PRIVACY POLICY

Last updated: July 2026

1. Introduction

This Privacy Policy explains how Katherine Birtwistle ("we", "us", or "our") collects, uses, and protects your personal information when you use our services or visit our website.

We are committed to protecting your privacy and handling your data in an open and transparent manner. This policy sets out the types of personal data we collect, how we use it, who we share it with, and your rights in relation to your data.

2. Information We Collect

We collect and process the following types of personal information:

Contact Information:

 

  • Name, address, telephone number, email address

 

Property Information:

 

  • Property preferences, budget, viewing history, property search criteria

 

Transaction Information:

 

  • Financial information for property transactions, mortgage details, proof of funds

 

Identification Documents:

 

  • Passport, driving licence, utility bills (for anti-money laundering checks)

 

Communication Records:

 

  • Records of correspondence, phone calls, and meetings

 

Website Usage:

 

  • IP address, browser type, pages visited, time spent on pages

 

3. How We Use Your Information

We use your personal information for the following purposes:

 

  • To provide property sales services
  • To arrange and conduct property viewings
  • To process property transactions
  • To conduct anti-money laundering and identity verification checks
  • To communicate with you about properties and services
  • To send marketing communications (with your consent)
  • To improve our services and website
  • To comply with legal and regulatory obligations
  • To prevent fraud and ensure the security of our systems

 

4. Legal Basis for Processing

We process your personal data on the following legal grounds:

 

  • Contract performance: Processing necessary to provide our services to you
  • Legal obligation: Compliance with anti-money laundering regulations and other legal requirements
  • Legitimate interests: To operate our business, prevent fraud, and improve our services
  • Consent: For marketing communications and certain data processing activities

 

5. Sharing Your Information

We may share your personal information with:

Property Transaction Parties:

 

  • Solicitors and conveyancers
  • Mortgage brokers and lenders
  • Surveyors and valuers
  • Other estate agents (for property chains)
  • Buyers, sellers, landlords, and tenants (as necessary for transactions)

 

Service Providers

 

  • IT and website hosting providers
  • Marketing and communications providers

 

Regulatory Bodies:

 

  • HM Revenue & Customs
  • National Crime Agency (for suspicious activity reports)
  • Property ombudsman schemes
  • Professional regulatory bodies

 

Legal Requirements:

 

  • Law enforcement agencies
  • Courts and tribunals
  • Other parties where required by law

 

We ensure that all third parties respect the security of your data and treat it in accordance with the law.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected:

 

  • Transaction records: 6 years from completion (for legal and tax purposes)
  • Unsuccessful applicants: 12 months after last contact
  • Marketing data: Until you withdraw consent or we no longer have a legitimate interest
  • Website analytics: 26 months

 

7. Your Rights

Under data protection law, you have the following rights:

 

  • Right of access: Request a copy of your personal data
  • Right to rectification: Correct inaccurate or incomplete data
  • Right to erasure: Request deletion of your data (in certain circumstances)
  • Right to restrict processing: Limit how we use your data
  • Right to data portability: Receive your data in a portable format
  • Right to object: Object to processing based on legitimate interests or for marketing
  • Right to withdraw consent: Where processing is based on consent

 

To exercise any of these rights, please contact us using the details below.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

 

  • Secure servers and encrypted data transmission
  • Access controls and authentication procedures
  • Regular security assessments and updates
  • Staff training on data protection

 

9. Cookies and Website Tracking

Our website uses cookies and similar technologies to:

 

  • Enable essential website functionality
  • Analyze website traffic and user behavior
  • Provide personalized content and advertising
  • Remember your preferences

 

You can control cookie settings through your browser. Please note that disabling certain cookies may affect website functionality.

For more information, please see our Cookie Policy.

10. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:

Katherine Birtwistle
Address: 100 Sunfield, Stockport SK6 4BJ
Email: info@katherinebirtwistle.co.uk
Phone: 0161 9600 191 

Data Protection Officer: Katherine Birtwistle

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

ICO
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Tel: 0303 123 1113
Website: www.ico.org.uk