Privacy Policy

About this Privacy Policy

This Privacy Policy explains how Webbers Property Services Limited collects, uses, shares, stores and protects personal information collected from or about you, or provided by you.

Please read this Privacy Policy carefully to understand why personal information is collected and how it is used.

Our website and services may contain links to independent websites which are not provided or controlled by Webbers. We are not responsible for, and have not necessarily reviewed or approved, the content, security or privacy policies of those websites. You should read the privacy information provided by the relevant organisation before supplying personal information.

We may update this Privacy Policy from time to time by amending this page. Where a change materially affects how we use personal information, we will take reasonable steps to bring the change to the attention of affected individuals.

Who We Are

For the purposes of the Data Protection Act 2018 and the UK General Data Protection Regulation, Webbers Property Services Limited is the data controller unless we explain otherwise.

Company name: Webbers Property Services Limited
Company number: 02908137
Registered address: Bristol & West House, 39 to 41 Boutport Street, Barnstaple, Devon, EX31 1SA
ICO registration number: Z5129639

Webbers also provides and markets certain services under the Fine & Country brand.

How to Contact Us

Questions, requests or complaints about the use of your personal information should be sent to:

Karlie Baker Kidwell
Data Protection Officer
Webbers Property Services Limited
39 to 41 Boutport Street
Barnstaple
Devon
EX31 1SA

Email: karlie.baker@webbers.co.uk

What Information We Collect

The personal information we collect depends on your relationship with Webbers and the services you request. It may include:

• Your full name
• Your postal address
• Your email address
• Your telephone number
• Your date of birth
• Your property address
• Information about a property you own, occupy, wish to sell, let, buy or rent
• Your property requirements, preferred locations, price range, budget and timescale
• Your current buying, selling, renting or letting position
• Information about property ownership, tenure, occupancy, services, condition and material information
• Identity and address information required for anti money laundering, identity verification or Right to Rent checks
• Information about your close connections where required for conflict checks or regulatory purposes
• Proof of funds, source of funds, mortgage position or other relevant financial information
• Bank and payment details where required for rent, deposits, refunds, charges or other authorised payments
• Solicitor, mortgage adviser, guarantor, landlord, tenant or transaction contact details
• Referencing, affordability, credit and tenancy application information
• Deposit, rent, maintenance, inspection and property management records
• Viewing appointments, viewing feedback, offers and transaction progression information
• Information about accessibility requirements, health, disability or vulnerability where this is relevant to the service being provided
• Emails, letters, telephone calls, messages and other communications with Webbers
• Call recordings, audio files, transcripts, summaries and enquiry information
• Complaints, rights requests, disputes and legal claim information
• Marketing preferences, property requirements, unsubscribe requests and objections
• Reviews, testimonials and feedback you choose to provide
• Property photographs, videos, floor plans, descriptions and marketing materials
• Records of website, property portal, LeadPro, Agent Response, social media and telephone enquiries
• Information collected through enquiry questionnaires and qualification services
• Website and device information, including your IP address, device type, browser type, traffic source and general website usage
• Other information you choose to provide that is relevant to your enquiry or the services being provided

Special Category and Sensitive Information

In limited circumstances, we may process information which requires additional protection.

This may include health, disability, accessibility or vulnerability information where it is necessary to provide a suitable service or make reasonable adjustments.

We will only collect and use this information where it is necessary and where an appropriate legal condition applies.

We will not intentionally use special category information for routine marketing.

Information relating to suspected fraud, criminal allegations, sanctions or criminal offences will only be processed where we have the necessary legal authority and safeguards.

When You Must Provide Information

We may require particular information to:

• Enter into or perform a contract with you
• Verify your identity
• Complete anti money laundering checks
• Complete Right to Rent or tenancy checks
• Assess an offer or tenancy application
• Manage a property sale, purchase, letting or tenancy
• Meet a legal or regulatory obligation

If you do not provide information reasonably required for these purposes, we may be unable to provide the requested service, publish a property, progress an offer, issue a memorandum of sale, complete a tenancy or continue acting for you.

We will explain the consequences when the information is requested.

Where We Obtain Personal Information

We may collect personal information directly from you when you:

• Contact an office by telephone, email or in person
• Complete a website or property portal form
• Request a valuation or market appraisal
• Arrange a viewing
• Register property requirements
• Make or receive an offer
• Instruct Webbers to sell, let or manage a property
• Apply for a tenancy
• Communicate with Customer Care
• Interact with ROSE, our AI supported communications assistant
• Complete a follow up questionnaire
• Subscribe to property information or marketing
• Leave a review or provide feedback
• Contact us through social media

We may also receive information from:

• Landlords
• Tenants
• Sellers
• Buyers
• Applicants
• Guarantors
• Occupiers
• Solicitors and conveyancers
• Mortgage advisers and other professional representatives
• Property portals
• Other estate agents
• Relocation networks
• Referencing and credit reference providers
• Deposit protection schemes
• Identity and anti money laundering providers
• Developers and landowners
• New homes partners
• Utility, insurance, maintenance and property service providers
• Public records and registers
• Fraud prevention sources
• Approved enquiry and communication providers

Where we obtain information from a source other than you, we will provide the required privacy information within the applicable period, normally when we first contact you, before the information is disclosed to another organisation, or within one month.

Additional Enquiry and Qualification Services

We may receive information from approved enquiry and qualification providers, including LeadPro, a Nurtur service, and Agent Response.

LeadPro may receive website or property portal enquiries, issue follow up questionnaires and provide the completed enquiry information to Webbers.

Agent Response may receive and qualify property enquiries, obtain relevant information from prospective applicants and provide that information to Webbers so that we can respond to the enquiry and provide our services.

Agent Response may also use approved artificial intelligence technologies for enquiry handling, lead qualification and telephone services. These technologies support enquiry management but do not replace human review where a significant decision is required.

Information collected through these services may be entered into Reapit, emailed to the relevant Webbers office or used to arrange a viewing, recommend a property or progress an application.

Our Lawful Bases

We use different lawful bases depending on why personal information is being processed.

Contract

We process information where it is necessary to take steps at your request before entering into a contract or to perform a contract with you.

This includes estate agency, lettings, property management, tenancy, sales progression and related property services.

Legal Obligation

We process information where necessary to meet legal or regulatory responsibilities, including:

• Anti money laundering requirements
• Right to Rent requirements
• Taxation and accounting obligations
• Court orders and regulatory requests
• Fraud prevention and reporting requirements

Legitimate Interests

We may process information where this is necessary for a legitimate interest pursued by Webbers, a client or another organisation, provided that the interest is not overridden by your rights and freedoms.

Our legitimate interests may include:

• Appropriate Customer Care and office follow up
• Maintaining relevant property requirements
• Sending relevant property recommendations where the separate electronic marketing rules are met
• Sending one optional review invitation following completion of a service
• Administering an agreed referral
• Recording calls for quality, training and dispute resolution
• Providing and improving customer service
• Understanding general website and marketing performance
• Protecting our systems, information, staff and clients
• Maintaining appropriate records of how a property was marketed
• Establishing, exercising or defending legal claims

Webbers has completed a Legitimate Interests Assessment covering these activities.

Consent

We rely on consent where you have a genuine choice and consent is the appropriate lawful basis.

This may include:

• Certain electronic marketing
• Processing particular special category information
• Reusing a review or testimonial in Webbers marketing
• Other clearly identified optional activities

You may withdraw consent at any time. Withdrawal does not affect processing carried out lawfully before consent was withdrawn.

Vital Interests and Public Interest

In limited circumstances, we may process information to protect someone’s vital interests or where a particular public interest or official function applies.

How We Use Your Information

We may use personal information to:

• Respond to enquiries and requests
• Arrange valuations, market appraisals and viewings
• Register and update property requirements
• Recommend properties which may be relevant to your requirements
• Market and promote properties
• Prepare property descriptions, photographs, videos and floor plans
• Negotiate and verify offers
• Verify identity, ownership, source of funds and buying position
• Complete anti money laundering and Right to Rent checks
• Prepare, administer and progress sales, purchases, lettings and tenancies
• Manage rent, deposits, maintenance, inspections and property safety
• Communicate with solicitors, buyers, sellers, landlords, tenants and other transaction parties
• Provide Customer Care follow up
• Respond to enquiries received through LeadPro and Agent Response
• Arrange an agreed referral to another service provider
• Send transactional communications, including viewing confirmations
• Send permitted property recommendations, newsletters and development information
• Request reviews or feedback following completion of a service
• Handle complaints, disputes, data protection requests and legal claims
• Record and review calls for service quality, training and dispute resolution
• Provide AI supported enquiry handling
• Maintain information security, prevent fraud and investigate incidents
• Analyse general website and marketing performance
• Improve our services, communications and customer experience
• Meet legal, regulatory, accounting and taxation responsibilities
• Establish, exercise or defend legal claims
• Notify you about material changes to our services

Marketing and Property Recommendations

We may send property recommendations based on requirements you have provided and which are recorded in Reapit.

Recommendations may be selected automatically through Reapit property matching or manually by a member of our team.

We may send marketing communications about Webbers and Fine & Country services where you have requested information, where you have provided permission, or where applicable law permits us to contact you regarding relevant services.

We may also send newsletters, market updates and new development information where your recorded email preference permits this and the requirements of data protection law and the Privacy and Electronic Communications Regulations are met.

Marketing emails sent through BriefYourMarket contain an unsubscribe link. BriefYourMarket and Reapit are connected so that an email unsubscribe updates the relevant preference in both systems.

An email unsubscribe will normally stop email marketing. If you ask us to stop all direct marketing, we will update our records to prevent marketing through all applicable channels.

Webbers does not send marketing text messages. Text messages sent through SMS Speedway are used for transactional or service purposes, including viewing confirmations.

You may update your preferences or unsubscribe at any time.

We may retain a limited suppression record following an unsubscribe or objection to ensure that you are not accidentally added to a marketing list again.

We will not share your information with third parties for their own marketing without your prior consent or another appropriate legal basis.

Referrals and Related Services

Webbers may offer to refer you to:

• Solicitors or conveyancers
• Mortgage advisers
• Surveyors
• Auction providers
• Foreign exchange providers
• Sales progression services
• Relocation agents
• Utility or home moving services
• Other relevant property service providers

We will obtain and record your agreement before sending your personal information to the selected provider.

We will share only the information reasonably necessary for the agreed referral.

Some referral arrangements provide Webbers with a fee, commission, voucher or other commercial benefit. The relevant arrangement and benefit will be disclosed where applicable.

You are free to choose another provider. Choosing another provider will not affect the service you receive from Webbers.

Further information is available on our Referral Fees page.

Homewise Market Plus

Sellers receive a free additional “Market Plus” portal listing through our partners, Homewise Ltd, to increase exposure to your property.

By using Market Plus, in addition to Webbers marketing the property, the property will also be marketed on agreed property portals by Homewise Limited, referred to as Homewise, under the Home for Life Plan. This is a product designed for people aged 60 and over, where the property is advertised at a reduced asking price. Full details of the Home for Life Plan can be found on the Homewise website. Homewise will not charge you for marketing the property.

Under Market Plus, if Homewise finds a potential buyer, Homewise will negotiate the purchase of the property from you through Webbers for the eventual full agreed purchase price and would sell a Home for Life Plan to the buyer at the reduced price. Homewise acts as an agent of Webbers and Webbers discloses that Homewise would have an interest in a sale arranged through Market Plus.

Land & New Homes Network Partnership

Webbers works in partnership with Land & New Homes Network to provide specialist land, development and new homes services.

As part of this partnership, Kevin Ellis of Land & New Homes Network may contact clients, prospective clients, developers, landowners and other stakeholders on behalf of Webbers. For the purposes of these communications, Kevin Ellis may use a Webbers email address and identify himself as working with or representing Webbers.

Where personal information is shared with Land & New Homes Network, it will only be for legitimate business purposes related to the services being provided and will be processed in accordance with applicable data protection legislation and appropriate confidentiality obligations.

Anti Money Laundering

We are required by law to conduct anti money laundering checks on all those selling or buying a property. Whilst we retain responsibility for ensuring checks and any ongoing monitoring are carried out correctly, the initial checks are carried out on our behalf by Lifetime Legal. Lifetime Legal will contact you once you have agreed to instruct us in your sale or had an offer accepted on a property you wish to buy.

The cost of these checks is £60 including VAT to sell a property and £69 including VAT to buy a property. This covers the cost of obtaining relevant data and any manual checks and monitoring which might be required.

This fee must be paid directly to Lifetime Legal in advance of us publishing your property, in the case of a seller, or issuing a memorandum of sale, in the case of a buyer. The fee is non refundable. We receive some of the fee taken by Lifetime Legal to compensate for our role in the provision of these checks.

Call Recordings and AI Supported Communications

Calls may be recorded for training, quality assurance, accurate record keeping, complaint handling and dispute resolution.

Webbers currently uses an Avaya telephone system. Call recording arrangements may also include:

• Rightmove call tracking numbers
• ROSE and Instep.ai
• Technical support or authorised administration provided by Lineal
• Our existing telephone and communications support provider

Call recordings made through our Avaya telephone system are normally retained for three months and are then automatically deleted, unless a recording must be retained for longer because it is relevant to a complaint, investigation, data protection request, legal claim, regulatory matter or other legal obligation.

Where a recording is retained beyond three months for one of these reasons, access will be restricted and the recording will be retained only for as long as reasonably necessary.

We may process telephone numbers, call dates and times, call routing information, audio recordings, transcripts, summaries and information provided during a call.

Call recordings and associated information may be used to:

• Maintain accurate records of conversations
• Confirm instructions and information provided to us
• Support the delivery of our estate agency, lettings and property management services
• Monitor service quality
• Support staff training
• Handle complaints, concerns and disputes
• Prevent or investigate fraud or misuse
• Establish, exercise or defend legal claims
• Meet legal and regulatory responsibilities

Access to call recordings is limited to authorised members of staff and approved service providers who require access for a legitimate business, technical, legal or regulatory purpose.

Webbers may use ROSE, our AI supported communications assistant, to assist with enquiries, viewing requests, valuation requests, common questions, tenancy matters and other customer communications.

Calls handled through ROSE may be recorded, transcribed and summarised by approved service providers, including Instep.ai. Relevant information may be passed to the appropriate Webbers team to assist with the requested service.

Instep.ai may use approved subprocessors to provide hosting, telecommunications, speech recognition, language processing and voice technology.

You will be informed where you are interacting with an AI service or where a call is being recorded.

AI is used to support our teams and does not replace human judgement where a decision or specialist response is required.

Artificial Intelligence and Digital Tools

Webbers uses approved artificial intelligence and digital tools to support the delivery of its services.

These tools may assist with:

• Customer communications
• Preparing and replying to emails
• Enquiry handling
• Property recommendations
• Call handling and transcription
• Drafting property descriptions
• Reviewing information
• Creating reports and presentations
• Creating marketing emails and content
• Website and portal enquiries
• Coding and technical content
• Property marketing
• Photograph enhancement
• Improving service efficiency

Approved services currently include:

• Microsoft 365 Copilot
• ChatGPT Business
• ROSE and Instep.ai
• Reapit AI tools
• Autoenhance AI
• CRE and 8X8 
• Agent Response AI services
• Approved Webbers custom GPTs
• Other approved AI and digital systems

These tools support our staff and do not replace human judgement where human review is required.

Significant decisions relating to complaints, legal matters, tenancy disputes, employment matters, data protection requests, regulatory obligations and similar activities are not made solely by artificial intelligence and remain subject to human review.

A member of our team remains responsible for reviewing information before it is sent, published, disclosed or relied upon.

AI will not make the final decision about a Subject Access Request, data protection exemption, personal data breach or other matter requiring human judgement.

Property Photographs, Digital Enhancement and Virtual Staging

We may use approved digital and AI tools to edit, enhance or virtually stage property photographs.

Editing may include:

• Correcting lighting, exposure and colour
• Improving sky presentation
• Creating dusk or twilight presentation
• Improving grass colour where the result remains realistic
• Removing personal information or temporary distracting items
• Adding virtual furniture or decorative items to an empty property

Edited images are reviewed before publication and the original photograph is retained alongside the approved version.

We will not use editing to hide known defects or hazards, change permanent structural features, or misrepresent room proportions, boundaries, views, access or the physical condition of a property.

Virtually staged images will be identified as virtually staged.

Twilight or sunset treatments will be identified as digitally enhanced where appropriate.

AI generated marketing imagery will not be presented as a genuine photograph of a real property, client, employee or event.

Reviews and Testimonials

Following completion of a relevant transaction or service, Reapit may send one automatic email inviting you to leave a review.

The invitation contains a View Agents link which allows you to choose whether to leave a review through Google, Trustpilot or ESTAS.

You are not required to provide a review.

View Agents does not receive or store your client information through the review invitation process. The client decides whether to follow a link and submit information directly to the selected review platform.

Where you give permission for a published review to be reused, Webbers may share it through Push Property, social media or other Webbers marketing.

We will use only the name or identifier you chose to publish and will not alter the review in a way which changes its meaning.

If you withdraw permission, we will stop future use and take reasonable steps to remove the review from locations under our control.

Website, Cookies and Analytics

We use cookies and similar technologies to operate our website, understand website performance and support approved functionality and marketing.

Webbers uses Usercentrics as its consent management platform. Usercentrics allows visitors to accept, reject or manage cookie preferences and enables consent choices to be reviewed and amended at any time through the website cookie settings control.

Our cookie consent tool allows visitors to:

• Accept all cookies
• Deny non necessary cookies
• Manage individual preferences
• Review and change previous preferences
• Withdraw consent through the website cookie settings control

We use Google Analytics, Microsoft Clarity and Mouseflow to help us understand website performance, visitor behaviour, customer journeys, website functionality and marketing effectiveness.

These services are subject to the applicable cookie consent preferences and website consent settings.

Webbers does not use analytics reports to identify individual clients or decide which individual clients should receive communications.

Cookie preferences can be managed through the website cookie settings control.

Please read our Cookie Policy for details about the active technologies, purposes, providers and durations.

Property and Marketing Content

We promote properties and developments through:

• The Webbers website
• Property portals
• Email marketing
• Printed materials
• Social media
• Video platforms
• Webbers and Fine & Country channels
• Approved third party marketing services

Content may include current and historic listings. Properties shown may have been sold, let, withdrawn or changed since publication.

You should not rely solely on summary marketing content when deciding to view or proceed with a property.

Current property details and material information must be confirmed with Webbers, the developer where applicable, and your professional advisers before viewing, reserving or making an offer.

For new homes and developments, images, videos, computer generated images, floor plans, layouts and descriptions are provided for general guidance and may differ from the completed property.

Prices, availability, incentives, specifications, room sizes, layouts, tenure, council tax bands, service charges and estate charges may change.

Current information should be confirmed before making a reservation or purchase decision.

Who We Share Your Information With

We share personal information only where necessary and where an appropriate lawful basis applies.

Recipients may include:

• Buyers, sellers, landlords, tenants, applicants, guarantors and occupiers involved in a transaction
• Solicitors, conveyancers, mortgage advisers, surveyors and other professional representatives
• Property portals and marketing platforms
• Referencing and credit checking providers
• Deposit protection schemes
• Anti money laundering and identity verification providers
• Contractors, inventory providers, photographers, videographers, floor plan providers and EPC assessors
• Property management, maintenance, utility and emergency support providers
• Payment, accounting, banking and insurance providers
• Local authorities, regulators, law enforcement agencies and courts
• Relocation, new homes, auction and referral partners
• IT, cloud, communication, AI and security providers
• Website, enquiry, analytics and cookie management providers
• Review and social media platforms
• Another organisation in connection with a sale, purchase or restructuring of all or part of our business

Not every recipient is a processor acting solely on Webbers’ instructions. Some recipients, including solicitors, lenders, review platforms, referencing providers and referral partners, may act as independent controllers and provide their own privacy information.

Partners and Suppliers

Our systems, partners and suppliers may include:

• Acaboom Limited
• Adiuvo
• Agent Response
• Alan Boswell Group
• Amazon Web Services
• AutoSocial
• Bamboo Auctions
• Avaya
• DocuSign
• Energy Performance Services
• ESTAS
• Fine & Country
• Goodlord
• Google Analytics
• Microsoft Clarity
• Mouseflow
• Usercentrics
• The Guild of Property Professionals and associated agents
• HomeLet
• Homewise Ltd
• Instep.ai
• Land & New Homes Network
• Landmark
• Lifetime Legal and Smart Compliance
• Lineal
• Lumon Pay
• Microsoft and Microsoft 365
• Momenzo
• MyDeposits
• MyPorta
• Nurtur Group, including BriefYourMarket, Starberry and LeadPro
• OnTheMarket
• OpenAI
• Panoptic and Skylens
• Partners&
• Push Property
• Reapit
• Relocation Agent Network and associated agents
• Rightmove
• Sage
• SMS Speedway
• Sprift
• The Dispute Service
• View Agents
• Vouch
• World of Motion
• Worldpay
• Zoopla
• Approved photographers, videographers, floor plan providers, EPC assessors and contractors
• Approved solicitors, mortgage advisers, surveyors, auction providers and sales progression partners
• Approved social media and video platforms

This list is not exhaustive because our providers and services may change.

You may request information about the organisations relevant to your personal information by contacting the Data Protection Officer.

Referral Partners

Our referral partners may include:

• Assured Sale and Progression Limited
• Bamboo Auctions
• Brights Solicitors LLP
• Coodes
• Complete ASAP
• Fine & Country and associated agents
• The Guild of Property Professionals and associated agents
• Homewise Ltd
• Land & New Homes Network
• Law Firm Services
• Levels Financial Solutions
• Lumon Pay
• MAB
• Relocation Agent Network and associated agents
• Risdon Hosegood
• Together Financial Solutions
• Other approved solicitors, mortgage advisers, surveyors and professional service providers

Our current referral arrangements and relevant commercial benefits are explained on our Referral Fees page.

International Transfers

Some approved suppliers and their subprocessors may store or access personal information outside the United Kingdom.

Where this creates a restricted international transfer, we will use an appropriate lawful mechanism. This may include:

• United Kingdom adequacy regulations
• The UK International Data Transfer Agreement
• The UK Addendum to approved contractual clauses
• Another safeguard or exception permitted by data protection law

We will also consider whether additional contractual, technical or organisational safeguards are required.

You may contact our Data Protection Officer for further information about safeguards relevant to your information.

How Long We Keep Personal Information

We retain personal information only for as long as reasonably required:

• For the purpose for which it was collected
• To provide our services
• To meet legal or regulatory obligations
• For accounting and taxation
• To handle complaints, disputes or investigations
• To establish, exercise or defend legal claims

This does not mean that we will contact you continuously. Before contacting an older prospect, we will consider previous engagement, recorded preferences and whether the communication remains relevant.

Different periods may apply to:

• Tenancy records
• Anti money laundering records
• Right to Rent records
• Financial and accounting records
• Complaint and legal claim records
• Employee and applicant records
• Supplier held information
• Marketing suppression information
• Call recording and transcript information

Call recordings made through our current Avaya telephone system are normally retained for three months and are then automatically deleted.

A recording may be retained for longer where it is relevant to a complaint, investigation, data protection request, legal claim, regulatory matter or legal obligation. Where a recording is retained for one of these reasons, access will be restricted and the recording will be retained only for as long as reasonably necessary.

Marketing suppression information may be retained as necessary to respect an unsubscribe or objection.

Records subject to a complaint, dispute, investigation or legal hold may be protected from routine deletion.

Property marketing may remain available through websites, portals, social media or video platforms as historic content. If you ask us to remove content, we will consider the request and take reasonable steps to remove it from channels under our control where appropriate.

Security

We use appropriate organisational and technical measures to protect personal information against unauthorised access, accidental loss, alteration, destruction or disclosure.

Our safeguards include, where appropriate:

• Role based permissions
• Password controls
• Multifactor authentication
• Encryption
• Secure transfer arrangements
• Device and network security
• Backup and recovery arrangements
• Staff training
• Confidentiality requirements
• Access reviews
• Supplier due diligence
• Security monitoring and incident response

No internet or electronic storage system is completely secure.

If you have access credentials for a Webbers or supplier service, you are responsible for keeping these confidential and must not share them.

Your Rights

Depending on the circumstances, you may have the right to:

• Be informed about how your information is used
• Request access to your personal information
• Ask us to correct inaccurate or incomplete information
• Ask us to erase information
• Ask us to restrict processing
• Receive certain information in a structured, commonly used and machine readable format
• Object to processing based on legitimate interests
• Object to direct marketing
• Withdraw consent
• Request safeguards where a qualifying decision is made solely by automated processing

These rights are not all absolute. Whether a right applies depends on the purpose, lawful basis and circumstances.

We will normally respond to a rights request within one month. We may request information reasonably necessary to confirm your identity or clarify the request.

Requests should be sent to:

Karlie Baker Kidwell
Data Protection Officer
Webbers Property Services Limited
39 to 41 Boutport Street
Barnstaple
Devon
EX31 1SA

Email: karlie.baker@webbers.co.uk

Right to Object to Direct Marketing

You have an absolute right to object to the use of your personal information for direct marketing.

If you object, we will stop using your information for that purpose.

We may retain the minimum information necessary on a suppression record to make sure that you are not contacted for marketing again accidentally.

Erasure Requests

You may ask us to delete personal information where:

• We no longer need it for the original purpose
• You withdraw consent and no other lawful basis applies
• You successfully object to the processing
• The information has been processed unlawfully
• Erasure is required by law

The right to erasure is not absolute.

We may need to retain information to meet a legal or regulatory obligation, administer a contract, handle a complaint, prevent fraud or establish, exercise or defend a legal claim.

All erasure requests are referred to our Data Protection Officer. We will explain the outcome and any information which must be retained.

Withdrawing Consent

You may withdraw consent at any time by contacting our Data Protection Officer.

Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

Where consent relates to marketing, you may also use the unsubscribe option in the relevant marketing communication.

Moving Your Information to Another Organisation

Where the right to data portability applies, you may ask us to provide certain information to you or another controller in a structured, commonly used and machine readable format.

This right normally applies where processing is based on consent or contract and is carried out by automated means.

We will assess the request and respond within the applicable period.

Automated Processing and Human Review

We use automated tools to support activities such as:

• Matching property requirements
• Preparing call transcripts and summaries
• Drafting property descriptions and communications
• Organising and analysing business information

These tools support our teams and do not replace human judgement where a decision could have a legal or similarly significant effect.

Significant decisions relating to complaints, legal matters, tenancy disputes, employment matters, data protection requests, regulatory obligations and similar activities are not made solely by artificial intelligence and remain subject to human review.

Where a qualifying decision is made solely by automated processing, we will provide the applicable information and safeguards. These may include the right to request human intervention, express your point of view and challenge the outcome.

Complaints About the Use of Personal Information

If you have a concern about how Webbers has handled your personal information, please contact:

Karlie Baker Kidwell
Data Protection Officer
Webbers Property Services Limited
39 to 41 Boutport Street
Barnstaple
Devon
EX31 1SA

Email: karlie.baker@webbers.co.uk

Please explain what has happened, the information concerned and how you would like the matter resolved.

We will investigate the complaint and provide a response.

If you remain dissatisfied, you may complain to the Information Commissioner’s Office.

Telephone: 0303 123 1113
Website: Information Commissioner’s Office

Changes to This Privacy Policy

We may update this Privacy Policy when our services, systems, suppliers or legal obligations change.

The latest version will be published on our website.

Where a change materially affects how we use personal information, we will take reasonable steps to notify affected individuals before the new processing begins.

Last Updated: 6 October 2026