Privacy Policy

Last updated: February 2026

1. Introduction

Coll & Sons ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you visit our website or use our services, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

Coll & Sons is the data controller for the personal data we collect. If you have questions about this policy, you can contact us at:

  • Email: info@collandsons.co.uk
  • Phone: +44 1702 882 100
  • Address: Southend-On-Sea areas

3. Information We Collect

We may collect the following types of personal data:

  • Contact Information: name, email address, phone number, postal address
  • Property Enquiry Data: property preferences, budget, property search criteria
  • Tenancy Data: tenancy agreements, payment history, references
  • Identity Verification: proof of identity and address (for Anti-Money Laundering compliance)
  • Technical Data: IP address, browser type, pages visited, cookies (see our Cookie Policy)
  • Communication Data: correspondence with us including emails, enquiry forms, and phone calls

4. How We Use Your Data

We use your personal data for the following purposes:

  • To provide estate agency services (sales, lettings, property management)
  • To respond to enquiries and provide property information
  • To arrange and manage property viewings
  • To process tenancy applications and manage tenancies
  • To comply with legal obligations (including Anti-Money Laundering regulations)
  • To send property alerts and marketing communications (with your consent)
  • To improve our website and services

5. Legal Basis for Processing

We process your personal data based on the following legal grounds:

  • Consent: where you have given clear consent for marketing communications
  • Contract: where processing is necessary to fulfil a contract with you
  • Legal Obligation: where we need to comply with legal requirements (e.g., AML)
  • Legitimate Interests: where processing is necessary for our legitimate business interests

6. Data Sharing

We may share your data with:

  • Property portals (e.g., On the Market) for marketing purposes
  • Solicitors, surveyors, and mortgage brokers involved in transactions
  • Referencing agencies for tenant applications
  • Our technology service providers who process data on our behalf
  • Regulatory bodies where required by law

We will never sell your personal data to third parties.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Typically:

  • Property enquiry data: 2 years after last contact
  • Tenancy records: 6 years after tenancy ends
  • AML records: 5 years after the business relationship ends
  • Marketing consent records: until consent is withdrawn

8. Your Rights

Under the UK GDPR, you have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request deletion of your data (where applicable)
  • Object to or restrict processing of your data
  • Data portability
  • Withdraw consent at any time

To exercise any of these rights, please contact us at info@collandsons.co.uk. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

9. Security

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

10. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date.