Please read this Privacy Policy carefully. It explains how we collect, use, and protect your personal information, both when you use our website and when you engage with our property services. It also outlines your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who We Are

This Privacy Policy is issued by Alex Martin Commercial Limited, registered in England and Wales (Company No. 06955399 of Treviot House, 186-192 High Road, Ilford, Essex, United Kingdom, IG1 1LR (“we”, “us”, or “our”).

We are the data controller responsible for your personal information.

For any questions about this policy or how we handle your data, please contact our Data Protection Partner, Alex Dawson, at:
Email: office@alexmartin.co.uk
Phone: 020 7100 2348

Applicability

This policy applies to:

  • Visitors to our website www.alexmartin.co.uk
  • Clients and prospective clients using our property services

Our website may contain links to external sites. We are not responsible for the privacy practices of other websites and encourage you to check their policies before providing personal data.

Information We Collect

We collect and process information to deliver our property services and operate our website effectively. This includes:

Personal Information You Provide

  • Name, address, telephone number, and email address
  • Identification details (e.g. passport)
  • Property ownership and transaction details
  • Communications between you and us (emails, phone calls, etc.)

Information Collected Automatically via Our Website

When you visit our website, we may automatically collect:

  • Your IP address
  • Browser type, version, and operating system
  • Pages you visit, time spent, and referring website
  • Date and time of your visit

This information is used for website analytics and improvement. It does not personally identify you.

Information from Other Sources

We may receive personal information from:

  • Third-party referencing or due-diligence providers
  • Public sources (e.g. Land Registry, Companies House)
  • Professional advisers or agents involved in property transactions

How We Use Your Personal Information

We use your data to:

  • Provide property agency services (sales, lettings and acquisitions)
  • Carry out Anti–Money Laundering (AML) and compliance checks
  • Communicate with you about properties and enquiries
  • Process payments, invoices, and contracts
  • Send marketing communications where you have opted in
  • Analyse website usage and improve our services

We will never sell or rent your personal information.

Lawful Bases for Processing

We process your personal data under the following lawful bases:

  • Contractual necessity: to perform our services or take steps before entering into a contract.
  • Legal obligation: to comply with AML, tax, and regulatory duties.
  • Legitimate interests: to manage our business, improve our website, and market to existing clients.
  • Consent: for email marketing and newsletters where you have opted in.

 

Cookies and Tracking Technologies

Our website uses cookies and similar tools to improve functionality, analyse visitor traffic, and enhance your browsing experience.

Cookies help us:

  • Remember your preferences and property searches
  • Measure and improve marketing performance
  • Understand how visitors use our website

We use:

  • Google Analytics to collect anonymous usage statistics
  • Google Maps APIs to display property locations

You can manage or disable cookies in your browser settings. Disabling cookies may limit some website functionality.

For full details, please see our Cookie Policy, available on our website.

Automated Data Collection

When you browse our site, certain data is automatically logged for analytical purposes, such as IP address, browser type, pages visited, and visit duration.
This information helps us monitor site performance and security and does not identify individual visitors.

Sharing Your Personal Information

We share personal data only when necessary, with trusted third parties who support our business operations, such as:

  • IT, CRM, and cloud storage providers
  • Website hosting and maintenance companies
  • Accountants and professional advisers
  • Marketing and communication platforms
  • Referencing or compliance partners
  • Regulatory and legal authorities when required by law

All third-party providers are contractually bound to handle data securely and only under our instruction. We maintain data processing agreements with these providers.

 

Data Storage and Transfers

Data collected through our website and business operations is securely stored on servers located in the United Kingdom.

Where it is necessary to transfer data outside the UK (e.g. via global service providers such as Google or Microsoft), we ensure equivalent safeguards are in place, such as the UK International Data Transfer Addendum or Standard Contractual Clauses.

How Long We Keep Your Data

We retain data only as long as necessary for our legal and operational requirements:

  • AML compliance records: 5 years
  • Property service files: 6–12 years depending on the transaction
  • Financial records: 6 years (HMRC requirement)
  • Legal documents: indefinitely where required

After these periods, information is securely deleted or anonymised.

Security of Your Data

We use a combination of technical and organisational measures to keep your data secure, including encrypted systems, restricted access, password protection, and regular staff training.

Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you
  • Correct inaccurate or incomplete data
  • Request erasure of your data in certain circumstances
  • Object to or restrict processing
  • Receive a copy of your data in a portable format
  • Withdraw consent (where processing is based on consent)

To exercise these rights, contact office@alexmartin.co.uk.
We will respond within one month.

If you are unhappy with our response, you can complain to the Information Commissioner’s Office (ICO):
🔗 https://ico.org.uk/concerns

 

Marketing and Opt-Out

If you have opted to receive property updates or marketing communications, you can withdraw your consent at any time by:

  • Clicking “unsubscribe” in our emails, or
  • Emailing office@alexmartin.co.uk with “REMOVE” in the subject line.

We will remove you from our marketing lists within five working days.

Automated Decision-Making

We do not use automated decision-making or profiling that has any legal or significant effect on individuals.

Changes to This Policy

We review this Privacy Policy regularly and may update it from time to time. The latest version will always be available on our website.

Contact Us

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

Alex Dawson
Email:office@alexmartin.co.uk
Phone: 020 7100 2348
Registered address: Treviot House, 186-192 High Road, Ilford, Essex, United Kingdom, IG1 1LR