ASH SMITH REAL ESTATE LIMITED
Privacy Policy
At ESTATE ASH SMITH REAL ESTATE (operated by ASH SMITH REAL ESTATE LIMITED), we are committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, and safeguard your information when you use our pet-friendly rental property services. We comply with all applicable data protection laws, including GDPR and UK data protection regulations.
Last updated: July 20, 2025 | Effective date: July 1, 2025
Information We Collect
📝 Personal Information You Provide
- • Contact details (name, email address, phone number)
- • Pet information (species, breed, age, size, temperament, special needs)
- • Housing preferences (location, budget, property type)
- • Previous rental history and references
- • Financial information for property applications
- • Veterinary records and pet vaccination certificates
🌐 Information Collected Automatically
- • Browser type, device information, and IP address
- • Website usage patterns and page views
- • Cookies and similar tracking technologies
- • Geographic location data (with your consent)
- • Form interactions and button clicks
🤝 Information from Third Parties
- • Landlord references and property verification data
- • Credit check results (with your explicit consent)
- • Veterinary practice confirmations
- • Previous employer references if required
How We Use Your Information
🏠 Primary Services
- ✓ Property matching based on pet requirements
- ✓ Application processing and landlord communication
- ✓ Pet suitability assessments and recommendations
- ✓ Customer support and consultation services
- ✓ Contract and tenancy agreement facilitation
📈 Business Operations
- ✓ Website improvement and user experience optimization
- ✓ Marketing communications about relevant properties
- ✓ Analytics and performance measurement
- ✓ Legal compliance and regulatory requirements
- ✓ Fraud prevention and security measures
⚖️ Legal Basis for Processing
We process your personal data based on: Legitimate Interest (providing property services), Contractual Necessity (fulfilling service agreements), Consent (marketing communications), and Legal Obligation (regulatory compliance, anti-money laundering checks).
Data Protection & Security
🔒 Security Measures
- SSL encryption for all data transmission
- Secure cloud storage with regular backups
- Access controls and staff authentication
- Regular security audits and monitoring
- Secure data deletion procedures
⏱️ Data Retention
Client Records
7 years after final service provision (regulatory requirement)
Marketing Data
Until consent withdrawal or 3 years of inactivity
Website Analytics
26 months from collection date
Unsuccessful Applications
12 months then securely deleted
Your Rights & Data Management
Right to Access
Request copies of all personal data we hold about you and your pets
Right to Rectification
Correct or update inaccurate personal information
Right to Erasure
Request deletion of your personal data in certain circumstances
Right to Object
Object to processing based on legitimate interests or direct marketing
Right to Portability
Receive your data in a structured, machine-readable format
Right to Restrict
Limit how we process your data in specific situations
📞 Exercising Your Rights
To exercise any of these rights, please contact us using the details provided below. We will respond within one month of receiving your request. Some rights may not apply in all circumstances, and we may need to verify your identity before processing requests.
Email Requests:
Include "Data Protection Request" in the subject line
Response Time:
Within 30 days (may extend to 60 days for complex requests)
Your Rights and Opt-Out Instructions
You are not required to provide any personal information when using this website. If you prefer not to share your data, you may:
Avoid Data Collection
Skip contact forms, registrations, or any data-submitting features
Disable Cookies
Block cookies through browser settings (see our Cookie Policy for details)
Request Deletion
Contact us to delete any previously shared personal data
We respect your privacy choices. If you would like us to delete your data, please reach out to us at the contact details provided on our Contact page. We will process your request promptly.