1. Introduction
FleetMilne (“we”, “us”, “our”) respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, share and protect your personal data when you use our website (fleetmilne.co.uk), register with us, enquire about properties, sign up for communications, or otherwise interact with us. We also explain your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Data Controller
If you have any questions about this policy or our processing of your data, please contact us:
FleetMilne, 85‑89 Colmore Row, Birmingham B3 2BB
Email: privacy@fleetmilne.co.uk
Telephone: 0121 366 0456
3. What Personal Data We Collect
We may collect and process the following categories of personal data:
• Contact details (name, job title, email address, telephone number)
• Demographic information (postcode, preferences, interests)
• Enquiry/history information (properties viewed, let, sold; your requirements)
• Communications data (your messages to us, our responses)
• Technical data (IP address, browser type/version, operating system, cookies, visit times – see section 8)
• Any additional data you provide when you register with us, sign up for alerts, or complete surveys.
We do not process any special category data unless required and with your explicit consent.
4. How We Will Use Your Personal Data (Purposes)
We process your personal data for the following purposes:
• To register you on our property database and to contact you about properties which may be of interest.
• To administer our relationship with you, communicate with you and respond to enquiries.
• To provide, maintain and improve our services and website.
• To send you relevant marketing communications (where permitted).
• For internal record‑keeping, data analysis and compliance.
• To comply with legal and regulatory obligations (e.g., anti‑money laundering checks).
5. Lawful Basis for Processing
We rely on the following lawful bases under UK GDPR:
• Legitimate interests (Article 6(1)(f)) – promoting our services, managing relationships, improving services, and marketing to clients, provided this does not override your rights.
• Contractual necessity (Article 6(1)(b)) – where processing is necessary for a contract with you.
• Legal obligation (Article 6(1)(c)) – for compliance with our legal duties.
• Consent (Article 6(1)(a)) – for specific marketing or optional features (you may withdraw at any time).
6. Cookies, Tracking and Automated Processing
We use cookies and similar tracking technologies to understand how you use our site, remember preferences and tailor communications. Our Cookie Policy explains how cookies are used, their purpose, and how to control them. We do not carry out any automated decision‑making or profiling that has legal or significant effects on you.
7. Data Sharing and International Transfers
We will share your personal data with:
• Service providers and sub‑processors (e.g., CRM providers, property platforms, IT hosting companies) acting under contract.
• Regulators, law enforcement or other authorities when required by law.
• Other third parties only with your explicit consent.
If we transfer your data outside the UK/EEA, we ensure appropriate safeguards are in place, such as standard contractual clauses or adequacy decisions.
8. Data Retention
We will retain your personal data only as long as necessary for the purposes outlined in this policy, subject to legal obligations. Typically:
• During our business relationship and for a further 6 years for record‑keeping/legal defence.
• Marketing data – until you opt out.
• Technical/analytics data – up to 24 months.
After these periods, data will be deleted or anonymised.
9. Your Rights
Under UK GDPR you have the following rights:
• Right of access – request a copy of your data.
• Right of rectification – correct inaccurate data.
• Right of erasure – ask us to delete your data.
• Right to restrict processing – limit processing in certain cases.
• Right to data portability – receive your data in a portable format.
• Right to object – object to processing based on legitimate interests or for direct marketing.
• Right to withdraw consent – where applicable.
• Right regarding automated decision‑making – where relevant.
To exercise your rights, contact privacy@fleetmilne.co.uk. You can also lodge a complaint with the Information Commissioner’s Office (ICO) at https://ico.org.uk.
10. Data Security
We apply appropriate technical, organisational and managerial measures to protect your personal data from unauthorised access, disclosure or destruction. These include encryption, access controls, secure backups and staff training. Security measures are reviewed regularly.
11. Changes to This Policy
We may update this policy periodically. Updates will be posted on our website with a new ‘Last updated’ date. Please review it occasionally for any changes.
12. Contact Us
If you have any questions about this policy, our practices or your rights, please contact us:
FleetMilne
85‑89 Colmore Row
Birmingham B3 2BB
Email: privacy@fleetmilne.co.uk
Telephone: 0121 366 0456
