Data Controller
Privacy Policy
IVY LOCK REAL ESTATE is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, and safeguard your information when you use our sustainable rental services.
Last updated: July 22, 2025
Data Collection Information
What Personal Data We Collect
- Contact Information: Name, email address, phone number, and postal address when you enquire about our services
- Property Preferences: Budget requirements, location preferences, sustainability priorities, and environmental values
- Communication Records: Records of correspondence, consultation notes, and service feedback
- Technical Data: IP address, browser type, device information, and website usage patterns
How Data is Collected
Direct Collection
Through contact forms, email communications, phone calls, and property consultation meetings
Automated Collection
Via cookies, analytics tools, and website interaction tracking for service improvement
Legal Basis for Processing
Legitimate Interest: To provide sustainable rental property matching services and improve our environmental guidance
Consent: For marketing communications and optional data processing activities
Contract Performance: To fulfill our rental consultancy services and property matching obligations
Data Retention Periods
- Active Enquiries: 24 months from last contact
- Consultation Records: 5 years for business records compliance
- Marketing Data: Until consent is withdrawn
- Website Analytics: 26 months maximum retention
How We Use Your Data
Property Matching
Match you with suitable green-certified properties based on your sustainability preferences and budget requirements
Environmental Guidance
Provide personalized sustainable living advice and energy efficiency recommendations
Service Improvement
Analyze website usage and feedback to enhance our sustainable rental platform
Communication
Send property updates, sustainability tips, and respond to your enquiries about eco-friendly rentals
Legal Compliance
Meet regulatory requirements and maintain business records as required by UK law
Community Building
Connect you with eco-conscious communities and sustainable living resources in your area
Data Sharing with Third Parties
We only share your data with trusted partners who help us provide our services:
- • Property owners and landlords (with your explicit consent for viewings)
- • Energy efficiency assessors and green certification bodies
- • Payment processors for secure transaction handling
- • Analytics providers to improve our website experience
Data Protection Measures
Security Measures
- • SSL encryption for all data transmission
- • Secure cloud storage with regular backups
- • Multi-factor authentication for staff access
- • Regular security audits and vulnerability testing
Access Controls
- • Role-based access permissions
- • Regular access reviews and updates
- • Staff training on data protection
- • Confidentiality agreements for all team members
Data Encryption
- • AES-256 encryption for stored data
- • TLS 1.3 for data in transit
- • Encrypted database connections
- • Secure key management practices
Breach Prevention
- • 24/7 monitoring and alerting systems
- • Incident response procedures
- • Regular penetration testing
- • Data breach notification protocols
Your Rights and Data Management
Right to Access
Request a copy of all personal data we hold about you, including how it's being used and who it's shared with.
Right to Rectification
Correct any inaccurate or incomplete personal data we have about your property preferences or contact details.
Right to Erasure
Request deletion of your personal data when it's no longer necessary for our sustainable rental services.
Right to Data Portability
Receive your personal data in a structured, machine-readable format for transfer to another service provider.
How to Exercise Your Rights
To exercise any of these rights, please contact us using the details provided at the top of this page. We will:
- Respond to your request within 30 days
- Verify your identity to protect your privacy
- Provide clear information about any actions taken
- Explain any reasons if we cannot fulfill your request
Your Rights and Opt-Out Instructions
You are not required to provide any personal information when using this website. If you prefer not to share your data, you may:
- Avoid filling out contact forms, account registrations, or any data-submitting features
- Disable cookies through your browser settings (see our Cookie Policy for more details)
- Contact us directly to request the deletion of any previously shared personal data
We respect your privacy choices. If you would like us to delete your data, please reach out to us using the contact details provided above. We will process your request promptly and confirm completion within 30 days.