At Wilson Hawkins, accessible from https://wilson-hawkins.co.uk, the privacy and security of our visitors and clients is a top priority. This Privacy Policy explains what personal data we collect, how we use it, and your rights under UK data protection law.
If you have any questions about this Privacy Policy, please contact us at: info@wilson-hawkins.co.uk.
1. Who We Are
Wilson Hawkins Group of Companies is the data controller for personal data collected through this website and our estate agency, lettings, and block management services. For the purposes of UK data protection law, we are registered with the Information Commissioner’s Office (ICO).
You can contact us at:
• Wilson Hawkins, Harrow on the Hill, London
• Email: info@wilson-hawkins.co.uk
• Website: https://wilson-hawkins.co.uk
2. The Legal Framework
This policy is in accordance with:
• The UK General Data Protection Regulation (UK GDPR)
• The Data Protection Act 2018 (DPA 2018)
• The Privacy and Electronic Communications Regulations 2003 (PECR)
The UK GDPR and DPA 2018 set out the framework for the lawful processing of personal data in the United Kingdom following the UK’s exit from the European Union.
3. What Personal Data We Collect
We collect personal data in the following circumstances:
• Contact enquiries: name, email address, phone number, and the contents of your message
• Account registration: name, address, email address, telephone number, and company name (if applicable)
• Property search or valuation requests: property details, location, and contact information
• Tenancy or block management services: additional personal and financial information as required to fulfil our contractual obligations
• Website usage: IP address, browser type, operating system, pages visited, and time spent on pages (via log files and cookies)
4. Lawful Basis for Processing
Under UK GDPR Article 6, we process your personal data on the following lawful bases:
• Contract performance (Article 6(1)(b)): where processing is necessary to perform a contract with you or to take steps before entering into a contract
• Legitimate interests (Article 6(1)(f)): where processing is necessary for our legitimate business interests, such as improving our services, fraud prevention, and direct marketing to existing clients — provided these interests are not overridden by your rights
• Consent (Article 6(1)(a)): where you have provided clear consent, such as subscribing to our newsletter or accepting non-essential cookies
• Legal obligation (Article 6(1)(c)): where processing is required to comply with a legal obligation, such as anti-money laundering checks under the Money Laundering Regulations 2017
5. How We Use Your Information
We use your personal data to:
• Provide and manage our estate agency, lettings, and block management services
• Respond to your enquiries and communicate with you about your instructions
• Carry out identity and anti-money laundering checks as required by law
• Process rental or sale transactions and associated legal requirements
• Send you marketing communications about our services where you have consented or where we have a legitimate interest
• Improve our website and services through analytics
• Detect and prevent fraud and other unlawful activities
• Comply with our legal and regulatory obligations
6. Log Files
Wilson Hawkins uses standard server log files as part of our website hosting. Log files record internet protocol (IP) addresses, browser type, Internet Service Provider (ISP), date and time stamps, referring and exit pages, and the number of clicks. This data is used for website administration, trend analysis, and security monitoring. Log file data is not linked to any personally identifiable information and is retained only for as long as necessary for these purposes.
7. Cookies and Tracking Technologies
Like most websites, Wilson Hawkins uses cookies to improve your browsing experience. Cookies are small text files placed on your device. We use:
• Strictly necessary cookies: required for the website to function and cannot be disabled
• Analytics cookies: help us understand how visitors use our site (e.g. Google Analytics)
• Marketing cookies: used to deliver relevant advertising, only with your consent
In accordance with PECR, non-essential cookies are only set with your prior, informed consent. You may withdraw consent or manage cookie preferences at any time through your browser settings or our cookie consent tool. For further information, please see our Cookie Policy at https://wilson-hawkins.co.uk/cookie-policy/.
8. Third-Party Services and Advertising
We may use third-party service providers who process data on our behalf (data processors), including advertising networks, analytics providers, and IT service providers. These providers operate under data processing agreements that ensure your data is handled in compliance with UK GDPR.
Third-party advertisers may place cookies on your device via our website. Wilson Hawkins does not control these third-party cookies. You can opt out of interest-based advertising through your browser settings or industry opt-out tools.
This Privacy Policy does not cover the practices of third-party websites linked from our site. We encourage you to review the privacy policies of any third-party websites you visit.
9. Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Retention periods vary depending on the type of data and purpose:
• Client and tenancy records: up to 7 years following the end of the relationship, in line with our legal and regulatory obligations
• Enquiry data: up to 2 years if no contract is formed
• Marketing preferences and consent records: until you withdraw consent or for 3 years from last engagement
• Website log files: up to 12 months
Where data is no longer required, we securely delete or anonymise it.
10. Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or disclosure. These include access controls, secure data storage, and staff training. While we take all reasonable steps to protect your data, no transmission over the internet is entirely secure.
11. International Data Transfers
We aim to keep your personal data within the United Kingdom. If any personal data is transferred outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR Chapter V, such as the UK’s International Data Transfer Agreement (IDTA) or equivalent protections approved by the ICO.
12. Your Rights Under UK GDPR
Under the UK GDPR and Data Protection Act 2018, you have the following rights regarding your personal data:
• Right of access (Article 15): You may request a copy of the personal data we hold about you. This is known as a Subject Access Request (SAR). We will respond within one calendar month.
• Right to rectification (Article 16): You may request that we correct inaccurate or incomplete personal data.
• Right to erasure (Article 17): You may request that we delete your personal data in certain circumstances, for example where it is no longer necessary for the purpose it was collected.
• Right to restriction of processing (Article 18): You may request that we restrict how we process your data in certain circumstances.
• Right to data portability (Article 20): You may request that we provide your data in a structured, commonly used, machine-readable format, or transfer it directly to another controller, where technically feasible.
• Right to object (Article 21): You may object to processing based on our legitimate interests, or to direct marketing at any time.
• Rights related to automated decision-making (Article 22): You have the right not to be subject to decisions based solely on automated processing that produce legal or similarly significant effects, unless we have your explicit consent or it is authorised by law.
To exercise any of these rights, please contact us at info@wilson-hawkins.co.uk. We will respond within one calendar month. We may need to verify your identity before processing your request. There is no fee for exercising your rights, except in cases of manifestly unfounded or excessive requests.
13. Right to Lodge a Complaint
If you are unsatisfied with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection:
• Website: https://ico.org.uk
• Helpline: 0303 123 1113
• Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
We would, however, appreciate the opportunity to address your concerns before you contact the ICO, so please contact us in the first instance.
14. Children’s Privacy
Our website and services are not directed at children under the age of 13. We do not knowingly collect personal data from children under 13. If you believe your child has provided us with personal data, please contact us immediately and we will take steps to delete it.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will post the updated policy on this page and update the ‘Last updated’ date at the top. Where changes are material, we will notify you by email or by a prominent notice on our website. We encourage you to review this policy periodically.
16. Contact Us
If you have any questions, concerns, or requests relating to this Privacy Policy or how we handle your personal data, please contact us:
• Email: info@wilson-hawkins.co.uk
• Website: https://wilson-hawkins.co.uk
• Post: Wilson Hawkins, Harrow on the Hill, London
You can also contact our Data Protection contact using the email address above.