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Privacy Policy and Notice

We are HoldenCopley LTD (also referred to in this Privacy Policy as “we” and “us”). Our Head Office address is 26 High Street Arnold Nottingham NG5 7DZ and our registered company number is 08630603.

We are committed to protecting the privacy of everyone we interact with. Please read this Privacy Policy to understand how we use and look after your personal information.

If you have any queries about how we process personal information, you can contact our Data Protection Lead at: [email protected].

The types of personal data we collect about you

We may collect, use, store and transfer the following categories of personal information about you:

  • Identity data including first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
  • Contact data including billing address, delivery address, email address and telephone numbers.
  • Financial data including bank account and payment card details.
  • Transaction data including details about payments to and from you and other details of products and services you have purchased from us.
  • Technical data relating to your use of our website including IP address, login data, browser type and version, time zone setting and location, browser plug‑in types and versions, operating system and platform and other technology on the devices used.
  • Profile data including your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
  • Marketing and communications data including your preferences in receiving marketing from us and third parties and your communication preferences.

We do not collect any special categories of personal data about you (including race, ethnicity, religion, sex life, sexual orientation, political opinions, trade union membership, health, genetic or biometric data). Nor do we collect any information about criminal convictions and offences.

We may also receive personal information about you from third parties including:

  • Referrals from existing clients, partners or suppliers
  • Other companies within our group
  • Credit agencies, banks, fraud prevention agencies
  • Police and law enforcement agencies
  • Governing and regulatory bodies such as the Property Ombudsman

The lawful bases we rely upon for processing personal data

Data protection law provides several lawful bases for handling personal information. We rely on the following:

Legitimate interests

We may process your information where necessary for our legitimate interests, provided this is not outweighed by your rights and interests.

Consent

Used when you give us explicit consent (e.g., posting on forums or blogs).

Performance of a contract

Used where we need your data to deliver a product or service to you.

Required by law

We may disclose information to comply with legal obligations or law‑enforcement requests.

How we use your personal information

Our main reason for processing your personal data is to respond to enquiries and provide the services you request.

Purpose Type of Data Lawful Basis
Managing viewings and providing feedback Identity data, Contact data Contractual performance
Providing valuations and managing property sales Identity data, Contact data Contractual performance
Providing comparable sales information Identity data, Contact data Legitimate interests
Fraud and money‑laundering prevention Identity data, Transaction data Legal obligation / Legitimate interests
Adding you to our marketing list after a purchase Identity, Contact, Marketing, Transaction data Legitimate interests
Business‑to‑business marketing Identity data, Contact data, Marketing data Legitimate interests
Payment processing Identity, Contact, Financial, Transaction data Contractual performance
Online registrations and questionnaires Identity data, Contact data Legitimate interests
Website analytics Technical data, Usage data Legitimate interests
Responding to enquiries and complaints Identity data, Contact data Contractual performance / Legitimate interests
CCTV for security and safety Images captured via CCTV Legitimate interests
Call recording for training and auditing Identity data, Contact data Legitimate interests
Market research and satisfaction surveys Identity data, Contact data, Profile data Legitimate interests
Managing posts on forums and blogs Identity data, Contact data Legitimate interests / Consent
Engagement through social media Contact data, Social network data Legitimate interests
Network and information security Identity data, Contact data Legal obligation
Responding to rights‑based requests All relevant data Legal obligation
Informing you of updates to terms and policies Identity data, Contact data Legal obligation
Informing you of business changes (e.g., office moves) Identity data, Contact data Legitimate interests
Administrative and technical operations Identity data, Contact data Legitimate interests
Defending legal rights or obtaining legal advice All relevant data Legitimate interests

Cookies

A cookie is a small file placed on your device when visiting a website. Cookies help us understand how the website is used and improve your experience. You can accept or decline cookies. For more details, see our Cookies Policy.

How long we keep your personal data

We retain personal data only as long as necessary. Contract‑related data is kept for six years under the Limitations Act 1980. Other retention periods vary depending on purpose. We regularly review the information we hold.

Disclosure of your personal information

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

  • Service providers, agents and subcontractors
  • Mortgage advisors
  • Energy assessors
  • Conveyancers
  • Surveyors
  • Refurbishment services
  • Solicitors
  • Credit reference agencies
  • Anti‑money‑laundering advisors
  • Payment processors
  • The Property Ombudsman
  • Property portals (Rightmove, Zoopla, etc.)
  • Marketing agencies (where consent applies)
  • Insurers
  • IT providers
  • Postal/courier companies
  • Law enforcement and regulatory agencies
  • Prospective buyers/sellers of business assets

Where your information is stored

We do not routinely transfer personal data outside the UK or EEA. Where this may occur (e.g., through cloud providers), we ensure adequate protection via approved safeguards.

Your rights

You have the right to:

  • Access your personal data
  • Object to marketing
  • Request erasure
  • Request restriction
  • Correct inaccurate data
  • Data portability
  • Avoid automated decision‑making

You can exercise these rights by emailing: [email protected]. You may need to provide proof of identity.

How to make a complaint

If you are unhappy with how we process your data, please contact us first at: [email protected].

You also have the right to complain to the Information Commissioner’s Office at www.ico.org.uk.

Links to other websites

Our website may contain links to external sites. We are not responsible for the privacy practices of these websites.

Changes to our privacy policy

We review our policy regularly. Updates will be posted on this page. Last updated: 28 January 2026.

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