At Victoria Pinkerton, we're committed to protecting your personal data. This policy explains how we collect, use and store your information when you visit our website or use our services.
Last updated: May 2025
What We Collect
Depending on your interaction with us - whether buying, selling, renting or letting - we may collect the following personal data:
Identity & Contact Details
Name, marital status, date of birth, address, phone number, email, nationality, and ID verification.
Property & Financial Details
Ownership information, references, bank details, credit checks, transaction history, and immigration status if relevant.
Technical & Usage Data
IP address, browser info, location, how you use our website, and how you arrived on it.
Marketing Preferences
Your choices regarding how we communicate with you.
Call Recordings
We may record conversations with our team for quality, training and monitoring purposes.
We also collect Aggregated Data
(e.g., how often a page is visited) which does not identify individuals unless linked with personal data.
How We Collect It
We collect data in the following ways:
Directly from You
When you fill in forms, call us, visit our offices, email, or interact with us on social media.
Through Third Parties
We may receive data from:
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Payment service providers
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Property platforms (e.g., Property Pal, Property News)
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Social media (e.g., Facebook, Instagram)
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Public sources (e.g., Companies House, Electoral Register)
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Credit reference agencies
How We Use Your Data
We use your personal data to:
Deliver our services to you
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Manage payments and transactions
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Communicate effectively and respond to enquiries
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Send relevant updates and marketing (if you've opted in)
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Meet legal and regulatory obligations
We'll only use your data for the purpose it was collected. If we ever need to use it for another reason, we'll let you know - unless the law requires otherwise.
| Purpose / Activity | Type of data | Lawful basis for processing including basis of legitimate interest |
|---|---|---|
| To contact you | Identity
Contact Financial Transaction Marketing and Communications |
Performance of a contract with you
Necessary for our legitimate interests (for running our business, to recover debts due to us, to keep our records updated and to study how customers use our products/services) |
| To carry out our obligations arising from any contracts entered into between you and us and to provide with you the information, products and services you request from us | Identity
Contact Financial Transaction Marketing and Communications |
Performance of a contract with you
Necessary for our legitimate interests (for running our business and to recover debts due to us) |
| To provide you with information about other goods and services that we offer which we feel may interest you | Identity
Contact Technical Usage |
Necessary for our legitimate interests (to develop our products/services and grow our business) |
To permit selected third parties:
|
Identity
Contact Technical Usage |
Consent (in relation to SMS and email marketing communications)
Necessary for our legitimate interests (to develop our service offering) |
| To assist us in the improvement and optimisation of advertising, marketing material and content, our services and the website | Identity
Contact Financial Transaction Marketing and Communications Call Recordings |
Necessary for our legitimate interests (to develop our products/services and grow our business and provision of administration and IT services, for training and monitoring of our customer service standards and to help resolve disputes |
| To notify you about changes to our service | Identity
Contact |
Performance of a contract with you
Necessary to comply with our legal obligations Necessary for our legitimate interests (to keep our records updated) |
| To ensure that content from our website is presented in the most effective manner for you and your computer | Identity
Contact Financial Transaction |
Necessary for our legitimate interests (to develop our products/services and grow our business and provision of administration and IT services) |
| To verify your identity | Identity
Contact Financial Transaction |
Necessary to comply with our legal obligations
Necessary for our legitimate interests (for running our business and to prevent fraud and money laundering) |
| As part of our efforts to keep our site safe and secure and to prevent or detect fraud | Identity
Contact Financial Transaction |
Necessary to comply with our legal obligations
Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) |
| To provide customer support | Identity
Contact |
Performance of a contract with you |
| To facilitate and to enable you to partake in a property viewing, open house event or visits to property marketing suites | Identity
Contact |
Performance of a contract with you
Necessary for our legitimate interests (for running our business and to develop and grow our business) |
| To comply with the requirements imposed by law or any court order | Identity
Contact Technical Usage |
Necessary to comply with our legal obligations |
| Where you have viewed through us, we may disclose your name to a landlord or vendor and/ or another estate agent where we have been dis-instructed, in order to avoid a potential commission dispute | Your name | Necessary for our legitimate interests (to protect our entitlement to a commission and to avoid commission disputes wherever possible) |
| We may disclose tenant references and any forwarding address to a landlord | Identity
Contact |
Necessary for our legitimate interests (to help protect our landlord customers' legal rights) |
Marketing
You have the right to withdraw your consent for us to use your personal data for marketing purposes at any time. You also have the right to withdraw permission for us to pass your information to third parties for marketing purposes. If you withdraw your consent, we will cease to market goods and services to you.
You can ask us to stop sending you marketing messages at any time by:
Logging into your Victoria Pinkerton account (if you have one) and adjusting your marketing preferences;
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Following the opt-out links on any marketing message sent to you; or
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Contacting us by emailing
marketing@victoriapinkerton.co.uk
or calling 028 91 479393.
When you withdraw your consent to receiving marketing messages, we will continue to process your personal data as necessary to fulfil our contract with you, and to meet our legal, accountancy and regulatory obligations.
If you no longer wish to be contacted by third parties for marketing purposes, please follow the instructions in their marketing communications or refer to their privacy policies for details on how to unsubscribe.
Third-Party Marketing
We will always obtain your express opt-in consent before sharing your personal data with any company outside Victoria Pinkerton for marketing purposes.
Cookies
The Victoria Pinkerton website and associated applications may collect data automatically about how you use our services. This helps us improve site functionality and tailor our advertising and targeting.
We use Google Analytics, a service provided by Google, to gather web usage data. The cookies on our website do not track or store personal identifiers such as your name or email address, but may collect information about your device and browsing habits. This includes anonymous metrics related to feature use, crashes, and system performance.
Some devices may detect your approximate location (e.g., via latitude and longitude). If a feature requires this, Victoria Pinkertons will seek your permission before accessing location data. You can disable location services via your browser or app settings.
Please see our separate Cookie Policy for more detailed information.
Disclosures Of Your Personal Data
We may share your personal data with the following parties for the purposes outlined in the "How we use your personal data" section. All third parties are contractually bound to protect your data and may only use it for the purposes we specify.
| CATEGORY | EXPLANATION |
|---|---|
| Related Third Parties | First Complete Limited T/A Embrace Financial Services Limited; NI Legal; Armstrong Solicitors; Foster & Sons Removal Company (all where you have provided consent). |
| External Third Parties | Service providers based in the UK who provide IT and administration services, AML checks, tenancy deposit handling, customer feedback services, and contract delivery support. Property developers, either as processors or independent controllers, for site visits and appointments. Advertising networks and social media platforms for delivering relevant advertising. Professional advisers such as lawyers, bankers, insurers, and auditors. HMRC, regulators and similar authorities for legal compliance. Homelet (tenant referencing) where appropriate, and with your consent. Utility companies, local authorities and credit providers, for tenancy-related purposes. HM Land Registry for landlord or vendor property verification. |
| Other Third Parties | In the event of a business sale, merger or acquisition, we may share your data with prospective or actual new owners, who will continue to use your data in line with this privacy notice. |
