Privacy Policy

Effective Date: 26.02.2025

This Privacy Policy explains how Woodland Estates Agents Ltd trading as Woodland (Company No. 5413265, Registered Office: 189/191 Cranbrook Road, Ilford, IG1 4TA) and Woodland Properties Management Ltd trading as Woodland (Company No. 10277627, Registered Office: 168 Stainforth Road, Newbury Park, IG2 7EL) (collectively "Woodland", "we", "us" or "our") collect, use, disclose, and protect your personal data when you access or use our website and associated software. This Policy applies solely to information collected by us and does not cover any third-party websites linked to from our site. Please read this Policy carefully to understand our practices.

1. Information We Collect

1.1. Information You Provide to Us

You may provide us with personal data when you:

• Complete forms on our website;
• Contact us via phone, email, or other communication channels;
• Subscribe to our services or newsletters;
• Provide feedback or participate in surveys.

The personal data you provide may include, but is not limited to:

• Your name, title, and date of birth;
• Postal address, email address, and telephone number;
• Login credentials (e.g. username and password);
• Financial and payment details;
• Any correspondence or other information you choose to share with us.

Please note that some of the information you provide may be classified as sensitive personal data under the UK GDPR. By providing such data, you consent to its processing as outlined in this Policy.

1.2. Information We Collect Automatically

Each time you visit our website, we may automatically collect certain technical information, including:

• Your IP address and connection data;
• Browser type and version;
• Device information and operating system;
• Time zone settings and online identifiers;
• Cookie data and other tracking technologies;
• Location data, where permitted by your device settings.

2. How We Use Your Information

We use your personal data for various purposes, including:

• To provide, maintain, and improve our services;
• To respond to your inquiries and manage your account;
• For internal administrative and record-keeping purposes;
• To send you marketing communications (if you have consented), including information about our products, services, and promotions;
• To fulfill contractual obligations and deliver the goods or services you request;
• To enhance and optimise our website and overall user experience;
• To comply with legal requirements and protect our rights and interests.

3. Legal Basis for Processing

We process your personal data on the following legal grounds:

• Consent: When you have given explicit consent for specific processing activities.
• Contract: When processing is necessary for the performance of a contract to which you are a party.
• Legal Obligation: When required to comply with statutory or regulatory obligations.
• Legitimate Interests: When processing is necessary for our legitimate interests or those of a third party, provided that such interests are not overridden by your rights and freedoms.

4. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Enhance and personalise your experience on our website;
• Analyze website traffic and usage trends;
• Assist in marketing and advertising efforts.

You can manage your cookie preferences through your browser settings, though disabling cookies may impact some functionalities of our website.

5. Data Sharing and Disclosure

We may share your personal data with:

• Our group companies and subsidiaries;
• Third-party service providers (e.g. IT support, payment processors, marketing agencies) to help us operate our website and deliver our services;
• Professional advisors such as lawyers, accountants, and auditors;
• Credit reference agencies for credit assessment purposes, where applicable;
• Public authorities or law enforcement agencies when required by law or to protect our rights, property, or the safety of our users.

We do not sell your personal data. Any disclosure to third parties is made in accordance with applicable law and on the basis of your consent or our legitimate interests.

6. International Data Transfers

Your personal data is primarily processed and stored on servers in the United Kingdom and within the European Economic Area (EEA). When transferring data outside the EEA, we ensure that appropriate safeguards (such as standard contractual clauses) are in place to maintain your data protection rights.

7. Data Retention

We retain your personal data for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. In most cases, this means retaining your data for a minimum period of six years, unless a longer retention period is required or permitted by law.

8. Your Rights

Under data protection laws, you have the following rights regarding your personal data:

• The right to access your personal data and request a copy;
• The right to rectify any inaccurate or incomplete data;
• The right to request erasure of your personal data (the “right to be forgotten”) under certain conditions;
• The right to restrict or object to the processing of your data;
• The right to data portability, enabling you to receive your data in a commonly used electronic format;
• The right to withdraw consent at any time if processing is based on your consent.

If you wish to exercise any of these rights or need further information about the personal data we hold about you, please contact our Data Protection Officer using the details provided below.

9. Data Security

We employ appropriate technical and organisational measures to safeguard your personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. While we take steps to protect your data, please be aware that no security system is impenetrable, and we cannot guarantee absolute security for data transmitted over the internet.

10. Third-Party Websites

Our website may contain links to third-party websites. Please note that we have no control over the privacy practices of these external sites, and we encourage you to review their privacy policies before providing any personal data.

11. Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy from time to time. Any material changes will be communicated by posting the revised policy on our website along with a new effective date. We encourage you to review this Policy periodically to stay informed about how we are protecting your personal data.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data processing practices, please contact our Data Protection Officer:

Address: 189/191 Cranbrook Road, Ilford, IG1 4TA
Email: info@woodlandltd.co.uk
Postal Address: Woodland Estates Agents Ltd, 189/191 Cranbrook Road, Ilford, IG1 4TA

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).