This privacy notice explains how Southern and West Lettings (“we”, “us”, “our”) collects, uses, and protects your personal data when you interact with us, including through our website, email, phone, and social media. We are committed to protecting your personal data and being transparent about how we use it, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
Data Controller: Southern and West Lettings
Address: 147 Ringwood Rd, Ferndown, BH22 9AB
Email: info@southernandwesthomes.co.uk
Southern and West Lettings is responsible for your personal data.
2. The Personal Data We Collect
Depending on how you interact with us, we may collect the following:
- Name and contact details (email address, telephone number, postal address)
- Information you provide via contact forms, email, or phone
- Marketing preferences
- Website usage data (IP address, browser type, device information, pages visited)
- Communications with us, including emails and social media messages
Note: We do not knowingly collect data relating to children.
3. How We Collect Your Data
We collect data in the following ways:
- When you contact us directly
- When you complete forms on our website
- When you subscribe to marketing communications
- Automatically through cookies and similar technologies
- Via third-party services used on our website
4. How We Use Your Personal Data
We use your data to:
- Respond to enquiries and provide our services
- Manage client relationships
- Send marketing communications (where permitted)
- Improve our website and services
- Maintain website security and performance
- Comply with legal and regulatory obligations
5. Lawful Bases for Processing
Under UK GDPR, we rely on the following lawful bases:
- Consent – where you have given clear consent (e.g., email marketing)
- Contract – where processing is necessary to provide our services
- Legitimate interests – to operate and improve our business (balanced against your rights)
- Legal obligation – where we are required to comply with the law
6. Marketing Communications
We use a third-party provider (such as Alto) to manage email marketing. We collect statistics on email opens and clicks to help improve our communications. You can opt out of marketing at any time by using the unsubscribe link in our emails or by contacting us directly.
7. Cookies
Our website uses cookies and similar technologies. Cookies are small text files stored on your device that help websites function and collect information about usage. We use:
- Strictly necessary cookies – required for the website to function
- Analytics cookies – to understand how visitors use our site (e.g., Google Analytics)
Analytics cookies are only set with your consent via our cookie banner. You can manage or withdraw your consent at any time. For more information, please see our Cookie Policy.
8. Website Analytics
We use Google Analytics to collect anonymized information about how visitors use our website. This helps us improve site performance and user experience. Google Analytics collects information such as pages visited, time spent on the site, and device type. We do not use this data to identify individual users.
9. Security and Performance
We use third-party services to maintain the security and performance of our website. These services may process IP addresses and technical data to detect and prevent malicious activity.
10. Contact Forms and Emails
When you contact us via our website forms or email, your information is transmitted securely and used only to respond to your enquiry. Emails sent to and from us may be scanned for viruses and malicious software.
11. Social Media
If you contact us via social media (including private or direct messages), we will process your data within our password-protected accounts and will not share it with other organizations.
12. Data Sharing
We may share your data with trusted third-party service providers who act as data processors on our behalf, including:
- Website analytics providers
- Email marketing platforms
- IT and website support providers
All processors are required to keep your data secure and process it only according to our instructions. We do not sell your personal data.
13. International Transfers
Some of our third-party providers may process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as UK adequacy regulations or approved contractual protections.
14. Data Retention
We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, or reporting requirements. When data is no longer required, it is securely deleted.
15. Your Data Protection Rights
You have the right to:
- Access your personal data
- Rectify inaccurate data
- Request erasure of your data
- Restrict processing
- Object to processing
- Request data portability
- Withdraw consent at any time (where consent is relied upon)
To exercise your rights, please contact us using the details above.
16. Complaints
If you have concerns about how we handle your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
17. Links to Other Websites
Our website may contain links to other websites. This privacy notice does not apply to those sites, and we encourage you to review their privacy notices.
18. Changes to This Privacy Notice
We keep this privacy notice under regular review and may update it from time to time. The latest version will always be available on our website.
Last updated: 20th January 2026