Privacy Policy

Effective Date: 10 August 2026

Thomas Hill Sales & Lettings Ltd Privacy Policy

Thomas Hill Sales & Lettings Ltd ("Thomas Hill", "we", "our", or "us") is committed to protecting your privacy and handling your personal information fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection legislation.

This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website or our property services.

1. Who We Are

Thomas Hill Sales & Lettings Ltd

Email: sales@thomashillnet.co.uk

Telephone: 01733 564741

Website: www.thomashillnet.co.uk

Thomas Hill Sales & Lettings Ltd is the data controller responsible for the personal information you provide to us.

2. Information We Collect

We may collect and process the following personal information:

Name
Postal address
Email address
Telephone number
Property requirements
Property ownership details
Tenancy information
Identification documents where legally required
Financial information where necessary for tenancy applications or property transactions
Communications between you and Thomas Hill
Website usage information through cookies and analytics

We only collect information that is necessary for the services we provide.

3. How We Collect Your Information

We collect information when you:

Complete forms on our website
Register for property alerts
Request a valuation
Contact us by telephone, email or post
Arrange a viewing
Become a landlord, tenant, buyer or seller
Apply for a tenancy
Visit our website through cookies and similar technologies

4. How We Use Your Information

We use your personal information to:

Respond to your enquiries.
Arrange property viewings.
Provide estate agency and letting services.
Process tenancy applications.
Carry out referencing and affordability checks.
Prepare tenancy agreements and legal documents.
Manage properties on behalf of landlords.
Meet our legal and regulatory obligations.
Improve our website and customer services.
Respond to complaints.
Prevent fraud and money laundering.
Communicate with you regarding your enquiry or property transaction.

Where you have given your consent, we may also send you marketing communications about our services. You may withdraw your consent at any time.

5. Our Legal Basis for Processing

Under UK GDPR we rely on one or more of the following lawful bases:

Your consent.
Performance of a contract.
Compliance with a legal obligation.
Legitimate interests in operating and improving our business.
Protection of vital interests where applicable.

6. Marketing Communications

We will only send marketing emails where permitted by law or where you have given your consent.

You may unsubscribe from marketing communications at any time by:

Clicking the unsubscribe link in our emails; or
Contacting us at sales@thomashillnet.co.uk

We will never sell your personal information to third parties.

7. Sharing Your Information

We may share your information where necessary with:

Referencing agencies
Credit reference agencies
Deposit protection schemes
Local authorities
Utility providers
Contractors and maintenance providers
Solicitors
Mortgage advisers (where requested)
Insurance providers
Government agencies where required by law
Professional advisers
IT and website service providers

All third parties are required to process your information securely and only for authorised purposes.

8. How Long We Keep Your Information

We only retain your personal information for as long as necessary to fulfil the purposes for which it was collected or to comply with legal, accounting, or regulatory requirements.

Retention periods vary depending on the type of information and legal obligations.

9. Cookies

Our website uses cookies to improve your browsing experience.

Cookies help us:

Understand how visitors use our website.
Improve website performance.
Remember your preferences.
Analyse website traffic.

You can control or disable cookies through your browser settings.

Please see our separate Cookie Policy for further information.

10. Keeping Your Information Secure

We take appropriate technical and organisational measures to protect your personal information against:

Unauthorised access
Loss
Misuse
Disclosure
Alteration
Destruction

Although we use reasonable security measures, no internet transmission can be guaranteed to be completely secure.

11. Your Rights

Under UK GDPR you have the right to:

Access your personal information.
Correct inaccurate information.
Request deletion of your information (where applicable).
Restrict processing.
Object to processing.
Request data portability.
Withdraw consent at any time where processing is based on consent.
Lodge a complaint with the Information Commissioner's Office (ICO).

To exercise your rights please contact:

sales@thomashillnet.co.uk

12. Third-Party Websites

Our website may contain links to third-party websites.

We are not responsible for the privacy practices or content of external websites and recommend that you read their privacy policies.

13. Children's Privacy

Our services are not intended for children under the age of 18.

We do not knowingly collect personal information from children.

14. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, guidance or our business practices.

The latest version will always be available on our website and the date of the latest update will appear at the top of this page.

15. Contact Us

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