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Privacy Notice
This Privacy Notice explains how Actimise collects and uses personal information when landlords, tenants, prospective clients and website visitors contact us or use our website.
Last updated
27 August 2026
1. Who we are
Actimise Limited, trading as Actimise, is the data controller responsible for the personal information described in this Privacy Notice. Company number: 16569811. Registered office: 61 Bridge Street, Kington, England, HR5 3DJ. Registered in England and Wales. Privacy contact: info@actimise.co.uk.
2. Information we collect
Depending on what you submit or discuss with us, this may include your name, email address, telephone number where supplied, property postcode, property type, number of bedrooms, tenancy status, requested service, current or expected rent, current managing-agent information, messages, enquiry details, contact and marketing preferences, form-submission date and reference, landing-page and campaign attribution, technical security and anti-spam information, and correspondence or lead-management notes. We do not intentionally claim to collect information that our website does not collect.
3. How we collect information
We collect information submitted directly through website forms, by email correspondence, by telephone or other communications, from website interactions, during property onboarding, or from another person where reasonably required for the requested service.
4. How we use information
We use information to respond to enquiries; provide requested service information; prepare an appraisal or proposal; manage pre-contract discussions; administer landlord or tenancy services where instructed; maintain business records; prevent spam, fraud and misuse; meet legal and regulatory obligations; improve the website; and send marketing only where permitted.
5. Lawful bases
The likely lawful basis depends on the purpose and circumstances.
Purpose | Information used | Likely lawful basis
Responding to an enquiry | Contact and property details | Steps requested before entering a contract
Providing instructed services | Client and tenancy records | Performance of a contract
Record keeping and disclosures | Relevant service records | Legal obligation or legitimate interests
Website security | Technical and anti-spam information | Legitimate interests
Optional electronic marketing | Contact and preference information | Consent
6. Enquiries and service administration
We use enquiry and property information to respond, arrange a discussion, prepare an appraisal or proposal, and manage any service relationship you instruct us to provide. Ordinary service communications are not marketing communications.
7. Marketing communications
Marketing consent is separate from an ordinary property enquiry. Where marketing consent is requested, it is optional. You can withdraw consent at any time and object to direct marketing. Receiving ordinary service communications does not depend on agreeing to marketing.
8. Website security and anti-spam
Technical information may be processed to protect enquiry forms, prevent automated abuse, apply submission limits and investigate security incidents.
9. Cookies and analytics
10. Sharing information
Information may be shared with categories of organisations that help us operate our services, including website hosting, form or database services, business email, security services, IT support, professional advisers, contractors where required for an instructed service, and regulators or authorities where legally required.
11. International transfers
Some service providers may process information outside the UK. Where this happens, we take appropriate steps to ensure that a lawful transfer mechanism and suitable safeguards are in place.
12. Retention
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected. This includes responding to enquiries, delivering agreed services, complying with legal and accounting obligations, handling complaints, preventing misuse and maintaining appropriate business records.
Unsuccessful or preliminary property enquiries
12 months after the last meaningful contact
Active landlord and client records
For the duration of the service relationship and normally 6 years after it ends
Financial and accounting records
6 years from the end of the financial year to which the records relate, or longer where legally required
Complaint records
Normally 6 years after the complaint is closed
Marketing-consent records
For as long as marketing continues and for an appropriate period afterwards to demonstrate how and when consent was obtained
Marketing opt-out and suppression records
For as long as reasonably necessary to ensure the person’s opt-out continues to be respected
These periods are standard starting points rather than absolute limits. Information may be retained for longer where reasonably necessary for a legal claim, regulatory requirement, fraud or security investigation, or another documented lawful purpose. It may be deleted or anonymised earlier when it is no longer required.
Actimise will review retained information periodically and securely delete or anonymise personal information when the applicable retention period expires, unless there is a documented reason to retain it for longer.
13. Your data-protection rights
Subject to applicable law and the circumstances, you may have rights to access, correct or erase personal information; restrict processing; object to processing; receive portable information where applicable; withdraw consent; and complain to the Information Commissioner’s Office. Not every right applies in every circumstance.
14. Complaints
Please send a privacy concern first to info@actimise.co.uk so that we can look into it. You may also complain to the Information Commissioner’s Office.
15. Security
We use reasonable technical and organisational measures designed to protect information. No online system is completely secure, so please avoid sending unnecessary sensitive information through an ordinary website enquiry form.
16. Changes to this notice
We may update this notice when our services, website practices or legal requirements change. The date at the top of the page shows when it was last updated.
17. Contact us
For questions or requests about your information, contact Actimise at info@actimise.co.uk.
Questions about your information?
Contact Actimise at info@actimise.co.uk with a privacy question or request.