Last updated: 22 July 2025
At The Cotswold Letting Agency, we are committed to protecting your privacy and handling your personal information transparently and responsibly, in line with the UK General Data Protection Regulation (UK GDPR).
This policy explains how we collect, use, and safeguard your data when you use our website www.cotswoldlettingagency.com, engage with our services, or contact us directly.
1. Who We Are
The Cotswold Letting Agency is the data controller for personal data collected via our website and services. Our registered office is:
The Cotswold Letting Agency, 15 Witney Street, Burford, OX18 4SN.
For any queries, please contact: hello@cotswoldlettingagency.com
2. What Information We Collect and Why
We collect and process personal data only where necessary and with a clear legal basis. This may include:
| Type of Data | Purpose | Lawful Basis |
|---|---|---|
| Name, email, contact number | To respond to enquiries, newsletter sign-ups, property applications or maintenance requests | Consent or Contract |
| Property preferences, location | To match you with relevant properties | Legitimate Interest |
| Payment details (where applicable) | To manage tenancy payments or deposits | Contract |
| Cookie identifiers, IP address | To analyse site usage and improve our services | Consent (for non-essential cookies) |
Our website uses cookies to enhance your browsing experience, analyse traffic, and tailor marketing.
- You can manage cookie preferences via your browser or via our Cookie Policy.
- Essential cookies are required for the site to function.
- Third-party cookies (e.g. Google Analytics, Meta Ads) may be used for advertising and remarketing.
For full details, please read our Cookie Policy.
4. How We Share Your Data
We will never sell your data. However, we may share your personal data with:
- Trusted third-party service providers (e.g. IT support, payment processors, marketing platforms)
- Legal authorities when required to do so by law
- Successors in the event of a merger, sale or business transfer
All processors are required to comply with strict data protection obligations.
5. International Transfers
Some of our partners (e.g. Google, Meta) may process data outside the UK or EEA. We ensure that appropriate safeguards (such as Standard Contractual Clauses) are in place where required.
6. How We Protect Your Data
We use appropriate technical and organisational security measures, including:
- Encrypted connections (HTTPS)
- Firewalls and secure access controls
- Regular staff training and internal protocols
7. How Long We Keep Your Data
We keep your data only as long as necessary for the purposes we collected it, including:
- For enquiry responses: 12 months
- For lettings or tenancy records: 7 years (to meet legal and financial obligations)
- For marketing: until you withdraw your consent
You can request deletion of your data at any time (see Section 9).
8. Your Rights
Under the UK GDPR, you have the right to:
- Access your personal data
- Correct or update inaccurate data
- Request erasure of your data
- Object to or restrict processing
- Withdraw consent at any time (where processing is based on consent)
- Request data portability
- Lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your rights have been violated
ICO Contact:
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
www.ico.org.uk
9. How to Contact Us
To update your details, exercise your rights, or ask a question about this policy, contact:
The Cotswold Letting Agency
Email: hello@cotswoldlettingagency.com
Phone: 01993 684572
Address: The Cotswold Letting Agency, 15 Witney Street, Burford, OX18 4SN.
10. Changes to This Policy
We may update this policy from time to time. When we do, we’ll post the updated version on this page and, where appropriate, notify you by email.
