7 Day Enquiry Line* 01454 417336

Milburys GDPR Privacy Policy

Milburys are committed to respecting and protecting your privacy.

Our Privacy Policy is designed to give you a clear explanation of how and why we handle your personal data. This is done in compliance with the General Data Protection Regulation (EU) 2016/679. Further information can be obtained from the Information Commissioner’s website at www.ico.org.uk.


  1. About Milburys
  2. Data Protection Lead
  3. The Lawful Basis for processing Personal Data
  4. How do we collect your Personal Data?
  5. What Personal Data do we collect?
  6. How do we use your Personal Data?
  7. How long do we hold your Personal Data?
  8. Your Rights under GDPR
  9. How do we share your Personal Data?  
  10. Security of your Personal Data
  11. Cause for Complaint
  12. Privacy Policy Review


  1. About Milburys

‘Milburys’ are collectively Milburys Estate Agents Ltd (Company Number 7691055), Milburys Property Letting & Management Ltd (Company Number 7691043), Milburys Property Solutions Ltd (Company Number 08444833) and Milburys Tenancy Agreements Ltd (Company Number 5271798) are all registered at 61 High Street, Thornbury, South Gloucestershire, BS35 2AP. Each company is a wholly owned subsidiary.


  1. Data Protection Lead

Our Data Protection Lead can be reached at 61 High Street, Thornbury, South Gloucestershire BS35 2AP or via email jdgrant@milburys.co.uk.


  1. The Lawful Basis for processing Personal Data

Milburys must have a lawful basis for the processing of your personal data. These are listed below and available in detail by following the link at the bottom of his paragraph.

Consent – offering you choice and control.

Contract – to enable us to fulfil our contractual obligations.

Legal Obligation – to comply with a common law or a statutory obligation.

Public Task – to comply ‘in the exercise of official authority’/powers that are set out in law.   

Legitimate Interests – use of personal data in ways that would be reasonably expected in our normal line of business, which have minimal privacy impact.

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/


  1. How do we collect your Personal Data?

We collect your personal data in a number of ways, including (but not limited to) personal visits to our branches, our website and online forms, emails, telephone conversations, property viewings and market appraisals, cookies, via property portals such as Rightmove/Zoopla and social media platforms such as Facebook and Twitter.

Cookies are files created by a website that is stored in the user's computer either temporarily for that session or permanently on the hard disk (persistent cookie). Cookies provide a way for the website to recognize you and keep track of your preferences.


  1. What Personal Data do we collect?

When registering for property updates, viewings, market appraisals and general enquiries, information collected may include (but not limited to) your name, address, telephone number/s and email address.  

Should you become a client of Milburys (be it landlord or vendor) to comply with current Anti Money Laundering Regulations, additional information collected would include (but not limited to) photographic ID (current driving license/passport) and proof of address (current utility bill/bank statement etc.).

Should you enter into a tenancy agreement via Milburys, additional information collected would include (but not limited to) bank details, employers/accountant/landlord references, relevant visas where required under the UK Immigration Act 2014 (https://www.gov.uk/government/publications/landlords-right-to-rent-checks-guide).


  1. How do we use your Personal Data?>

We use your personal data where we have a contractual obligation with you.

Also where it is deemed we have a legitimate interest such as following a direct enquiry where you have registered for property alerts, requested a market appraisal, bought or sold, let or rented a property through us. Examples might be the offer of additional property related services such as subsequent updates on property values.


  1. How long do we hold your Personal Data?

As Data Controller, Milburys may hold your personal data for differing periods of time in accordance with the purpose for which it has been collected. Certain data is held for prescribed periods in accordance with our statutory obligations under the Estate Agents Act 1979 and HMRC requirements.


  1. Your Rights under GDPR

We have summarised your general rights below. Further detailed information can be obtained from the Information Commissioner’s website at www.ico.org.uk.

You may opt out of receiving marketing communications from Milburys. You can do so by clicking the ‘unsubscribe’ link on our marketing emails.

You may access the information we hold about you.

You may access information about the processing and storage of your personal data.  

To withdraw consent for the use of your personal data where our relationship is not contractual.*

*You may request erasure of your personal data notwithstanding our statutory obligations under the Estate Agents Act 1979 and HMRC requirements.


  1. How do we share your Personal Data?  

In addition to any member of the Milburys group of companies (as listed above), we may pass your personal data to relevant third-party service providers and sub-contractors for the purposes of completing specific roles relevant to our involvement with you.

Milburys require that all third parties respect the security of your personal data and treat it in accordance with General Data Protection Regulations. They may not use your personal data for their own purposes, only in accordance with our specified instructions.

Such third parties are listed below (but not limited to):  

DezRez – Estate Agency Software

LetMc – Property Management Software

Xero – Accounting Software

Spectron – IT Support

Brief Your Market – Marketing Software

Microsoft Outlook – Emails

Oogly – Web Design and Web Hosting

Rightmove – Property Marketing Portal

Zoopla – Property Marketing Portal

Deposit Protection Scheme – Tenancies

Homelet – Referencing Agency

Van Mildert – Referencing Agency

Docusign - Contracts

Authorised Contractors – Property Related

Energy Plus – Floorplans and Energy Performance Certificates

Utility Companies – Tenancies

HMRC – Lawful Information Requests


  1. Security of your Personal Data

Where you have been given the option to create, or you have been given log-in details/passwords to access relevant areas of our secure servers, it is your personal responsibility to keep your log-in details/passwords confidential and not share them with anyone.  


  1. Cause for Complaint

In the first instance please address your concerns to our Data Protection Lead as listed above. If you consider Milburys have failed to comply with data protection legislation, you have the right to lodge a complaint with the relevant UK supervisory authority. https://ico.org.uk/concerns/


  1. Privacy Policy Review

This Privacy Policy was last updated on 18th May 2018.