Privacy Policy
Introduction
Chantries & Pewleys is committed to protecting your privacy and handling your personal data in a transparent, secure and lawful manner. This Privacy Policy explains how we collect, use, store and protect your personal information, and outlines your rights under UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR).
This policy applies to Chantries & Pewleys Estate Agents Ltd, Chantries & Pewleys Lettings & Property Management Ltd, and Chantries & Pewleys Estate Agents (Cranleigh) Ltd.
Your Information Rights
You have rights as a data subject, which we are committed to upholding. These rights include:
| Right | Explanation |
| Right to be informed | You have the right to know how and why we collect and use your personal data. |
| Right of access | You may request access to the personal data we hold about you. |
| Right to rectification | You can ask us to correct inaccurate or incomplete information. |
| Right to erasure | You can request the deletion of your personal data where there is no lawful reason for us to retain it. |
| Right to restrict processing | You may ask us to limit how your data is used in certain circumstances. |
| Right to data portability | Where processing is based on consent or contract, you can request your data be transferred to another organisation in a machine-readable format. |
| Right to object | You may object to processing, particularly for direct marketing purposes. |
| Rights relating to automated decision-making and profiling | Where applicable, you have the right to request human intervention, challenge decisions, and receive meaningful information about the logic involved. |
Chantries & Pewleys – Residential Sales
Information We Collect
- Client name, address, telephone numbers and email address
- Photographic identification and proof of address
- Property keys and alarm details
Why We Collect This Information
- To conduct estate agency business
- To comply with UK Money Laundering Regulations 2017
- To manage property transactions and client relationships
How We Process and Store This Information
- Secure, password-protected property software systems
- Secure physical filing systems within our offices
- Approved third-party online identity verification providers
- Secure key and alarm code systems
Data Sharing
We may share relevant data with:
- Solicitors and conveyancers
- Surveyors and valuers
- Mortgage brokers
- Professional photographers
- Other departments within Chantries & Pewleys
Data is shared only where necessary and in line with contractual and legal obligations.
Data Retention
Personal data relating to sales clients is retained indefinitely in line with our business and compliance requirements. If you object to this retention, please contact us using the details below.
Automated Decision Making
Prospective applicant records that remain inactive for two years are archived.
Security of Your Information
Your data is stored securely and access is restricted to authorised personnel only. We adhere to professional standards and regulatory requirements, including those of the NAEA.
Chantries & Pewleys – Lettings & Property Management
Information We Collect
- Client name, address, telephone numbers and email address
- Photographic identification
- Bank details
- Credit and referencing information
- Employment and income details
- Property keys and alarm details
Why We Collect This Information
- To administer tenancies and property management services
- To carry out Right to Rent and identity checks
- To process rental payments and deposits
- To assess tenant suitability
- To comply with legal and regulatory obligations
How We Process and Store This Information
- Secure property management software
- Secure physical office filing systems
- Approved third-party referencing and verification services
Data Sharing
Data may be shared with:
- Landlords
- Referencing and credit agencies
- Utility providers and local authorities
- Inventory providers
- Tenancy deposit protection schemes
- Insurers and contractors
- Solicitors, debt recovery and enforcement agencies
- Banking institutions
- HMRC, the Home Office and other regulatory bodies
- Other departments within Chantries & Pewleys
Data Retention
Lettings data is retained for up to 10 years from first engagement or 7 years following the end of a contract, whichever is later.
If you object to this retention, please contact: lettings@chantriesandpewleys.com
Automated Decision Making
Prospective tenant records that remain inactive for 90 days are archived.
Security of Your Information
All data is stored securely and access is restricted. Our processes are audited in accordance with ARLA regulations.
Use of Cookies
Our website uses cookies to improve functionality, performance and user experience. Cookies help us understand how visitors use our site and allow us to tailor content accordingly.
You can manage or disable cookies through your browser settings. Please note that disabling cookies may affect how parts of the website function.
Further information about cookies can be found at www.aboutcookies.org.
Contact Details
If you have questions about this Privacy Policy, wish to update your data, withdraw consent, or exercise your rights, please contact the relevant office:
Sales – Merrow
📧 merrow@chantriesandpewleys.com
📞 01483 347100
Sales – Guildford
📧 guildford@chantriesandpewleys.com
📞 01483 402222 (Option 1)
Sales – Shalford
📧 shalford@chantriesandpewleys.com
📞 01483 304344
Sales – Cranleigh
📧 cranleigh@chantriesandpewleys.com
📞 01483 347888
Lettings
📧 lettings@chantriesandpewleys.com
📞 01483 405222 (Option 2)
If you remain dissatisfied, you may contact the Information Commissioner’s Office (ICO):
🌐 www.ico.org.uk
📞 0303 123 1113