Privacy Policy

McGlashans Property Services

Data Protection Privacy Notice

Privacy Policy



Under the UK Data Protection Act 1998 & the EU General Data Protection Regulation (EU Regulation 2016/19 (GDPR)), we are required to provide a Privacy Statement giving you information as to how we collect and use personal data about you.


We need this data to effectively run our business and to process a rental agreement or sale of a property, to manage a property to provide valuations or other related matters during the normal course of our residential property service business.


By supplying this information you consent to it being used for these purposes and such information will include but not be limited to name, address, email address, telephone numbers, copy of passport and or associated visas, copy of utility bills and banks account details.


We will share personal information with Government and Law Authorities only if required by Law.


McGlashans Property Services

Data Privacy Statement


Why we need your data and use of your personal data

We need to know basic personal information and more detailed information on occasion to provide you with our services and to comply with our statutory obligations such as AMR (anti money laundering regulations), RTR (right to rent) Legislation, Bribery Act 2010, Terrorism Act 2000, and Proceeds of Crime Act 2002.

We will not ask you for any information we do not need to provide a service to you.

Data we require to hold

Proof of identity; passport and/or drivers licence

Proof of address; utility bills or bank/credit card statements

Contact details; telephone numbers and email addresses

Financial; bank details and bank statements

Technical; (data from web enquiries)

Information we may collect from Third Parties

We may collect information about you from Third Parties such as a Credit Referencing Company or Land Registry.

Purpose for which and upon which we will process your personal data

We will process the data provided by you to conduct our business previously outlined and for the purpose of our legitimate interests or those of any relevant Third Party but only if this is not overridden by your interests, rights or freedoms. Such Third Parties may be solicitors, utility providers, Local authorities, or Governmental Agencies. We may also share certain information with our maintenance contractors or out of hour’s service providers.

Should we be required to process sensitive personal information we will approach you for specific consent to the processing of such data.

Retention of Personal Data

We will hold personal data for as long as it may be necessary to fulfil the legitimate purpose for which is was collected. We will retain such information for a maximum of seven years to comply with current insurance requirements or longer should it be deemed necessary to comply with statutes such as Anti Money Laundering Regulations. Thereafter any data held is destroyed. 

Disclosure of Personal Data

During the normal course of our business we will use the services of surveyors, solicitors, valuers and other recognised professionals, as well as contractors. We may disclose your personal data to these Third Parties for use solely in connection with the service they provide. We will ensure that the personal data is processed in accordance with the industry standard security measures in respect of personal data.

We do not forward personal details on to Third Parties for any marketing purposes nor do we send mass emails circulars out, and we will not share your information with any unrelated Third Parties.

Where your personal data may be held

Data is held at our offices. We have security measures in place to ensure there is secure processing and storage of your personal data and to prevent the data from being lost, used or accessed in any unauthorised way. Access to this information is limited to those who have a legitimate business need to know it. Those who process your personal data will do so in the appropriate manner and are subject to a duty of care and confidentiality.


We may get in touch with you by email, unless you advise us you no longer wish to be contacted, when we will remove your data from our records (please see retention of your data)

Your rights

GDPR gives you rights, which include:-

  • The right to access your personal data
  • The right to have your personal data amended if it is inaccurate or incorrect
  • The right to have your personal data deleted or removed if there is no valid reason for its continued storage
  • The right to object to your personal data being processed or to restrict such processing in certain cases
  • The right to request transfer of your personal data to another party
  • The right to withdraw consent given for processing and transfer of personal data for a specific purpose

Any such requests should be sent in writing to the address shown at the end of this statement

Changes to the statement

This privacy statement is dated 25th May 2018 and may be updated or changed from time to time. We will advise you of this when this happens.

A copy of our current Data Privacy Statement will always be available on our website: www.


If you have any questions regarding this statement, or the policies or procedures outlined or in the event of a complaint please contact:

Alistair McGlashan

Senior Partner

McGlashans Property Services,

109-111 Crawford Street,




Email :

Tel : 020 7467 4642


We hope we can resolve any query or concerns you may have but in the event you wish to lodge a complaint you should contact The Information Commissioner Office, their contact details are :


Wycliffe House

Water Lane





Email :

Tel :       01625 543745