Privacy Policy of Emily Trewhella-Clark Limited

Last updated: September 2026

Emily Trewhella-Clark Limited is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, use our services or otherwise interact with us.

Emily Trewhella-Clark Limited
Registered in England and Wales
Company Registration No: 16871573
Registered Office: C/O The Stables, 23B Lenten Street, Alton, Hampshire, England, GU34 1HG

Telephone: 07305 907669
Email: emily@etcproperty.co.uk
Website: www.etcproperty.co.uk

For data protection purposes, Emily Trewhella-Clark Limited is the data controller for the personal information we process.

Depending on how you interact with us, we may collect:

• Your name and contact details, including telephone number, email address and postal address. 
• Information relating to a property you own, rent, are considering renting or are otherwise connected with. 
• Information provided when you enquire about our services. 
• Information required to provide lettings and property management services. 
• Identification and verification information where required for legal, regulatory or anti-money laundering purposes. 
• Financial information where necessary for rent collection, client accounting or other services. 
• Information provided during tenant referencing and applications. 
• Correspondence and communications between you and us. 
• Information contained in documents you provide to us. 
• Information relating to complaints or queries. 
• Website usage and technical information, including information collected through cookies and similar technologies where applicable. 

We will only collect information that is relevant to the purpose for which it is being used.

We may collect personal information:

• Directly from you when you contact us, complete a form or request a valuation. 
• When you instruct us to provide services. 
• When you communicate with us by telephone, email or other means. 
• When you apply to rent a property. 
• From landlords, tenants, contractors, professional advisers and other parties involved in providing our services. 
• From publicly available sources, including property and Land Registry information, where appropriate. 
• From third-party service providers involved in providing property, referencing, compliance or administrative services. 
• Through our website and its associated technologies. 

Where we obtain your information from another source, we will provide privacy information as required by applicable data protection law.

We may use personal information to:

• Respond to enquiries and requests. 
• Provide property valuations and advice. 
• Market properties and arrange viewings. 
• Provide tenant-find, rent collection and property management services. 
• Communicate with landlords, tenants, applicants, contractors and other relevant parties. 
• Carry out tenant referencing and identity checks. 
• Comply with anti-money laundering and other legal and regulatory requirements. 
• Administer tenancy agreements and related documentation. 
• Collect and account for rent and other payments. 
• Arrange repairs, maintenance and other property services. 
• Manage complaints and enquiries. 
• Maintain business and financial records. 
• Protect our business, clients, properties and systems against fraud or misuse. 
• Improve our services and website. 
• Send relevant marketing communications where permitted by law and, where required, with your consent. 
• Measure and understand how visitors use our website and how they respond to our marketing. 

We process personal information using the lawful bases available to us under applicable data protection law.

These may include:

Contract
Where processing is necessary to enter into or perform a contract with you, such as providing lettings or property management services.

Legal obligation
Where we are required to process information to comply with a legal or regulatory obligation, including applicable anti-money laundering, financial and property regulations.

Legitimate interests
Where processing is necessary for our legitimate business interests or those of another party, provided that these interests are not overridden by your rights and freedoms.

Consent
Where we ask for your consent to use personal information for a particular purpose, such as certain forms of direct marketing or non-essential cookies and tracking technologies. Where we rely on consent, you can withdraw it at any time.

Where necessary to provide our services or comply with our legal and regulatory obligations, we may share personal information with relevant third parties, including:

• Landlords and tenants. 
• Prospective tenants and applicants. 
• Property contractors and maintenance providers. 
• Referencing and identity-check providers. 
• Tenancy deposit scheme providers. 
• Property portals and marketing platforms. 
• Professional advisers, including solicitors and accountants. 
• Banks and payment providers. 
• Insurers and other relevant service providers. 
• Regulatory and professional bodies. 
• Government authorities, law enforcement agencies or other organisations where we are legally required to do so. 
• Technology and website service providers, including providers of analytics and advertising services. 

We will only share information where there is an appropriate reason and lawful basis for doing so.

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Access to personal information is restricted to those who need it for legitimate business or service-related purposes.

However, no method of transmitting or storing information electronically can be guaranteed to be completely secure.

We retain personal information only for as long as it is reasonably necessary for the purposes for which it was collected, including to:

• Provide our services. 
• Maintain appropriate business and financial records. 
• Comply with legal, regulatory and professional requirements. 
• Deal with complaints or disputes. 
• Establish, exercise or defend legal claims. 

The length of time information is retained will depend on the type of information and why we hold it.

When information is no longer required, we will securely delete or dispose of it, where appropriate.

Depending on the circumstances, you have rights in relation to your personal information, including the right to:

• Be informed about how your information is used. 
• Request access to the personal information we hold about you. 
• Request correction of inaccurate or incomplete information. 
• Request deletion of your personal information in certain circumstances. 
• Request restriction of processing in certain circumstances. 
• Object to certain types of processing, including direct marketing. 
• Request transfer of certain information to another organisation where the right to data portability applies. 
• Withdraw consent where we rely on consent as our lawful basis. 

These rights are subject to certain legal exceptions and conditions.

If you would like to exercise your data protection rights or ask us a question about how we use your information, please contact:

Emily Trewhella-Clark Limited
Email: emily@etcproperty.co.uk
Telephone: 07305 907669

We may need to verify your identity before dealing with certain requests.

Our website may use cookies and similar technologies to help the website function properly, understand how visitors use our website and improve our marketing.

We may use Google Analytics to collect information about how visitors use our website, such as pages visited, approximate location, device and browser information, how visitors arrived at our website and interactions with the website.

This information helps us understand website traffic and improve our website, services and marketing.

Google Analytics may collect and process information in accordance with Google's own privacy policies and terms.

We may use Meta technologies, including the Meta Pixel, to understand how visitors interact with our website and, where applicable, to measure and improve advertising campaigns and understand the effectiveness of our marketing.

Meta technologies may collect information about website visits, interactions and actions taken on our website. This information may be used by Meta in accordance with its own privacy policies.

Where consent is required for non-essential cookies or tracking technologies, we will obtain consent before using them.

You can change or withdraw your cookie preferences where our website provides a cookie preference facility.

For further information, please refer to the relevant privacy information provided by Google and Meta.

Our website may contain links to websites operated by third parties, including property portals, professional organisations and other service providers.

We may also use third-party services such as Google Analytics and Meta technologies as described above.

We are not responsible for the privacy practices or content of third-party websites. We recommend reviewing their privacy policies before providing personal information.

We may update this Privacy Policy from time to time to reflect changes to our business, services, technology or legal and regulatory requirements.

The latest version will be published on this page with the date it was last updated.

If you have concerns about how we have handled your personal information, please contact us in the first instance so that we can investigate and respond to your concerns.

You also have the right to complain to the Information Commissioner's Office (ICO) if you believe that your personal information has been handled unlawfully.

Information Commissioner's Office
Website: www.ico.org.uk