Privacy Policy
Contents

1. Introduction

2. Legislation

3. Data

4. Processing of Personal Data

5. Data Sharing

6. Data Storage and Security

7. Breaches

8. Data Protection Officer

9. Data Subject Rights

10. Privacy Impact Assessments

11. Archiving, Retention and Destruction of Data

12. What Personal Data We Collect and Why

13. How We Use Your Data

14. Sharing Your Data

15. Cookies

16. Embedded Content

17. Storing Your Data

18. Contact

1. Introduction

The Agents Glasgow LTD (“we”, “us”, or “our”) is committed to protecting and managing personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy outlines how we collect, process, and store personal data belonging to customers, employees, contractors, and other individuals we interact with. It ensures that data is managed lawfully, securely, and transparently.

All staff members are responsible for ensuring compliance with this policy and handling personal information appropriately.

2. Legislation

We comply with the following legislation governing data protection and privacy:

The UK General Data Protection Regulation (UK GDPR)

The Data Protection Act 2018

The Privacy and Electronic Communications (EC Directive) Regulations 2003

Any relevant legislation enacted following the UK’s departure from the European Union

3. Data

We collect and process a range of personal data relating to individuals (“data subjects”), including customers and employees.

3.1 Personal Data

Personal data includes information that can identify a living individual, such as names, contact details, or identification numbers.

3.2 Special Category Data

We may also hold data that is sensitive in nature, including details relating to health, ethnicity, or other protected characteristics. This data is only processed when necessary and with appropriate safeguards.

Details of the personal data we collect and how it is used are outlined in our Fair Processing Notice, provided to all relevant parties at the outset of data processing.

4. Processing of Personal Data

We process personal data only where there is a lawful basis for doing so, including:

Consent from the data subject

Performance of a contract

Compliance with a legal obligation

Protection of vital interests

Legitimate interests pursued by the company

Consent is obtained where required, and individuals may withdraw their consent at any time.

5. Data Sharing

We may share data with third parties where necessary to carry out our services or comply with legal obligations. Examples include referencing agencies, contractors, solicitors, accountants, and IT providers.

All third parties are required to:

Comply with data protection law

Use data only for the agreed purpose

Implement suitable technical and organisational security measures

Notify us immediately of any data breaches

We do not sell or lease personal data to any third party.

6. Data Storage and Security

All personal data is stored securely, whether in digital or paper format.

6.1 Paper Records

Paper-based data is stored in locked, secure locations and is disposed of securely when no longer required.

6.2 Electronic Records

Electronic data is protected through password security, encryption, and secure servers. Access is restricted to authorised personnel only.

Personal data should not be stored on portable devices unless strictly necessary, and in such cases, appropriate encryption must be applied.

7. Breaches

A personal data breach is any event that leads to the unauthorised access, disclosure, loss, or alteration of personal data.

If a breach occurs:

It must be reported internally to the Data Protection Officer (DPO) within six (6) hours of discovery.

The DPO will assess the breach and determine whether it requires notification to the Information Commissioner’s Office (ICO) and any affected individuals.

Any breach posing a risk to data subjects will be reported to the ICO within 72 hours of detection.

8. Data Protection Officer

The Agents Glasgow LTD has appointed a Data Protection Officer (DPO) responsible for overseeing compliance with data protection legislation and this policy.

The DPO’s responsibilities include:

Monitoring compliance with data protection laws

Advising on privacy obligations

Acting as the point of contact with the ICO

Coordinating the response to data breaches

Contact details for the DPO are provided at the end of this policy.

9. Data Subject Rights

Individuals have specific rights under the UK GDPR, including:

The right to be informed about data collection and use

The right of access to personal data

The right to rectification of inaccurate or incomplete data

The right to erasure (“the right to be forgotten”)

The right to restrict or object to processing

The right to data portability

Rights related to automated decision-making and profiling

Requests to exercise these rights will be handled promptly, and a response will be provided within one month of receipt.

10. Privacy Impact Assessments

We carry out Privacy Impact Assessments (PIAs) where new projects or data processing activities pose a potential risk to individuals’ privacy.

These assessments identify and mitigate risks and ensure compliance with data protection principles. If risks cannot be adequately mitigated, we will consult the ICO before proceeding.

11. Archiving, Retention, and Destruction of Data

We retain personal data only for as long as necessary for the purpose it was collected or to meet legal and regulatory requirements.

When personal data is no longer required, it is securely deleted or destroyed in accordance with our data retention schedule.

12. What Personal Data We Collect and Why

We collect and process personal data for the following purposes:

Managing tenancies, sales, and property transactions

Verifying identity and conducting compliance checks (e.g., anti-money laundering)

Processing payments and deposits

Communicating with clients and contractors

Managing maintenance and repair requests

Providing property marketing and customer support

Analysing website usage and improving user experience

13. How We Use Your Data

Your data is used only for legitimate business purposes, including:

Administration and management of accounts and contracts

Delivery of property sales and lettings services

Communication and correspondence

Compliance with legal and regulatory requirements

Marketing communications (only with your explicit consent)

We will never use your data for purposes unrelated to our business or without a lawful basis.

14. Sharing Your Data

We may share your information with trusted third parties such as:

Referencing agencies

Maintenance contractors

Solicitors, accountants, and auditors

Software and IT service providers

Professional advisors and regulators

All third parties are required to maintain appropriate data protection and confidentiality standards.

Some service providers may be located outside the UK or EEA. In these cases, we ensure that adequate safeguards are in place to protect your data.

15. Cookies

Our website uses cookies to improve functionality and user experience.

Cookies are small text files stored on your device that help us analyse website usage and remember your preferences.

You can manage or disable cookies in your browser settings. For detailed information, please refer to our Cookie Policy.

16. Embedded Content

Our website may include embedded content from third-party sources (for example, videos, property feeds, or social media links). These external websites may collect data and use cookies in accordance with their own privacy policies.

We are not responsible for the privacy practices of third-party websites.

17. Storing Your Data

Personal data is stored securely and retained only for as long as necessary. Some data may be transferred or stored outside the UK or EEA, and in such cases, we ensure that equivalent data protection standards are applied.

18. Contact

If you have any questions about this Privacy Policy, wish to exercise your data protection rights, or make a complaint, please contact:

Data Protection Officer.
The Agents Glasgow LTD
📍 60 Beltrees Rd, G535FT

📧 Sales@theagentsglasgow.com
📞 01412660604

If you are not satisfied with our response, you may contact the Information Commissioner’s Office (ICO) via www.ico.org.uk
.