroft Rose is responsible for the personal information that we collect and use in connection with this website and our lettings enquiries.

Our registered office and correspondence address is:

Ashcroft Rose
2nd Floor College House
17 King Edwards Road
Ruislip
London
HA4 7AE
United Kingdom

2. Information We Collect

We may collect personal information that you provide directly to us when you submit an enquiry, telephone us, send us an email or contact us through WhatsApp.

Depending on the nature of your enquiry, this information may include:

• Your name
• Email address
• Telephone number
• Whether you are contacting us as a landlord, tenant, prospective tenant or for another enquiry
• Property address, postcode or property advert link
• Property type and number of bedrooms
• Preferred viewing availability
• Approximate date a property will be available
• Details you include in your message or enquiry

Our website, hosting and security systems may also process limited technical information such as your IP address, browser type, device information, date and time of access and information required to operate and protect the website.

3. How We Use Your Information

We may use your personal information to:

• Respond to your enquiries and requests
• Communicate with landlords, tenants and prospective tenants
• Arrange and manage property viewings
• Provide information about our lettings process
• Progress a potential landlord or tenant relationship
• Maintain appropriate records of enquiries and communications
• Protect our website, systems and business against fraud, misuse and security threats
• Meet legal, regulatory and professional obligations
• Establish, exercise or defend legal claims where necessary

4. Lawful Bases for Using Personal Information

Under UK data protection law, we must have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on one or more of the following:

• Steps requested before entering into a contract — where you contact us about a property, tenancy or landlord service and we need to use your information to respond or progress the enquiry.
• Legitimate interests — where it is reasonably necessary to operate our business, respond to general enquiries, maintain records, protect our systems or provide an efficient lettings service, provided those interests do not override your rights and freedoms.
• Legal obligation — where we need to process information to comply with applicable law or regulatory requirements.
• Consent — where consent is the appropriate lawful basis, such as for certain optional cookies or communications where consent is required.

Where we rely on consent, you may withdraw that consent at any time. Withdrawal does not affect processing that was lawful before consent was withdrawn.

5. Sharing Your Personal Information

We do not sell your personal information.

We may share information where reasonably necessary with trusted organisations that help us operate our business and provide our services, including:

• Website, hosting, email and IT service providers
• Professional advisers and service providers
• Referencing, tenancy or property-service providers where relevant to an enquiry that progresses
• Regulators, law-enforcement bodies, courts or other authorities where required by law
• Other parties where disclosure is necessary to establish, exercise or defend legal rights

Where a third-party service provider processes information on our behalf, we expect appropriate confidentiality, security and data-protection arrangements to be in place.

6. How Long We Keep Your Information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected.

The period will depend on factors including the nature of the enquiry, whether it develops into a landlord or tenancy relationship, our legal and regulatory obligations, and whether information may be required to resolve a complaint or legal issue.

Information that is no longer required will be deleted, anonymised or securely disposed of where appropriate.

7. How We Protect Your Information

Ashcroft Rose takes reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

No internet-based system can be guaranteed to be completely secure. If you receive unexpected or conflicting requests for personal information or payment instructions claiming to be from Ashcroft Rose, please verify the request using the official contact details published on this website.

8. Your Data Protection Rights

Depending on the circumstances and the lawful basis being used, UK data protection law may give you rights in relation to your personal information.

These may include the right to:

• Request access to the personal information we hold about you
• Ask us to correct inaccurate or incomplete information
• Ask us to erase your personal information in certain circumstances
• Ask us to restrict the way we use your information in certain circumstances
• Object to certain types of processing
• Receive or transfer certain information in a portable format where applicable
• Withdraw consent where processing is based on consent

To exercise a data protection right, please contact us using the details below. We may need to request information to confirm your identity before completing a request.

You also have the right to raise concerns with the Information Commissioner’s Office, the UK supervisory authority for data protection.

You can find more information at ico.org.uk .

9. Cookies

This website may use cookies and similar technologies that are necessary for the website to function correctly or that help us understand and improve how the website is used.

Where consent is required for non-essential cookies, they should not be activated until the appropriate consent has been obtained.

Please see our Cookie Policy for further information.

10. Links to Other Websites

This website may contain links to third-party websites, including property advertising platforms and other external services.

Ashcroft Rose is not responsible for the privacy practices of third-party websites. We recommend reviewing the privacy information provided by the relevant organisation when you visit an external website.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our website, services, business practices or legal requirements.

Any updated version will be published on this page and the date shown at the top of the policy will be revised.