Legal
Privacy policy.
What we collect, why, how long we keep it and how to ask us about it.
What we collect
When you use the valuation form we collect your name, phone number, email address and postcode, what the request is for, where you are with it, and anything you write. The form also records the time it was sent and your IP address, used only to block automated submissions.
When we act for you as a seller or landlord we hold your identity documents and the result of an electronic identity check, which the Money Laundering Regulations require of estate and letting agents, the details of the property, the viewings and the offers, and the financial record of the sale or the tenancy. For buyers we hold your requirements, proof of funds and the offers you make. For tenants we hold your application, the referencing results (credit, employer, previous landlord), your right-to-rent documents, the occupation contract, the deposit record, inspection reports and repair history. Viewing feedback is recorded and shared with the seller or landlord.
Why we use it
- To value, market, sell, let and manage property and to carry out tenancies (contract).
- To comply with the Money Laundering Regulations, the Renting Homes (Wales) Act, Rent Smart Wales and deposit protection law (legal obligation).
- To tell registered buyers and tenants about homes that match what they asked for, until they tell us to stop (consent).
- To ask for a review after completion or the end of a tenancy, through an independent platform (legitimate interest).
How long we keep it
Valuation requests that do not become an instruction are deleted after twelve months. Sales and lettings files are kept for six years after completion or the end of the tenancy, as our regulators and insurers require; identity records for five years after the relationship ends; tenancy deposit records for six years after the deposit is returned. Buyer and tenant registrations are deleted when you ask or after eighteen months without contact.
Who sees it
The three of us. Beyond us, only the people who must have it to do their part: the property portals (the listing only), the referencing company, the deposit protection scheme, Rent Smart Wales, the other side's solicitor and agent, contractors for a repair (the address and the tenant's contact for access), the electronic identity-check provider, and our regulator, redress scheme and insurers if they ask. The form is delivered by email to us; we do not use third-party marketing platforms and we never sell or share your details.
Cookies
This site sets a single session cookie to limit repeat form submissions. It contains no personal data and expires when you close the browser. The property filter runs on our server from the address bar and stores nothing. The embedded map on the find-us page is served by Google and may set cookies under Google's own policy.
Your rights
You can ask for a copy of what we hold, ask us to correct it, ask us to delete what we are not required to keep, or object to how we use it. Email hello@severnsidehomes.co.uk or write to the address above. You can also complain to the Information Commissioner's Office at ico.org.uk.