Privacy Policy

Effective date: 20 March 2026

Clews & Co Limited trading as Clews & Co ("we", "us", or "our") is committed to protecting your privacy and handling your personal data fairly and transparently.

This Privacy Policy explains how we collect, use, store, and share personal data when you:

• visit clewsco.co.uk;
• contact us by phone, email, social media, or through our website forms;
• ask us about selling, buying, letting, renting, property management, repairs, or related services;
• become a landlord, tenant, vendor, buyer, applicant, contractor, or other business contact; or
• use any customer portal or online services we make available.

1. Who we are

If you have any questions about this Privacy Policy or how we use your personal data, please contact us using the details above.

2. The personal data we collect

We may collect and process the following categories of personal data:

Information you give us directly

• your name;
• email address;
• telephone number;
• postal address;
• property address;
• expected rental value or valuation details;
• details about your enquiry, tenancy, sale, purchase, repair, or service request;
• identification and verification documents where required;
• payment, billing, or bank details where needed for our services;
• any other information you choose to send to us.

Information we collect automatically

When you use our website, we may automatically collect:

• IP address;
• browser type and version;
• device type;
• pages viewed and time spent on the website;
• referring website;
• cookie and usage data.

Information from other sources

We may also receive personal data from:

• landlords, tenants, buyers, sellers, guarantors, referees, and contractors;
• property portals and advertising platforms;
• deposit protection providers;
• maintenance providers and tradespeople;
• professional advisers;
• identity verification, referencing, or compliance providers;
• public bodies, regulators, or law enforcement agencies;
• publicly available sources.

3. How we use your personal data

We use personal data for the following purposes:

• to respond to enquiries and provide quotations, valuations, and information;
• to market, advertise, and manage property sales and lettings;
• to provide landlord, tenant, vendor, buyer, and property management services;
• to arrange viewings, inspections, repairs, maintenance, and contractor visits;
• to manage applications, tenancies, deposits, and related administration;
• to carry out identity, referencing, compliance, fraud prevention, and legal checks where required;
• to send service communications and updates;
• to improve our website, services, and customer experience;
• to keep records, deal with complaints, and defend legal claims;
• to meet legal, regulatory, and accounting obligations;
• to send marketing communications where permitted by law.

4. Our lawful bases for processing

Under UK data protection law, we rely on one or more of the following lawful bases:

Contract

Where processing is necessary to enter into a contract with you or to perform our contractual obligations.

Legitimate interests

Where processing is necessary for our legitimate interests, including:

• responding to enquiries;
• operating and improving our business and website;
• managing relationships with customers and contacts;
• preventing fraud and protecting our legal position.

We only rely on legitimate interests where our interests are not overridden by your rights and freedoms.

Legal obligation

Where processing is necessary for us to comply with legal or regulatory obligations, including property, tenancy, safety, financial, and compliance requirements.

Consent

Where consent is required, such as for certain marketing activities or non-essential cookies. You can withdraw consent at any time.

Legal claims

Where processing is necessary to establish, exercise, or defend legal claims.

5. Who we may share your personal data with

We may share your personal data where necessary with:

• employees and authorised representatives of Clews & Co;
• landlords, tenants, buyers, sellers, guarantors, and applicants;
• contractors, maintenance providers, and tradespeople;
• IT providers, website hosts, software and portal providers;
• property advertising portals and marketing partners;
• professional advisers such as solicitors, accountants, insurers, and consultants;
• deposit protection providers, referencing providers, and compliance providers;
• payment service providers and banks;
• regulators, government bodies, law enforcement, courts, or other authorities;
• any party involved in a business restructure, sale, merger, or transfer.

We require third parties processing data on our behalf to respect the security of personal data and to act in accordance with the law.

6. International transfers

We normally store and process personal data in the UK or EEA. If any of our service providers transfer personal data outside the UK or EEA, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections.

7. How long we keep personal data

We will only keep personal data for as long as reasonably necessary for the purposes set out in this Privacy Policy, including to satisfy legal, regulatory, tax, accounting, dispute, and record-keeping requirements.

Typical retention periods may include:

• general enquiries: up to 24 months after the last meaningful contact;
• customer, landlord, tenant, buyer, seller, and transaction records: usually up to 6 years after the end of the relationship or transaction;
• financial records: up to 6 years, or longer where required by law;
• compliance and verification records: for as long as required by applicable legal or regulatory obligations;
• website analytics and cookie data: in line with the relevant cookie duration or analytics settings.

We may retain data for longer where necessary to deal with complaints, disputes, or legal claims.

8. Marketing

We may send you marketing communications about our services where permitted by law. You can opt out of marketing emails at any time by:

• clicking the unsubscribe link in the email; or
• contacting us at info@clewsco.co.uk.

Opting out of marketing will not affect service-related communications.

9. Cookies and similar technologies

Our website may use cookies and similar technologies to:

• make the website function properly;
• remember preferences;
• understand how visitors use the site;
• improve performance and user experience;
• support marketing and analytics where applicable.

Where required by law, we will ask for your consent before using non-essential cookies. You can manage cookie preferences through our cookie banner and your browser settings.

If you operate a separate Cookie Policy, you should link to it here.

10. Data security

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.

However, no method of transmission over the internet or method of electronic storage is completely secure, so we cannot guarantee absolute security.

11. Your data protection rights

Under UK data protection law, you may have the right to:

• request access to your personal data;
• request correction of inaccurate or incomplete data;
• request erasure of your personal data in certain circumstances;
• request restriction of processing in certain circumstances;
• object to processing based on legitimate interests;
• request transfer of your data to you or another provider, where applicable;
• withdraw consent at any time where we rely on consent;
• complain to the Information Commissioner’s Office (ICO).

To exercise any of these rights, please contact us at info@clewsco.co.uk.

12. Complaints

If you have any concerns about how we use your personal data, please contact us first and we will try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office (ICO) in the UK. More information is available on the ICO website.

13. Third-party links

Our website may contain links to third-party websites, portals, and social media platforms. We are not responsible for the privacy practices of those third parties. We encourage you to read their privacy notices before providing any personal data.

14. Children’s privacy

Our website and services are not directed at children. We do not knowingly collect personal data from children through our website without appropriate authority or lawful basis.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page and, where appropriate, notified to you by other means.

16. Contact us

If you have questions about this Privacy Policy or your personal data, please contact: