Privacy Policy

Protecting your privacy

This Privacy Policy explains in detail what personal data we will process and how we will keep it safe. We want you to be fully informed about your rights and how we will use your data.

Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

We are Town & Country Real Estate Limited (“Trading As Town & country Property”).

We are a real estate business, offering lettings management & sales services to our Clients locally, nationally & Internationally. We are firmly committed to protecting the personal data we handle. We process personal data lawfully, fairly, and transparently, and only to the extent necessary for the purposes of providing you with our services and we will only use your personal data in accordance with the terms of this Privacy Policy.

At all times, we will comply with the relevant data protection laws.

Company Contact Details:

Postal address: Chief Executive Officer (35 Fairfield Approach, Wraysbury, TW19 5DP)

Email address: enquiries@townncountryproperty.com

The Company is a “data controller” under the data protection legislation, unless otherwise stated. This means that we are responsible for deciding how we hold and use personal data about you. Your information is gathered, shared, and used by us as set out in this Privacy Policy.

We are registered with the Information Commissioner’s Office (“ICO”) under reference: ZB005659.

Town & Country Real Estate Limited is (collectively referred to as “Town & Country Property” in this policy). Our company values your privacy and is strongly committed to protecting your personal data. Town & Country Property is required to handle your data in accordance with applicable data protection laws.

Date: Revised April 2026.

Changes to our Privacy Policy

We may need to update this Privacy Policy from time to time. Any changes we make to our Privacy Policy will be posted on this page, however, if there are any significant changes we will let you know and explain the changes.

You are also welcome to request a current copy by writing to us at the address above at any time.

Third-party links

Our websites may include links to third-party websites or links to other websites of interest, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy policies. When you leave our website, we encourage you to read the Privacy Policy of every website you visit.

Collection and use of personal data

Personal data means any information about you that can be used to identify you. This does not include data where your identity has been removed (such as anonymous data).

We collect, use, store, and transfer different kinds of personal data about you, these can be grouped as:

  • Identity information: information which identifies you for example your name, date of birth
  • Contact details: your postal, billing and / or delivery address, email address, and telephone number;
  • Financial Information: includes bank account payment information and transaction history (payment card number, and other information necessary for identification and verification of payments, and  records of payments, details of products or services purchased and associate billing history) ;
  • Technical data or Cookies: internet protocol (IP) address or browsing actions and patterns (collected through cookies). For more information about how and why we use cookies, please take a look at our Cookie information;
  • Profile information: your account login details including your username and where relevant password;
  • Feedback Data: responses to surveys, questionnaires, reviews, or other feedback mechanisms, including any comments or ratings you provide;
  • Usage Data: includes information about how you use our website, products, and services;
  • Marketing and communication preferences: how you prefer to receive marketing messages and other communications from us; and
  • Publicly available information: available on third-party sites such as social media sites for example LinkedIn, Pitchbook, BoardEx or our website.
  • Call and meeting recordings: We may record telephone calls and online or in-person meetings (including video and audio) for purposes such as accurate record keeping, training, quality assurance, compliance, and the prevention or detection of wrongdoing. Where recordings are made, we will inform participants in advance or at the start of the call or meeting. Recordings will be processed in accordance with this Privacy Policy, kept securely, and retained only for as long as necessary for the purposes for which they were collected.

This list is not exhaustive, and in specific instances, we may need to collect additional data for the purposes set out in this Privacy Policy.

If you are a Client or prospective Client:

A ‘prospective or existing Client’ of the Company includes any individual or organisation that is engaging with us, or is seeking to engage with us, or whom we are seeking to engage with, for the purpose of receiving or providing real estate services, management services, valuation services, or real estate consultancy services (a “Client”).

Where you are a Client or prospective Client of the Company, we may collect the personal data as described above and also collect and process personal data about other individuals within your organisation. This may include their name, business email address, job title, telephone number, and business postal address.

If you are a Supplier or prospective Supplier:

A ‘prospective or existing Supplier’ of the Company is any individual or organisation that provides, or is seeking to provide, goods or services to the Company. This includes third‑party vendors, contractors, consultants, and service providers engaged to support the Company’s operations or deliver specialist expertise (a “Supplier”).

Where you are a prospective Supplier or Supplier of the Company, we may collect the personal data as described above and also collect and process personal data about other individuals within your organisation. This may include their name, business email address, job title, telephone number, and business postal address.

If you are a Candidate or a prospective Candidate:

A Candidate is any individual who engages with the Company for the purpose of being considered for employment opportunities, interim management roles, executive appointments, or consultancy assignments with our Clients. This includes individuals who apply directly, are introduced to us by a third party, or are approached by us as part of our recruitment or executive search activities.

A prospective Candidate is any individual who has not yet formally engaged with the Company but may be considered for potential employment opportunities, interim management roles, executive appointments, or consultancy assignments. This includes individuals whose details we have identified or received as part of market mapping, talent pooling, research activities, or initial outreach.

If you are a Candidate or a prospective Candidate, we may also collect the following categories of personal data:

  • Employment Records: which includes evidence of your right to work in the UK (including a photograph, nationality, place of birth, birth certification, driving licence),  your qualifications, skills, experience and training, Educational history, Employment history, Details of employment or educational referees, References, and Other information contained on your CV or that you choose to provide us.
  • Special category data: also known as sensitive personal data, which includes information about your physical or mental health, health conditions, including any medical conditions, disabilities, or neurodiversity, psychometric and personality assessments.
  • Criminal offence data: which includes the results of criminal and other background checks.
  • Other relevant information: includes your job search criteria, preferences and expectations, your current working patterns and flexible working arrangements, current and desired remuneration/payrate and other benefits.
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Special Category Personal Data:

Where it is necessary for us to gather special categories of personal data we will only do so when we have a lawful basis. Special Category personal data includes information about your race, ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, gender, biometric data (where this is used for identification purposes), health data, and sex life.

We may process special categories of personal information in the following circumstances:

  • In limited circumstances, with your explicit written consent.
  • Where we need to carry out our legal obligations and in line with our data protection policy.
  • Where it is needed in the public interest, such as for equal opportunities monitoring.
  • Where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality safeguards.

Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests), and you are not capable of giving your consent, or where you have already made the information public.

Where we collect special category data, we shall only do so in accordance with this Privacy Policy, our all applicable data policies (a copy of which is available on request) and applicable data protection laws.

Criminal Offence data:

Where permitted by law, we may also process information about criminal convictions, criminal offences, related security details, alleged offences, including unproven allegations, spent or previous convictions, or other details provided in relation to a criminal reference check or similar.

Keeping your personal data accurate:

It is important that the personal data that we hold about you is accurate and current. Please keep us informed if your personal data changes during our relationship with you.

If you believe that any of your data that the Company processes is incorrect or incomplete, please contact us using the Company contact details and we will take reasonable steps to check its accuracy and correct it where necessary.

If you fail to provide personal data:

Where we need to collect personal data by law, or under the terms of a contract we have, or are entering in to with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (such as providing services to you), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our Candidates or prospective Candidates). In this case, we may have to cancel the services requested from us or you may not be able to commence employment, but we will notify you if this is the case at the time.

Anonymised data:

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you). This can be for research or statistical purposes, in which case we may use the anonymised information indefinitely without further notice to you.

We collect, use, and share anonymised and aggregated data such as statistical or demographic data for purposes including reporting. Anonymised and aggregated data could be derived from your personal data but will not directly or indirectly reveal your identity. However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Privacy Policy.

How we collect your personal data

  • We use different methods to collect information from and about you.
  • We collect personal data from you directly from emails, phone calls, video calls, interviews and in-person meetings.
  • We collect personal data also when you register for services or enter into a commercial agreement with us.
  • We also collect personal data if you request information from our website or engage with us via social media.
  • We may collect personal data about you (or your business, where applicable) from other companies within our Group, from another source such as a job board or LinkedIn, or from third parties.

Data from third parties:

We may also collect information from other organisations, for example, from:

  • Other companies within our Group
  • Referees
  • Clients, Suppliers, and other Candidates
  • Payroll service providers
  • Pension administrators
  • Background check providers
  • Public information sources such as Companies House
  • Agents working on our behalf
  • Market researchers
  • Companies that we partner with

Purpose of processing

We will only use your personal data when the data protection law allows us to do so.

The Company will collect your personal data (which may include special category personal data) for the main purpose of providing you with our services.

If you are a Client or Supplier:

Where you are a Client, or a Supplier of the Company, we use your personal data to establish and manage our relationship with you. This includes assessing opportunities to work together, entering into, and performing contracts, delivering, or receiving services, handling enquiries, and maintaining effective communication throughout our engagement.

We may process your personal data to process any payments made for the provision of services and/or products. This may include information for identification and verification, such as your name, bank account details, and/or other payment-related information required to process the transaction securely.

Any payment transactions carried out by us, or our chosen third-party provider of payment processing services, will be kept secure and encrypted where possible.

If you are a Candidate or a Prospective Candidate:

We process your personal data for the purposes of providing you with recruitment services. This includes, for example, contacting you about potential roles, assessing your suitability for those roles, updating our databases, putting you forward for job opportunities, arranging payments to you, assessing your performance, and developing and managing our services and relationship with you.

We may also provide career guidance, which may or may not be part of a recruitment process.

In some cases, we may be required to use your personal data (including special category personal data) for the purpose of investigating, reporting, and detecting crime and also to comply with laws that apply to us (including employment-related laws). We may also use your personal data during the course of internal audits to demonstrate our compliance with certain industry standards.

There may be circumstances where the Company will still need to process your personal data for legal or official reasons. Where this is the case, we will tell you, and we will restrict the data to only what is necessary for those specific reasons.

Legal Basis

Data protection law sets out a number of different reasons for which we may collect and process your personal data. Most commonly, we will use your personal data in the following circumstances:

  • Where we need to perform the contract we are about to enter into or have entered into with you
  • Where it is necessary for our legitimate interests
  • Where we need to comply with our legal obligations and/or
  • Where you have consented to it.

Legitimate interests:

A legitimate interest is when we have a business or commercial reason to use your personal data except where such interests are overridden by your interests or fundamental rights or freedoms which require protection of personal data.

Where the Company has relied on a legitimate interest to process your personal data our legitimate interests include providing our services to our Clients and Candidates or Prospects, to facilitate the rental/sales process, managing our database and keeping Candidate records up to date and to ensure internal administrative activities run smoothly.

Legal obligations:

The Company is legally required to collect and process certain personal data in order to comply with applicable laws and regulations. This includes, for example, obligations under:

  • The Renters Right Act 2026
  • Immigration legislation (e.g., right‑to‑work checks)
  • AML Protocol
  • Safeguarding requirements (where applicable)

Contractual requirement:

We may also need to process your personal data where it is necessary to enter into, or perform, a contract with you. This applies when the processing is required for us to deliver our services or manage our contractual relationship.

Consent:

In certain circumstances, we are required to obtain your consent to the processing of personal data in relation to certain activities. You have the right to withdraw your consent to these activities at any time.

Where the Company has obtained your consent to process personal data and/or special category personal data, you have the right to withdraw your consent to these activities at any time.

Automated Summarisation

We may use automated note-taking and summarisation tools to generate Candidate profiles and job documentation to provide some services and to tailor the information we provide to you. These tools require calls and meetings to be recorded, and you will be notified if you are being recorded and given the opportunity to opt out of recordings. We do not use personal data for automated decision-making processes that produce legal or similarly significant effects on individuals. You will be advised if this changes.

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

If you have given your consent to receive marketing emails, you can withdraw this at any time, or if we are relying on our legitimate interests to send you marketing, you can object.

You can opt-out from receiving these at any time by clicking “unsubscribe” when you receive these communications from us or by contacting us at enquiries@townncountryproperty.com

Where you have opted out of receiving marketing emails, this opt‑out does not affect essential communications necessary for us to deliver the services, nor any important notices relating to our service offering or changes to your existing services.

Disclosure of your personal data

We only ever share your personal data with trusted third parties.

Your personal data may be shared or disclosed to third parties in connection with the services we are providing to you.

The reasons we may share your data with third parties are:

  • If we are under a legal or regulatory duty to do so,
  • If it is necessary to do so to enforce any of our terms and conditions or other contractual rights,
  • It is necessary to provide you with the services requested,
  • To lawfully assist the police or security services with the prevention and detection of crime or terrorist activity,
  • Where such disclosure is necessary to protect the safety or security of any persons or property, and/or
  • Otherwise as permitted under applicable law.

The Company may disclose your personal data and/or special category personal data with the following recipients:

  • Our Clients (whom we may introduce or supply real estate services to);
  • Our Candidates (whom we may introduce to a Client),
  • Former employers (whom we may seek references from);
  • Payroll service providers (who manage payroll on our behalf or other payment intermediaries whom we may introduce you to); and/or
  • Other agencies in the supply chain: and/or Our Compliance team or Third‑party service providers who assist us with compliance, verification, and due diligence checks, including right‑to‑work checks, background screening, reference verification, regulatory or Client‑mandated checks, and other pre‑engagement or ongoing compliance requirements.

We may also share personal data with trusted third parties we may work with from time to time to help us with operating and improving our services. For example, we may share personal data with the following providers:

  • Our system providers including but not limited to the providers of our CRM database; our timesheet and invoicing system, Capture Business Solutions Limited (our expense system), and SalesQ Technologies Inc (transcription tools);
  • HMRC;
  • Our CV formatting and administration providers, Arpeo Solutions or Colvill Banks, both divisions of White Crow Research Ltd (CV reformatting  and admin services provider), and HireAra AI Limited;
  • Our marketing service providers including but not limited to RiversideFM Inc, Wistia Inc, Mailchimp, and Qualtrics;
  • Our assessment provicers, HoganAssessment Systems Inc, and Clevry UK Limited;
  • Affiliates within our Group; and
  • Third parties to whom we may choose to transfer the assets of

We only provide third parties with the information they need to know to perform their specific services. Where personal data is shared with a managed service provider or other third-party Supplier, we work closely with them to ensure that your personal data is secure and protected at all times.

Our contracts with third parties make it clear that they must hold personal data securely, abide by the principles and provisions of data protection rules, and only use information as we instruct them to. In all instances where we disclose your information to third parties, we will ensure that your information is appropriately protected. If we stop using their services, any of your personal data held by them will either be deleted or rendered anonymous.

We maintain an up‑to‑date list of sub‑processors and relevant third parties, which is available on request. Please contact us using the details set out in the company contact details section.

Overseas Transfers

The Company may transfer the information you provide to us to countries outside the UK or the European Economic Area (‘EEA’) for the purposes of providing you with recruitment services.

Whenever we transfer your personal data out of the UK or the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • We transfer your personal data to countries that have been formally recognised by the UK or the European Commission as providing an adequate level of data protection,
  • We use specific contractual protections approved for use in the UK and/or the EEA, such as the UK International Data Transfer Agreement, or the EU Standard Contractual Clauses and the International Data Transfer Addendum,
  • We rely on any other appropriate safeguards permitted under data protection law, and / or
  • In limited circumstances, we may rely on an applicable derogation under data protection legislation (for example, where the transfer is necessary for the performance of a contract or with your explicit consent).

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK and the EEA

Data retention

The Company will retain your personal data only for as long as is necessary and to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, insurance, contractual or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Different laws and other requirements require us to keep different data for different periods of time.

For Candidates:

Where we hold Candidate personal data, typically for those who have done interim work through us, we must keep your payroll records, holiday pay, sick pay, and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security, and tax legislation. This can be from 3 to 6 years.

For prospective Candidates:

We retain personal data relating to prospective Candidates only for as long as necessary to assess potential suitability for roles and to maintain contact regarding relevant opportunities. We typically retain prospective Candidate information for up to 7 years from our last interaction with you, or from the date we collected your information. If you progress to become a Candidate, we will retain your personal data in accordance with our Candidate retention periods.

For Clients:

We will retain personal data relating to Clients up to 7 years after the end of our contract or engagement, unless a longer retention period is required by law or is necessary for the establishment, exercise, or defence of legal claims.

Once our contractual relationship ends, we retain personal data for a period necessary to comply with our legal, regulatory and tax obligations, maintain accurate business and financial records, manage and resolve any queries, disputes, or claims, and demonstrate that we have operated lawfully and in accordance with our contractual obligations.

For Suppliers:

We retain personal data relating to our Suppliers for as long as is necessary to manage our commercial relationship, administer the contract, and receive the goods or services you provide. Supplier personal data will be retained for up to 7 years after the end of our contract or working relationship, unless a longer period is required by law or necessary for the establishment, exercise, or defence of legal claims. Records relating to invoicing, payments and financial transactions may be held for longer where required under tax or financial regulations.

Only our employees who need the information to perform a specific job (for example, consultants, our accounts team, or our marketing team) are granted access to your personal data.

The Company uses all reasonable efforts to safeguard your personal data. However, you should be aware that the use of email/ the Internet is not entirely secure and for this reason the Company cannot guarantee the security or integrity of any personal data which is transferred from you or to you via email/ the Internet.

Your rights

Please be aware that you have the following data protection rights:

  • The right to be informed about the personal data the Company processes on you;
  • The right of access to the personal data the Company processes on you;
  • The right to rectification of your personal data;
  • The right to erasure of your personal data in certain circumstances;
  • The right to restrict processing of your personal data;
  • The right to data portability in certain circumstances;
  • The right to object to the processing of your personal data where the processing is for: (a) a task carried out in the public interest; (b) the exercise of official authority vested in you; (c) your legitimate interests (or those of a third party); or (d) direct marketing purposes;
  • The right not to be subjected to automated decision-making and profiling; and
  • The right to withdraw consent.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee or refuse your request if your request is deemed unfounded or excessive.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally, it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

You can also contact us using the Company contact details if you want to exercise any of the other rights listed above.

How can we help?

If you have any questions about our use of your personal data or want further information about how your personal data has been handled, we kindly ask that you contact us.

If you wish to complain about how your personal data has been handled, this Privacy Policy or any of the procedures set out in it, we kindly ask that you contact us in the first instance. To follow our complaints process, please contact us using the details below so that we can investigate and respond in accordance with our procedures.

CEO – Town & Country Real Estate Ltd

You also have the right to raise concerns with the Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/concerns/, or any other relevant supervisory authority, should your personal data be processed outside of the UK, if you believe that your data protection rights have not been adhered to.