Privacy Policy
We keep this Policy under regular review. The last review was on 04/06/2026.
Foxley & Harris Limited (“we”, “us” or “our”) is committed to protecting and respecting your privacy. We are a boutique property practice providing block and estate management, lettings, property management, sales and related services across London. In the course of our work, we handle personal information about landlords, tenants, leaseholders, directors of residents’ management and right-to-manage companies, prospective clients, contractors and visitors to our website.
This policy explains what personal information we collect, how and why we use it, who we share it with, how long we keep it, and the rights you have. It applies to information we collect through our website, by email, telephone and messaging services, in person, and in the ordinary course of providing our services. Please read it carefully so that you understand how we treat your personal information.
We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) as amended by the Data (Use and Access) Act 2025, the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations 2003 (PECR).
1. Who we are and how to contact us
Foxley & Harris Limited is the data controller responsible for your personal information. This means we decide how and why your personal data is processed.
Registered office: 85 Great Portland Street, First Floor, London W1 7LT.
Company registration number: 16261245.
ICO registration (data protection fee) number: ZB891156.
If you have any questions about this policy or about how we handle your personal information, or if you wish to exercise any of your rights, please contact us:
- By email: info@foxley-and-harris.co.uk
- By telephone or WhatsApp: +44 (0)7356 209181
- By post: Data Protection Enquiries, Foxley & Harris Limited, 85 Great Portland Street, First Floor, London W1 7LT
Marking your correspondence “Data Protection” will help us deal with it promptly.
2. The information we collect about you
The personal information we collect depends on our relationship with you and the services we provide. We may collect and process the following categories of information:
- Identity and contact details: name, postal address, email address and telephone or messaging contact details.
- Verification information: information needed to verify your identity and address, including documents and references collected for anti-money-laundering, right-to-rent and tenant referencing purposes.
- Property and tenancy information: details of the property you own, occupy, let or manage, your lease, tenancy or management arrangement, your role (for example, landlord, tenant, leaseholder or company director), and correspondence relating to your property or building.
- Financial information: bank details, payment records, rent, service charge and ground rent accounts, arrears and transaction history.
- Correspondence and service records: records of your contact with us, including emails, letters, telephone notes and messages, together with your enquiries, instructions, feedback and complaints.
- Technical and website information: when you use our website, your IP address, browser type, device information, pages viewed and similar technical data collected through cookies and analytics. See our Cookies section below.
In limited circumstances, we may handle special category data, for example, health or accessibility information, where it is relevant to a repair, an adjustment or a vulnerability that affects how we provide our service. We only process such information where we have a lawful basis to do so and an appropriate additional condition under data protection law, and we limit access to it.
3. Where we collect your information from
Most of the information we hold is provided directly by you when you enquire about or use our services, complete our forms, or correspond with us. We may also obtain information about you from other sources, including:
- landlords, letting and managing agents, freeholders, and residents’ management or right-to-manage companies;
- referencing agencies, credit reference agencies and identity verification providers;
- contractors, surveyors, solicitors, accountants and other professional advisers;
- introducers and referral partners, where you have been referred to us;
- publicly available sources such as HM Land Registry and Companies House; and
- our website, cookies and analytics providers.
4. How and why we use your information
We only use your personal information where the law allows us to. In most cases, we rely on one or more of the following lawful bases: performance of a contract with you; compliance with a legal obligation; our legitimate interests (or those of a third party), provided these are not overridden by your rights; and, where required, your consent. The table below sets out the main purposes for which we use personal data and the lawful basis we rely on.
| Purpose | What this involves | Our lawful basis |
|---|---|---|
| To provide our services | Managing your block or estate, acting as your managing agent, letting and managing property on behalf of landlords, marketing property for sale or to let, arranging viewings, referencing tenants and progressing transactions. | Performance of a contract; legitimate interests (administering and delivering our services) |
| To meet legal and regulatory duties | Anti-money-laundering and identity checks, right-to-rent checks, client money handling, tax reporting, statutory landlord and leaseholder obligations, and responding to lawful requests from authorities. | Legal obligation; legitimate interests |
| Managing payments and accounts | Collecting and accounting for rent, service charges, ground rent and fees, arranging contractor payments and maintaining financial records. | Performance of a contract; legal obligation |
| Repairs, maintenance and works | Instructing and overseeing contractors, arranging access, and managing major works and Section 20 consultations. | Performance of a contract; legitimate interests |
| Communicating with you | Responding to enquiries, providing updates on your property or building, and handling questions and complaints. | Legitimate interests; performance of a contract |
| Marketing | Sending information about our services where you have asked us to, or where we are otherwise permitted to do so. You can opt out at any time. | Consent; legitimate interests |
| Improving and protecting our business | Maintaining records, training, quality monitoring, website analytics, and keeping our systems and premises secure. | Legitimate interests; legal obligation |
Where we rely on our legitimate interests, those interests are running and growing our business, providing and improving our services, keeping proper records, and protecting our clients, our staff and our systems. You can ask us for more information about our legitimate interests assessment at any time.
5. Marketing
From time to time, we may contact you with information about our services that we think may be of interest to you. We will only send you marketing communications where you have agreed to receive them, or where we are otherwise permitted to do so under data protection and electronic communications law. You can ask us to stop sending you marketing at any time by using the unsubscribe option in our messages or by contacting us using the details in this policy. Opting out of marketing will not affect communications we need to send you in connection with our services.
6. Cookies and our website
Our website uses cookies and similar technologies to help it work properly, to remember your preferences, and to understand how visitors use the site so that we can improve it. Cookies are small text files placed on your device. Non-essential cookies, such as those used for analytics, are only set where you have given your consent through our cookie banner. You can manage or withdraw your consent at any time through the banner or your browser settings. Disabling some cookies may affect how the website functions.
7. Who we share your information with
We do not sell your personal information. We share it only where necessary to provide our services, to meet our legal obligations, or where we have another lawful basis to do so. Depending on the circumstances, we may share your information with:
- landlords, tenants, leaseholders, freeholders and residents’ management or right-to-manage companies, where this is necessary to manage a property or building;
- contractors and tradespeople instructed to carry out repairs, maintenance or works;
- professional advisers, including solicitors, surveyors, accountants and insurers;
- referencing, credit and identity verification agencies;
- banks, payment providers and our client money protection scheme;
- our IT, software, communications and other service providers, who act on our instructions as processors; and
- regulators, government bodies, law enforcement and other authorities where we are required or permitted to do so by law.
Where we use service providers to process personal data on our behalf, we put written contracts in place that require them to keep your information secure and to use it only for the purposes we specify.
8. Transfers outside the UK
We aim to keep your personal information within the United Kingdom. Where any of our service providers, or where business development relating to overseas landlord and investor markets, involves transferring personal data outside the UK, we will only do so where appropriate safeguards are in place, such as a UK adequacy regulation (“data bridge”), the International Data Transfer Agreement, or another lawful transfer mechanism recognised under UK data protection law. You can contact us for more information about the safeguards we use.
9. How long we keep your information
We keep your personal information only for as long as we need it for the purposes set out in this policy, including to satisfy any legal, accounting, regulatory or reporting requirements, and to resolve disputes. The periods below are a general guide; actual retention may vary depending on the circumstances. When information is no longer required, we delete it or anonymise it securely.
| Type of information | How long we keep it |
|---|---|
| Enquiries that do not proceed | Up to 2 years from last contact, then deleted or anonymised. |
| Landlord, tenant and leaseholder records | For the duration of the relationship and normally 6 years after it ends, to meet contractual, tax and limitation-period requirements. |
| Anti-money-laundering and identity records | 5 years from the end of the business relationship or completion of a transaction, as required by law. |
| Financial and accounting records | At least 6 years, in line with HMRC and Companies Act requirements. |
| Block and building records | For as long as we manage the building and a reasonable period afterwards, reflecting building-safety and statutory obligations. |
10. How we keep your information secure
We take the security of your personal information seriously. We use appropriate technical and organisational measures designed to protect it against unauthorised access, loss, misuse or alteration. These measures include controlled access to our systems and records, use of reputable software providers, staff awareness, and secure handling of client money and sensitive documents. While we take all reasonable steps to protect your information, the transmission of data over the internet is never completely secure, and any transmission is at your own risk.
11. Your rights
Under data protection law you have a number of rights in relation to your personal information. These include:
- The right to be informed to be told how we use your personal information (which is the purpose of this policy);
- The right of access to ask for a copy of the personal information we hold about you;
- The right to rectification to ask us to correct information that is inaccurate or incomplete;
- The right to erasure to ask us to delete your personal information in certain circumstances;
- The right to restrict processing to ask us to limit how we use your information in certain circumstances;
- The right to data portability to ask us to transfer certain information to you or another provider;
- The right to object to object to our use of your information where we rely on legitimate interests, and to object to direct marketing at any time;
- Rights relating to consent where we rely on your consent, you can withdraw it at any time, without affecting processing carried out before withdrawal.
To exercise any of these rights, please contact us using the details in this policy. We will respond within the time limits set by law, normally within one month. There is usually no charge, although we may charge a reasonable fee or decline to act where a request is clearly unfounded or excessive. We may need to verify your identity before acting on a request.
12. How to make a complaint
If you have any concerns about how we have handled your personal information, please contact us first so that we can try to put things right. Under the Data (Use and Access) Act 2025 you have the right to complain directly to us as the data controller, and we will acknowledge and deal with your complaint in accordance with our complaints procedure.
If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection:
- Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
- Helpline: 0303 123 1113.
Website: ico.org.uk.
We would, however, appreciate the chance to address your concerns before you approach the ICO.
13. Changes to this policy
We keep this policy under regular review and may update it from time to time to reflect changes in our services, in technology, or in the law. Any changes will be posted on this page, and the review and update dates at the top of this policy will be amended accordingly. We encourage you to check this page periodically to stay informed about how we protect your information.
This Privacy Policy is also available on our website at www.foxley-and-harris.co.uk.
Foxley & Harris Limited · 85 Great Portland Street, First Floor, London W1 7LT · info@foxley-and-harris.co.uk · +44 (0)7356 209181