Olivers Property Agents Limited

Last Updated: February 2026

Olivers Property Agents Limited (“Olivers”, “we”, “us”, or “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect your personal data when you interact with us, use our website, or use our letting and property management services.

This policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Olivers Property Agents Limited
Unit 4B3, Site 3
Ellough Airfield
Beccles, Suffolk
NR34 7TE
United Kingdom

Telephone: 01502 470193
Email: info@olivers.co.uk

For the purposes of data protection law, Olivers Property Agents Limited is the Data Controller responsible for your personal data.

We are registered with the Information Commissioner’s Office (ICO).

2. The Information We Collect

We may collect and process the following types of personal data.

Personal Identification Information

Name
Address
Email address
Telephone number
Date of birth

Identity Verification Information

To comply with legal obligations (such as anti-money laundering regulations), we may collect:

Passport
Driving licence
Utility bills
Other identification documents

Financial Information

Bank details
Payment details
Rental history
Credit referencing information

Property and Tenancy Information

Tenancy agreements
Guarantor details
References from employers or previous landlords
Property preferences

Website Usage Data

When you visit our website, we may automatically collect:

IP address
Browser type
Device information
Pages visited
Time spent on our website

This information helps us improve our services and website functionality.

3. How We Use Your Information

We use your personal data for the following purposes:

Providing Letting Services

Matching tenants with suitable properties
Managing tenancy agreements
Handling property management services
Processing rent payments and deposits

Communicating With You

Responding to enquiries
Sending property alerts
Providing service updates

Legal and Regulatory Compliance

Conducting identity checks
Preventing fraud
Complying with landlord, tenancy, and financial regulations

Improving Our Services

Analysing website usage
Enhancing our customer service and marketing

4. Legal Basis for Processing

Under UK GDPR, we rely on the following legal bases:

Contractual necessity
Processing is necessary to fulfil a tenancy agreement or property management contract.

Legal obligation
To comply with legal requirements such as anti-money laundering regulations or tenancy legislation.

Legitimate interests
To operate and improve our business, services, and website.

Consent
Where you have provided consent for marketing communications.

You may withdraw your consent at any time.

5. Sharing Your Information

We may share your personal data with trusted third parties when necessary, including:

Landlords and property owners
Tenant referencing agencies
Contractors and maintenance providers
Payment processors
IT service providers and website hosts
Professional advisers (solicitors, accountants)
Government authorities or regulators where required by law

We ensure all third parties process your data securely and in accordance with data protection law.

6. Data Retention

We only retain personal data for as long as necessary for the purposes outlined in this policy.

Typical retention periods include:

Tenancy and property records: up to 6 years after the tenancy ends
Financial records: up to 6 years for tax and accounting purposes
Identity verification documents: typically 5 years where required for compliance
General enquiries: up to 2 years

After this period, your information will be securely deleted or anonymised.

7. Data Security

We take appropriate technical and organisational measures to protect your personal data, including:

Secure servers and encrypted systems
Restricted access to personal information
Secure document storage
Staff training on data protection

While we strive to protect your data, no internet transmission can be guaranteed to be completely secure.

8. Cookies and Website Tracking

Our website may use cookies and similar technologies to improve your browsing experience.

Cookies may help us:

Understand how visitors use our website
Improve website performance
Provide relevant marketing

You can manage or disable cookies through your browser settings.

9. Your Data Protection Rights

Under UK GDPR, you have the right to:

Request access to your personal data
Request correction of inaccurate information
Request deletion of your data
Restrict or object to processing
Request transfer of your data (data portability)
Withdraw consent where processing is based on consent

To exercise these rights, please contact us using the details below.

10. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices of other websites, so please review their privacy policies separately.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law or our services.

The latest version will always be available on our website.

12. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact:

Olivers Property Agents Limited
Email: info@olivers.co.uk
Phone: 01502 470193

13. Complaints

If you believe your data has been handled incorrectly, you have the right to complain to the Information Commissioner’s Office (ICO).

Website: https://ico.org.uk
Telephone: 0303 123 1113