Privacy Policy
BEADNALL COPLEY LTD & BEADNALL COPLEY LETTINGS LTD
Privacy Policy
Effective Date: July 2026
Review Date: July 2027
Privacy Policy
Beadnall Copley is committed to protecting your privacy and handling your personal information fairly, lawfully and transparently.
This Privacy Policy explains how we collect, use, store and protect your personal information when you use our services or visit our website.
For the purposes of UK data protection legislation:
- Beadnall Copley Ltd is the data controller for residential property sales.
- Beadnall Copley Lettings Ltd is the data controller for residential lettings and property management.
Together these companies trade as Beadnall Copley Estate & Letting Agents.
Contact Details
Beadnall Copley Estate & Letting Agents
Harrogate | Wetherby | Ripon
Website:
www.beadnallcopley.co.uk
Email:
[email protected]
Telephone:
01423 867700
If you have any questions regarding this Privacy Policy or wish to exercise your data protection rights, please contact us using the above details.
What Information We Collect
Depending upon the services you use, we may collect:
Identification Information
- Name
- Date of birth
- Home address
- Previous addresses
- Telephone numbers
- Email address
Identity Verification
To comply with Anti-Money Laundering legislation we may collect:
- Passport
- Driving licence
- Proof of address
- Source of funds
- Source of wealth
- Beneficial ownership information
- Company ownership information where applicable
Property Information
- Property owned
- Purchase history
- Sale details
- Property requirements
- Viewing history
Financial Information
Where necessary we may collect:
- Mortgage details
- Proof of funds
- Bank details
- Rent payment information
- Deposit information
- Credit referencing information
Tenancy Information
Where relevant:
- Employment information
- References
- Right to Rent documentation
- Guarantor details
- Maintenance history
Website Information
When you use our website we may collect:
- IP address
- Browser type
- Device information
- Pages visited
- Cookies (please refer to our Cookie Policy)
How We Collect Your Information
We collect information when you:
- Instruct us to sell or let a property
- Register as a buyer or tenant
- Arrange a valuation
- Request property details
- Attend viewings
- Make an offer
- Enter into a tenancy
- Purchase a property
- Contact us by telephone
- Contact us by email
- Visit one of our offices
- Complete website forms
- Interact with our social media channels
We may also receive information from:
- Solicitors
- Mortgage advisers
- Financial advisers
- Surveyors
- Other estate agents
- Referencing providers
- HM Land Registry
- Government agencies
- Anti-Money Laundering providers
- Credit reference agencies (where applicable)
Why We Use Your Information
We use your information to:
- Market and sell your property
- Arrange property viewings
- Register applicants
- Match buyers and tenants to suitable properties
- Negotiate offers
- Progress sales
- Manage lettings
- Arrange repairs and maintenance
- Manage tenancy agreements
- Collect rents
- Protect tenancy deposits
- Carry out referencing
- Verify identity
- Comply with Anti-Money Laundering legislation
- Prevent fraud
- Meet legal and regulatory obligations
- Improve our services
- Respond to enquiries
- Deal with complaints
- Recover outstanding debts where necessary
Our Lawful Bases for Processing
We process personal information under one or more of the following lawful bases:
Contract
Where processing is necessary to fulfil our agreement with you or take steps before entering into a contract.
Legal Obligation
Where we are legally required to process information, including:
- Anti-Money Laundering Regulations
- Right to Rent legislation
- HMRC requirements
- Court orders
- Regulatory obligations
Legitimate Interests
To operate our business efficiently, including:
- Marketing properties
- Managing transactions
- Preventing fraud
- Improving customer service
- Maintaining accurate records
Consent
Where required by law, for example certain marketing communications. You may withdraw consent at any time.
Anti-Money Laundering
Estate agents are legally required to verify the identity of buyers and sellers and, where applicable, landlords and tenants under the Money Laundering, Terrorist Financing and Transfer of Funds Regulations.
We may verify information electronically and retain copies of identification documents for the period required by law.
Failure to provide requested information may prevent us from acting on your behalf.
Marketing
We may contact you regarding:
- Properties that may interest you
- Market updates
- Valuation opportunities
- Property-related services
- News from Beadnall Copley
You may opt out of marketing communications at any time by contacting us or using the unsubscribe link contained within our emails.
Who We Share Information With
We only share information where necessary.
This may include:
- Solicitors
- Mortgage advisers
- Surveyors
- EPC assessors
- Professional photographers
- Floorplan providers
- Contractors
- Inventory clerks
- Referencing agencies
- Deposit protection schemes
- Landlords
- Tenants
- Utility providers
- Local authorities
- HM Revenue & Customs
- National Crime Agency
- Police and law enforcement agencies
- Courts
- Regulatory bodies
- Professional advisers
- IT service providers
- Website providers
- Customer relationship management systems
- Property portals including Rightmove and Zoopla
All third parties are expected to protect your information appropriately.
How Long We Keep Information
We retain information only for as long as necessary.
Typical retention periods are:
- Sales files – up to 7 years after completion
- Lettings files – up to 7 years after the tenancy ends
- Anti-Money Laundering records – 5 years following completion of the business relationship (unless a longer retention period is required by law)
- Financial records – 6 years
- Complaint files – up to 6 years
Information may be retained longer where required by law or where legal proceedings are anticipated.
Protecting Your Information
We use appropriate technical and organisational measures to protect your information against:
- Unauthorised access
- Loss
- Misuse
- Alteration
- Disclosure
Access to personal information is restricted to authorised members of staff and trusted service providers who require it to perform their duties.
International Transfers
Most of your personal information is processed within the United Kingdom.
Where information is transferred outside the UK, we will ensure appropriate safeguards are in place in accordance with UK data protection legislation.
Your Rights
You have the right to:
- Request access to your personal information
- Request correction of inaccurate information
- Request deletion where appropriate
- Request restriction of processing
- Object to processing based upon legitimate interests
- Request transfer of your information where applicable
- Withdraw consent where processing relies upon consent
Requests should be made in writing using the contact details above.
Automated Decision Making
We do not make decisions that have legal or similarly significant effects solely by automated means.
Cookies
Our website uses cookies to improve user experience and analyse website traffic.
Further information can be found within our separate Cookie Policy.
Complaints
If you are unhappy with how we have handled your personal information, please contact us in the first instance so that we have the opportunity to resolve your concerns.
If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in legislation, regulatory guidance or our business practices.
The latest version will always be available on our website.
Document Control
Document Owner: Executive Secretary / Compliance
Approved By: Directors
Version: 2.0
Effective Date: July 2026
Next Review: July 2027