Privacy Policy

Privacy Policy (Sowerbys Estate Agents Ltd)

1. Introduction

Sowerbys Estate Agents Ltd ("we", "us", "our") takes your privacy seriously and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store and share personal information, and outlines your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to:

• Visitors to our website
• People who enquire about our services
• Buyers, sellers, landlords, tenants and applicants
• Contractors, suppliers and professional contacts

Sowerbys Estate Agents Ltd operates under the same ownership structure as Henleys Residential Ltd, and certain personal data may be shared between these companies where lawful and appropriate. Further details are set out below.

2. Who We Are (Data Controller)

Sowerbys Estate Agents Ltd is the data controller responsible for your personal information.

Registered business name: Sowerbys Estate Agents Ltd

Contact for data protection matters:
Ed Tyman
Bank Chambers, 23 Tuesday Market Place
Kings Lynn Norfolk, PE30 1JJ
Email: [email protected]

We do not have a formally appointed Data Protection Officer (DPO) but remain fully accountable for compliance with data protection law.

3. Personal Information We Collect

We may collect and process the following categories of personal information:

• Name, postal address, email address and telephone numbers
• Company details (where relevant)
• Date of birth and identity verification information
• Nationality, immigration and right to rent information (where required by law)
• Payment and banking details for rental income, deposits or other transactions
• Contact history and correspondence with us (including recorded telephone calls for training and quality purposes)
• Transaction history and instruction details
• Anti Money Laundering (AML) and sanctions screening information
• Referencing information for tenancy applications (e.g. employer references, bank statements, payslips)
• Online identifiers and limited social media or professional profile data (where relevant)

Providing this information is necessary for us to deliver our services. Failure to provide requested information may delay or prevent us from acting for you.

4. How We Collect Your Information

We collect personal information:

• Directly from you (in person, by telephone, email, online forms or via property portals)
• From publicly available sources (e.g. Companies House, HM Land Registry)
• From third parties involved in delivering our services, including:

• Referencing agencies
• Sanctions and AML screening providers
• Credit reference agencies
• Client due diligence providers

• Through cookies and similar technologies on our website

5. Lawful Bases for Processing

Under UK GDPR, we must have a lawful reason to process your personal data. We rely on one or more of the following:

• Performance of a contract or taking steps prior to entering into a contract
• Compliance with legal and regulatory obligations
• Legitimate interests of our business or third parties
• Your consent (where required)

Where we rely on legitimate interests, we carefully balance our business needs against your rights and freedoms.

6. How and Why We Use Your Personal Information

7. Data Sharing Within the Group

Sowerbys Estate Agents Ltd is part of the same ownership group as Henleys Residential Ltd. We may share personal information between these companies where:

• It is necessary to deliver estate agency, lettings or property management services
• It supports legitimate business operations (e.g. compliance, auditing, client continuity)
• It is required for legal or regulatory reasons

Any shared data is processed in accordance with UK GDPR, subject to appropriate safeguards, and only accessed by authorised personnel on a need to know basis.

8. Who We Share Your Information With

• Contractors and suppliers supporting our services (e.g. referencing agencies, inventory clerks, maintenance contractors)
• Tenancy deposit protection schemes
• Payment service providers and banks
• IT, CRM and website service providers
• Professional advisers, auditors and insurers
• Regulatory bodies, law enforcement and HMRC where required by law

We never sell personal data and do not permit third parties to use your data for their own marketing.

9. Marketing Communications

We may contact you by email, telephone, SMS, WhatsApp or post with information about our services, market updates or property-related insights.

We rely on legitimate interests to market to existing and previous customers. Where consent is required, we will obtain this clearly and separately.

You can opt out at any time by:

• Using the unsubscribe link in emails
• Emailing [email protected]

10. How Long We Keep Your Information

We retain personal information only for as long as necessary, including:

• While we are actively providing services
• To comply with legal and regulatory retention requirements
• To handle complaints or disputes

11. Cookies

Our website uses cookies to improve functionality and analyse usage. You can manage cookies via your browser settings. Further guidance is available at the ICO website.

12. Your Rights

You have the right to:

• Access your personal data
• Correct inaccurate data
• Request erasure (in certain circumstances)
• Restrict processing
• Object to processing, including direct marketing
• Data portability
• Not be subject to automated decision-making

To exercise your rights, contact us using the details above. We may require proof of identity.

13. Data Security

We implement appropriate technical and organisational measures to protect your personal data. Access is restricted to authorised individuals only.

In the event of a data breach, we will notify affected individuals and the ICO where legally required.

14. Complaints

If you are unhappy with how we handle your data, please contact us first.

You may also complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113
Website: www.ico.org.uk

15. Updates to This Policy

We may update this Privacy Policy from time to time. Please review it periodically.

Last updated: February 2026