Privacy Policy
Last updated: May 16, 2025
Introduction
Tilbury Properties (“we”, “us” or “our”) is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard personal information when you use our website (https://www.tilburyproperties.co.uk/) or otherwise interact with us, in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We outline what data we collect (for example, via Google Analytics and our contact forms), how we use it (primarily to communicate with landlords and provide services), our lawful bases for processing, data retention periods, any data sharing, and your rights regarding your personal data. We aim to use clear and accessible language so you can easily understand our practices.
By using our website or providing personal information to us, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with any part of this Policy, please do not use our website. If you have any questions about how we handle privacy, you can contact us using the details at the end of this Policy.
Personal Data We Collect
We only collect the minimum personal data necessary for the purposes set out in this Policy. The types of personal information we may collect include:
Contact Information: When you fill out our contact form or otherwise communicate with us, we collect your name, email address, phone number, and any other contact details you provide.
Message Content: If you send us a message or inquiry (for example, in a contact form’s message field), we collect the information you choose to give us (such as the text of your inquiry and any personal details included in it).
Property Details (Landlords): If you are a landlord enquiring about or using our property management services, we may collect information about your property and tenancy arrangements (e.g. property address, rental details) that you provide to us, as well as your relationship to the property.
Technical and Usage Data: When you visit our website, certain data is collected automatically by our analytics tools (Google Analytics) and server logs. This may include your IP address, browser type and version, device information, pages viewed, referring site, and the dates/times of visits. We also collect information about how you interact with our site (such as the pages you visit and for how long) via cookies and similar technologies (see our Cookie Policy). This usage data is generally aggregated and does not directly identify you by name; however, it may be considered personal data in some cases (for example, IP addresses or unique IDs in cookies).
We do not intentionally collect any special categories of personal data (such as information about race, religion, health, etc.) or any data about children. Our services and website are not directed to individuals under 18, and we do not knowingly collect data from anyone under 18 years old. If you believe a child has provided personal data to us, please contact us so we can remove it.
How We Use Your Personal Data
We will only use your personal information for legitimate purposes and in accordance with applicable law. The primary purposes for which Tilbury Properties processes personal data include:
Providing and Managing Services: For landlord clients, we use your information to perform our property management services, communicate with you regarding property management (e.g. tenancy updates, maintenance, rent payments), and carry out our obligations under any management agreement.
Responding to Inquiries: If you contact us via our website contact form, email, or phone, we will use the contact details and information you provided to respond to your request or query. For example, if you are a landlord interested in our services, we will use your information to discuss our offerings and potentially take steps at your request prior to entering into a contract.
Communicating with You: We may use your contact information to communicate with you about our services. For example, we might send emails or call you in response to your inquiry, to share information you requested, or to follow up on discussions. We will not send you marketing newsletters or promotional emails unless you have explicitly consented to such marketing. (At present, we do not operate a marketing mailing list, so you will not receive marketing communications from us unless you specifically request and consent to them.)
Website Analytics and Improvements: We use data about how visitors use our website to understand and improve the user experience. Google Analytics helps us measure traffic and usage patterns on our site (for example, which pages are most popular, how users navigate between pages, etc.). We use these insights to maintain and enhance our website’s content, layout, and performance. All analytics data is collected in anonymised or pseudonymized form (for instance, Google Analytics provides us aggregate reports and does not reveal your personal identity to us). We do not use this data to profile individual visitors or to make automated decisions about you.
Site Functionality: Certain personal data (especially cookies or similar identifiers) are used to enable site features such as remembering your cookie preferences or enabling interactive components. For example, if our site has a cookie consent banner, we will use a cookie to remember your choice so that the banner isn’t shown every time.
Legal Obligations and Security: We may process personal data as required to comply with UK legal obligations or regulatory requirements. For instance, we may keep records of transactions or communications as required by law, or disclose information if required by a court order. Additionally, we may process data to ensure network and information security, prevent fraud, resolve disputes, enforce our website terms and conditions, or protect our rights and the rights of others.
We will not use your personal data for new purposes that are not compatible with the above without providing you with notice and obtaining your consent when necessary.
Lawful Basis for Processing
Under the UK GDPR, we must have a valid lawful basis to process your personal data. Depending on the specific context, Tilbury Properties relies on one or more of the following legal bases:
Consent: We will process your personal data if you have given clear consent for us to do so for a specific purpose. For example, when you voluntarily submit a contact form or email us, you consent to our use of that information to respond to you. Similarly, we rely on your consent for using non-essential cookies and analytics tools – we will not activate Google Analytics cookies unless you have agreed via the cookie consent banner (see our Cookie Policy). Where we rely on consent, you have the right to withdraw that consent at any time (see “Your Rights” below).
Legitimate Interests: We may process your data where it is necessary for our legitimate business interests (or those of a third party) in a way that is not overridden by your data protection rights. For example, it is in our legitimate interest to keep records of communications and to respond to prospective clients (landlords) who contact us. If you are a landlord who has expressed interest in our services, we have a legitimate interest in using your provided information to follow up with you and potentially form a business relationship. We also have a legitimate interest in analysing website usage (in a privacy-friendly manner) to improve our services. When we rely on legitimate interests, we ensure that we consider and balance any potential impact on you (both positive and negative) and your rights under data protection laws.
Contract: If you become a client of Tilbury Properties (for example, by entering into a property management agreement with us), we will process your personal data as necessary to perform that contract. This includes using your contact and property information to deliver our management services, communicate with you about tenancy issues, arrange payments (such as passing rental payments to you), and otherwise fulfill our obligations to you as a client. Processing in these cases is lawful because it is necessary for the performance of a contract with you, or to take steps at your request before entering into a contract.
Legal Obligation: In some cases, we need to process certain personal data to comply with a legal or regulatory obligation. For instance, accounting/tax laws may require us to retain transaction records, or data protection law might require that we document consents. We will process data as needed to meet such obligations (e.g. retaining invoices or contracts for the legally required period).
If we ever need to process personal data for a purpose that requires your consent and we have not already obtained it, we will ask for your consent specifically and clearly. Where your consent is our lawful basis, you are free to withdraw it at any time by contacting us.
Cookies and Analytics
Our website uses cookies and similar technologies to function properly and to collect analytics information. For detailed information about the cookies we use and your choices, please see our separate Cookie Policy. In summary:
Essential Cookies: We use necessary cookies to enable core functionality of the site (such as security measures and remembering your cookie settings). These cookies do not collect personal data and are required for the website to operate; therefore, they are always active.
Analytics Cookies: With your permission, we use Google Analytics cookies to collect information about how visitors use our site. This includes information on how you arrived at our site, which pages you visit, how long you stay, and what you click ongov.uk. Google Analytics uses its own cookies (such as “_ga”) to distinguish users and remember your preferences from one visit to the next. The data obtained through analytics cookies is used only for aggregate statistics (e.g., total number of visitors, popular pages) and to help us improve our website’s content and performance. We do not use analytics cookies to personally identify you, and we do not allow Google to use or share our analytics data for their own purposes gov.uk. Google Analytics may collect your IP address and other technical identifiers; however, we have configured Google Analytics to anonymise IP addresses where possible, and we do not receive information like your name or exact location from these cookies.
Because analytics cookies are not strictly necessary, we will only set them on your device if you have given consent via the cookie banner on our site (per the Privacy and Electronic Communications Regulations). You can choose to accept or decline analytics cookies, and you can change your preference at any time (see the Cookie Policy for how to manage cookies). Even if you opt out of analytics cookies, you will still be able to use our website – the only difference is we will not collect your usage data. For more details on how we use cookies and how you can control them (including opting out of Google Analytics), please refer to the Cookie Policy.
Data Sharing and Disclosure
We treat your personal data with care and confidentiality. We do not sell your personal information to third parties. However, we may share certain personal data in the following circumstances:
Service Providers: We use trusted third-party service providers to help us operate our business and website. For example, we may use third-party companies for web hosting, email delivery, analytics (Google Analytics), or IT support. These service providers may process personal data on our behalf solely for the purposes of providing their services to us. We only share the data that is necessary for them to perform their functions (for instance, our website hosting provider will necessarily process technical data that your browser sends when you load pages on our site). We ensure that all service providers are bound by appropriate confidentiality and data protection obligations, so your data remains protected.
Google Analytics: As noted, when we enable analytics, data about your website usage is shared with Google, a third-party analytics provider. Google acts as a “processor” of this usage data for us, meaning they process the data only on our instructions for the purpose of providing aggregated statistics. Google may also use this data for its own purposes, but only as outlined in Google’s privacy documentation. We have disabled Google’s data sharing features where feasible and do not permit Google to use analytics data for advertising or other commercial purposes beyond providing us the analytics servicegov.uk. (For more information, see Google’s https://policies.google.com/privacy and Google Analytics’ terms.)
Business Transactions: If in the future our company is involved in a merger, acquisition, asset sale, or other corporate transaction, personal data held by Tilbury Properties may be transferred to the new owner or party in control as part of that deal. In such cases, we will ensure the confidentiality of personal data is maintained and give affected users notice before their data is transferred or becomes subject to a different privacy policy.
Legal Requirements: We may disclose personal information if required to do so by law or in response to valid requests by public authorities (e.g., a court, law enforcement, or government regulator). We may also disclose information if we believe in good faith that such action is necessary to comply with a legal obligation, to establish or defend our legal rights, to prevent or investigate possible wrongdoing (such as fraud or security incidents), or to protect the safety of our business, clients, or others.
Aside from the above, Tilbury Properties will not share your personal data with third parties without your consent, unless we are legally entitled or required to do so.
International Data Transfers
Our company and website are based in the United Kingdom. Generally, we prefer to store and process personal data within the UK or the European Economic Area (EEA). However, some of our service providers (such as Google Analytics or our email service) may be located outside of the UK/EEA. For example, Google LLC is a U.S.-based company, so analytics data may be processed on Google’s servers in the United States. If we transfer personal data to countries outside the UK (or that are not deemed “adequate” by UK data protection authorities), we will ensure appropriate safeguards are in place to protect your data. Typically, this means we will rely on standard contractual clauses or an equivalent legal mechanism to ensure that the overseas recipient is contractually bound to protect your information to UK GDPR standards.
You can contact us for more information about the safeguards we use when transferring data internationally. By using our site or services and submitting your personal data, you acknowledge that your data may be transferred to and processed in countries outside your country of residence, including jurisdictions that may have different data protection rules.
Data Retention
We will keep your personal data only for as long as it is necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. In determining how long to retain data, we consider the amount, nature, and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for processing, and whether those purposes can be achieved by other means.
In general:
Contact Form Inquiries: If you contact us but do not become a client, we will retain the personal data from your inquiry (such as your contact details and message) for a reasonable period in order to respond and follow up on your inquiry. Typically, this will be for up to 1 year after our last communication with you, unless there is a good reason to retain it longer (for example, if you ask us to keep your details on file for future opportunities, or if needed for legal reasons).
Landlord/Client Data: If you become a client (e.g., you sign a property management agreement with us), we will retain your personal data for the duration of our business relationship and thereafter as required by law or our legitimate interests. For example, we may retain certain records for [6] years after the end of a contract to comply with UK tax law or for potential legal claims (the UK’s statute of limitations for contract claims is 6 years). We will not keep identifiable personal data longer than necessary. Data that is no longer needed will be securely deleted or anonymized.
Analytics Data: Data collected via Google Analytics is retained for the period necessary for analysis. We have configured our Google Analytics account with a data retention period (often 14 months by default, unless otherwise specified), after which user-level and event-level data stored by Google is deleted automatically. In any case, analytics data contains no direct identifiers of individuals in our implementation. We may retain aggregate analytics reports (which contain no personal data) indefinitely for historical comparison.
Legal Compliance: In some cases, we may need to retain certain information for longer to meet legal obligations. For instance, records of any consents given or communications relating to data protection requests may be kept as long as needed to demonstrate our compliance with the law. Similarly, if required by authorities or in case of litigation, we would retain relevant data as necessary beyond standard retention periods.
Once the applicable retention period expires, or if you request erasure under your rights (and we have no overriding lawful basis to keep it), we will securely destroy or anonymise your personal data.
Your Rights
Under data protection laws, you have several important rights regarding your personal data. These include:
Right to Be Informed: You have the right to be informed about the collection and use of your personal data ico.org.uk. This Privacy Policy is intended to provide you with that information.
Right of Access: You can request a copy of the personal data we hold about you, as well as information on how we process it (commonly known as a “Subject Access Request”). We will provide you with a copy of your data, free of charge, within the legally required timeframe (normally within one month), subject to any exemptions under the law.
Right to Rectification: If any personal data we hold about you is inaccurate or incomplete, you have the right to have it corrected or updated ico.org.uk. Upon your request, we will rectify any inaccuracies in your personal data without undue delay.
Right to Erasure: You have the right to request that we erase your personal data in certain circumstances ico.org.uk nibusinessinfo.co.uk. This is also known as the “right to be forgotten.” It applies, for example, if the data is no longer necessary for the purposes it was collected, you withdraw consent (where consent was the basis), you object to processing, and we have no overriding legitimate grounds, or if we handled your data unlawfully. Please note this right is not absolute – sometimes we must retain certain information to comply with legal obligations or defend legal claims. But we will honour valid requests for erasure and will inform you of the outcome.
Right to Restrict Processing: You can ask us to suspend or limit the processing of your personal data in certain scenarios ico.org.uk. For instance, if you contest the accuracy of the data or have objected to processing (pending verification of our grounds), you can request a restriction. While restricted, we will still store your data but not use it further until the restriction is lifted.
Right to Data Portability: For data you provided to us and which we process by automated means on the basis of consent or contract, you have the right to request that we provide it to you or directly to another service provider in a commonly used machine-readable format ico.org.uk. This right facilitates moving your data to other services. It likely will not apply to most or all of your interactions with Tilbury Properties (as we do not typically process data in contexts that fall under portability requirements), but we will accommodate such requests to the extent required by law.
Right to Object: You have the right to object to our processing of your personal data in certain circumstances ico.org.uk. Notably, you can object at any time to the processing of your personal data for direct marketing purposes – if we ever were to send you marketing communications, you could opt out and we would stop. You can also object if we are processing your data based on legitimate interests or the performance of a task in the public interest. In some cases, we may have compelling legitimate grounds to continue processing despite an objection, but we will evaluate and respond to any such objection on a case-by-case basis.
Rights related to Automated Decision-Making: We do not carry out any fully automated decision-making (without human involvement) or profiling that has legal or similarly significant effects on youico.org.uk. However, if this changes in the future, you would have the right not to be subject to a decision based solely on automated processing, and to request human intervention or an explanation, as provided by law.
Right to Withdraw Consent: If we are processing your personal data based on your consent, you have the right to withdraw that consent at any time. For example, if you consented to analytics cookies, you can change your mind and disable them (via our cookie settings or your browser). Withdrawing consent will not affect the lawfulness of any processing we conducted prior to your withdrawal.
Right to Complain: If you have concerns about our data practices, please contact us so we can try to help. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection, if you believe we have processed your data unlawfully or not upheld your rights. You can find details on how to report concerns to the ICO on their website. We would, however, appreciate the chance to address your concerns before you approach the ICO, so please consider reaching out to us first.
You may exercise your rights at any time by contacting us via the details below. We will respond to requests in accordance with applicable data protection law. Please note that for security, we may need to verify your identity before fulfilling certain requests (such as access or deletion requests) to ensure that we do not disclose data to the wrong person or delete data incorrectly.
Data Security
We take the security of your personal data seriously. We have implemented appropriate technical and organisational measures to protect your information from unauthorised access, loss, misuse, or disclosure. These measures include, for example, using secure servers, encryption of data where appropriate, firewalls, regular security monitoring, and limiting access to personal data to those in our team or service providers who have a need to know it for the purposes described above. We also ensure that any third-party processors handling data on our behalf are subject to strict contractual obligations to protect the confidentiality and security of your data.
However, please be aware that no method of transmitting information over the internet or storing it electronically is completely secure. While we strive to use commercially acceptable means to protect your personal data, we cannot guarantee absolute security. We therefore urge you to take care when sending information to us (especially sensitive information) and to use up-to-date antivirus and firewall software on your devices.
If we become aware of a data breach that affects your personal data, we will notify you and the relevant authorities as required by law. We have procedures in place to deal with any suspected data breach and will act promptly to contain and remedy the situation.
Links to Other Websites
Our website may contain links to external websites or content that we do not control (for example, links to articles, property listings, or partner organisations). If you follow a link to any third-party website, please note that these websites have their own privacy policies and terms. We are not responsible for the content, privacy practices, or security of external sites. We encourage you to review the privacy policies of any third-party sites you visit.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons oncallinternational.comnerdwallet.com. When we make changes, we will revise the “Last updated” date at the top of this Policy. If changes are significant, we may also provide a more prominent notice (such as a banner on our site or an email notification, if appropriate). We encourage you to review this Policy periodically to stay informed about how we are protecting your information.
Your continued use of our website or services after any updates to this Privacy Policy constitutes your acknowledgement of the changes. If you do not agree to the revised policy, please discontinue use of our site.
Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our handling of your personal data, please do not hesitate to contact us:
Tilbury Properties
Address: 22A Avenue Rd, Herne Bay, Kent, CT6 8TB, United Kingdom
Email: info@tilburyproperties.co.uk
Phone: (If applicable, you may include a contact number here)
We will be happy to assist you and provide any additional information you may need. Your privacy is important to us, and we welcome your feedback.