Privacy Policy

Boydens Ltd Privacy Policy

Last Updated: 20.05.2025

1. Introduction

Boydens Ltd ("Boydens", "we", "us", "our") is committed to protecting and respecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all other applicable data protection and privacy legislation in force in the United Kingdom.

This Privacy Policy explains how we collect, use, share, and store your personal data in the course of our business as estate and letting agents. It also describes your data protection rights and how you can exercise them.

We do not sell your personal data. We will only share it with trusted third parties where necessary for the delivery of our services or where we are legally required to do so.

2. Who We Are

Boydens Ltd
Registered Office: Aston House, 57-59 Crouch Street, Colchester, Essex, CO3 3EY
Email: [email protected]
Data Protection Officer: FAO Data Protection Officer, same address as above.

3. Personal Data We Collect

We may collect and process the following personal data:

  • Full name, postal address, email address, telephone number(s)
  • Property preferences, financial details relevant to property search criteria
  • Identification documents for anti-money laundering and referencing
  • Details of property sales, purchases, or tenancies
  • Information about other occupants or household members where necessary

We collect this information directly from you or via third parties where legally justified.

4. Lawful Bases for Processing

We process your personal data on the following legal bases:

  • Performance of a contract (e.g. to facilitate your sale, purchase, or tenancy)
  • Legal obligation (e.g. Right to Rent checks, anti-money laundering)
  • Legitimate interests (e.g. marketing services we believe may be of benefit)
  • Consent, where explicitly required (e.g. marketing communications)

5. How We Use Your Data

We use your personal data to:

  • Facilitate property searches, sales, purchases, and tenancy agreements
  • Carry out referencing and compliance checks (e.g. Right to Rent, AML, Sanctions & PEP checks)
  • Notify utility providers and local authorities of tenancy changes
  • Provide legal and mortgage referral services
  • Carry out maintenance and repairs through vetted contractors
  • Send marketing communications (based on legitimate interest)

6. Data Retention

We retain your personal data only for as long as necessary. Our standard retention periods include:

  • Sales applicants: 3 months from date of registration (if inactive)
  • Lettings applicants: 2 month from date of registration (if inactive)
  • Active clients: For the duration of our relationship and a reasonable period thereafter
  • Property appraisals: Minimum of 12 months or as required by law
  • Special category health data (e.g. COVID-19): Deleted when no longer necessary

7. Sharing Your Data

We share your personal data with carefully selected third parties strictly for the purposes set out above. These may include:

Legal & Financial Services

  • Quote Legal: for provision of conveyancing quotes
  • Pargin Financial Solutions: for mortgage advice and financial validation
  • Your appointed legal representatives: as required or instructed
  • PDC: for leaseholder debt collection

Compliance and Referencing/Claims

  • Creditsafe: for anti-money laundering, sanctions, and PEP checks
    (Creditsafe Privacy Policy)
  • Goodlord: for tenancy referencing, tenancy progression, AML, Sanctions & PEP checks, utility management and credit control
  • Reposit: for alternative deposit service
    (Reposit Privacy Policy)

Utility and Property Services

  • One Utility Bill: to facilitate utility registration, council tax notifications, and management of void periods
  • Notify / Concierge Services: for optional move-related services (with consent)

Maintenance Contractors

  • Approved third-party tradespersons: for essential reactive and proactive repairs

Landlords and Prospective Tenants

  • To facilitate tenancy arrangements and ongoing property management

We ensure all third parties handle your data in accordance with the UK GDPR, and appropriate data processing agreements are in place.

8. International Data Transfers

Where data is transferred outside the UK or EEA, we ensure appropriate safeguards are implemented, such as the UK International Data Transfer Agreement (IDTA) or other adequacy mechanisms approved by the ICO.

9. Marketing Communications

We may contact you with information about our services and those of trusted partners that we believe will be of interest to you. You may opt out or update your preferences at any time by:

We will never send unsolicited marketing communications without a lawful basis.

10. Your Rights

Under data protection law, you have the following rights:

  • Access – Obtain a copy of your personal data
  • Rectification – Request corrections to inaccurate data
  • Erasure – Request deletion of your data (“Right to be Forgotten”)
  • Restriction – Limit how we process your data
  • Portability – Request transfer of your data to another provider
  • Objection – Object to certain types of processing (e.g. marketing)

To exercise any of your rights, please contact our Data Protection Officer using the details above.

If you are unhappy with how we handle your data, you can complain to the ICO:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF - www.ico.org.uk

11. Cookies

Our website uses cookies to enhance your user experience and gather analytical data.

12. Data Security

We implement appropriate technical and organisational measures to protect your personal data from unauthorised access, disclosure, alteration, or destruction.

However, internet-based data transmission is not completely secure, and we cannot guarantee the security of data transmitted to our website.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be published on our website and, where appropriate, notified to you directly.

14. Special Category Data – COVID-19

Where necessary for safety and legal compliance, we may collect health-related data (e.g. symptoms of COVID-19). This will be stored securely, only accessible to relevant parties, and deleted when no longer required.

15. Contact Us

To contact us about this policy or to exercise your rights, write or email:

Boydens Ltd
FAO: Data Protection Officer
Aston House, 57-59 Crouch Street, Colchester, Essex, CO3 3EY
Email: [email protected]