Privacy Policy

Important notice

This is the privacy notice of Northumberland Properties Ltd (registration number: whose registered office is at referred to as we, us or our in this privacy notice. This privacy notice sets out how we collect and process your personal data. This privacy notice also provides certain information that is legally required and lists your rights in relation to your personal data.

This privacy notice relates to personal information that identifies you as a natural person (whether you are an actual or potential customer, an individual who browses our website or an individual outside our business with whom we interact). We refer to this information as personal data / information and further detail of what this includes is set out below.

The privacy and security of your personal information is very important to us so we want to assure you that your information will be properly managed and protected by us at all times. Please read this privacy notice carefully as it explains how we may collect and use your personal data.

How to contact us

Controller and contact details:

For the purposes of relevant data protection legislation, we are a controller of your personal data. As a controller, we use (or process) the personal data we hold about you in accordance with this privacy notice.

If you need to contact us in connection with the use or processing of your personal data, then you can do so using our contact details as set out below.

Data Protection Representative:

Our Data Protection Representative is Charlie Maling-Dunn who you can contact via email at, via telephone no 0191 or via post at the registered office address above.

What information we hold about you and where we obtain this from:

The personal data that we collect about you may include the following information:

  • Personal data you provide to us in person, via our website or by telephone
  • Personal data you provide when you enquire about our services or contract our services
  • General information about you, such as your name, address, contact details and date of birth
  • Personal data you provide if you subscribe to any of our mailing or newsletter services
  • Your credit history / previous addresses / identification
  • Financial details, such as your bank account and card details
  • Information about your use of our website such as your IP address, which is a unique number identifying your computer, including personal data gathered using cookies.
  • Enquiries through property portals when your request further information on a property or request information or contact from one of our outsourcers:
    • Financial advisors, mortgage brokers, lenders and solicitors/conveyancing agents through transactions relating to the services we are providing.

We also collect information from publicly available sources and third- party databases made available to us for the purposes of reducing fraud and financial crime as well as any other third-party databases where your personal data may be held, provided such third parties have lawful bases on which to share such personal data with us.

How we use your personal data and the lawful basis for doing so

Where we are relying on a basis other than consent:

We may rely on one or more of the following legal bases when processing your personal data for the following purposes:

Purposes for which we process your personal data

In order to perform our contractual obligations to you. This includes proving our services including processing information in connection with a property’s sale and end of contract arrangements.

We also conduct searches about your identity, your current and past residential addresses, and your right to live in the U.K and credit history to meet applicable laws.

To assist in the prevention and reduction of fraud and other financial crime.

In the interests of security and to improve our service – telephone calls you make to us may be monitored and/or recorded.

We may send you information about properties and property related services you may request of us or that we think will be of interest to you.

The basis on which we can do this (this is what the law allows)

The processing is necessary in connection with any contract that you may enter into with us

The processing is necessary for us to comply with the law and our legal requirements

The processing is necessary to pursue our legitimate interest in the management and operation of our business

To let you know about our services that may be of interest to you

The processing is necessary in connection with some contracts that you may enter into with us

Who we pass your personal data to

We may need to pass your personal data to other companies which may include:

  • Other companies, for example, mortgage brokers, independent financial advisors, solicitors/conveyancing agents, third parties who provide services to the property such as surveying companies for surveying services required for the sale/purchase of your property.
  • Firms that provide administration and processing services to us or on our behalf in order to complete activities such as, IT systems and administrative services and other activities set out in this privacy notice, as well as support activities such as finance and auditing services
  • Organisations that have a specific role laid out in law, such as statutory bodies, regulatory authorities and other authorised bodies
  • Other organisations where we have a duty to or are permitted to disclose your personal information by law, for example if we received a valid request from the police or other third-party organisation in the interest of preventing and detecting crime
  • Credit reference agencies to check your credit history. This check will be recorded on your credit reference file without affecting your ability to apply for credit
  • Third parties we use to recover money you may owe us, or to whom we may sell your debt
  • Another company, if our business or part of it is bought or taken over by that company to make sure your contract can continue to be serviced or as part of preliminary discussions with that company about a possible sale or take over

The information you share with us may be transferred by us or any of the types of firms or organisations we have noted above, to other countries in order for processing to take place, including locations outside of the UK. We will only do so if there are adequate levels of protection in place as required by applicable data protection laws.

Accessing our website and cookies

When you visit our website, we may collect information from you such as your email address, IP address (a unique address that identifies a device on the internet or a local network) and other online identifiers. This helps us to track unique visits and monitor patterns of customer website traffic, such as who visits and why they visit.

We may use third parties to collate IP addresses to help us understand our Internet traffic data and data regarding your browser type and computer. We may also use web usage information to create statistical data regarding the use of our website. We may then use or disclose that statistical data to others for marketing and strategic development purposes, but no individuals will be identified in such statistical data.

We may use cookies and/or pixel tags on some pages of our website. A cookie is a small text file sent to your computer, mobile phone or tablet depending on the device used to access our website. A pixel tag is an invisible tag placed on certain pages of our website, but not on your computer. Pixel tags usually work together with cookies to help us to give you a more tailored service.

We may also use cookies and pixel tags in our email communication to personalise the email and track whether the email has been opened and whether the recipient has used any website links contained in the email communication. This allows us to monitor and improve our email communications and website. Useful information about cookies, including how to remove them, can be found at .

Internet browsers normally accept cookies by default, although it's possible to set a browser to reject cookies. However, refusing to accept cookies may restrict your use of our website and/or delay or affect the way in which our website operates. You can find more information on cookies when you visit our website.

The open nature of the internet is such that data may flow over networks without security measures and may be accessed and used by people other than those for whom the data is intended. While this is outside of our control, we do take the protection of your information very seriously and aim to apply appropriate levels of security at all times.

Closed circuit television (CCTV)

Where CCTV is used, we have identified and documented the potential impact on individuals’ privacy and have taken this into account when installing and operating the CCTV system. We regularly review whether CCTV is still the best security solution.

Where we use CCTV, and we only retain recorded CCTV images for long enough to allow for any incident to come to light (for example, for a theft to be noticed) and to investigate it.

We will respond to individuals or organisations making requests for copies of their images on our CCTV footage and will seek prompt advice from the Information Commissioner where there is any uncertainty. We will securely store CCTV images, limit access to authorised individuals, and regularly check that the CCTV system is working correctly.

We have a nominated individual who is responsible for the operation of the CCTV system.

Telephone recording

Where telephone conversations are recorded, we will inform you of this at the beginning of the call together with our reasons for doing so and any objections should be raised immediately.

Telephone recordings will be stored securely for no longer than necessary and you have the right to request a copy where this is still available. The call recordings will only be passed to third parties where we have a legal right or legal obligation to do so.

Payment card data is protected in accordance with the Payment Card Industry Data Security Standard (PCI DSS) and we will not record Sensitive Authentication Data (SAD) or where this is not possible, is immediately deleted after card authorisation.

Your rights

We will only store your data for as long as is necessary to comply with the requirements of your contract(s) and any legal obligations or lawful processing conditions that may exist as a result. This will mean we will store your data for 10 years after your last interaction with us.

You have a number of rights concerning the personal information we use, which you may ask us to observe. In some cases, even when you make a request concerning your personal information, we may not be required, or be able to carry out your request as this may result in us not being able to fulfil our legal and regulatory obligations under the lawful processing conditions under which we hold your data or because there is a minimum statutory period of time for which we have to keep your information. If this is the case, we'll let you know our reasons.

You can ask us to:

  • Provide a copy of your personal information
  • Correct or delete unnecessary or inaccurate personal information
  • Restrict or to object to the use of your personal information at any time
  • Provide your personal data in a structured, commonly used, and machine-readable format and to have your personal data transferred to another controller. This right only applies where our processing of your personal data is automated, and the processing took place initially with your consent or for the performance of a contract with you
  • Where we rely on your consent to use your personal information, you can withdraw that consent at any time. Where your consent is withdrawn, your previous consent will remain valid in respect of our use of your information prior to the date you withdrew it, or if any marketing material has been sent prior to you advising that you don’t want us to contact you again.

If you have any questions or concerns about this privacy notice or your data protection rights, please contact us using our details set out at the beginning of this privacy notice.

You also have the right to make an enquiry or to complain to the Information Commissioner’s Office (ICO) if you are unhappy with our use of your data, or if you think we have breached a legal requirement. Further details about the ICO are available at

How we contact you about other products and services

We may from time to time process your personal data to let you know about our services that may be of interest to you. This is because we value your custom, and we pride ourselves in offering professional and tailored advice.

Our lawful basis for processing your personal data in this way is necessary to pursue the legitimate interests of our business unless we have otherwise obtained your consent to do so.

We may contact you by post, telephone or e-mail. You will be given the option to stop receiving any communications from us in this regard at any time, however, please note that this will not affect us contacting you about our services that you have specifically requested from us.