Privacy Policy

As part of our business operations, Romans & Partners collects, uses, stores, and transfers various types of personal data depending on your relationship with us (for example, as a client, customer, or job applicant).

The categories of data we may collect include: identity data, contact information, financial data, details of your dependents, transaction data (such as property requirements), IP addresses, website usage data, marketing and communication preferences, call recordings, video recordings from within our fleet vehicles, information included in application forms and CVs, proof of right to work, employment history, and data concerning criminal convictions and offences.

“Sensitive Personal Information” refers to data concerning your racial or ethnic origin, philosophical or religious beliefs, physical or mental health or condition, sexual life or orientation, or criminal convictions. In certain circumstances, you may provide us with such Sensitive Personal Information, for example, to address disability-related requirements.

Romans & Partners collects personal data through various methods, including:

• Direct Interactions: Personal data provided directly by you when completing forms, surveys, or corresponding with us by post, phone, email, live chat, our website, social media, or other channels. This also includes data collected during the job application process or when you make inquiries about our services through property portals.
• Indirect Interactions: Personal data obtained from third parties, such as payment service providers, data brokers, or aggregators (e.g., TwentyCi, Rightmove, Zoopla within the UK/EU, or Facebook outside the EU), as well as information available from public sources or registers, including Companies House, the Electoral Register, and Government or Police databases.
• Aggregated Data: Anonymised or aggregated personal data compiled from sources such as our website, CRM, or phone systems, and from service providers like credit-checking or profiling companies. This aggregated data is typically organized into groupings for analytical or operational purposes.

Romans & Partners collects personal data to facilitate the purchase, rental, sale, or letting of property through our services (or on behalf of our clients); to contact you regarding services and offers that may be of interest in relation to property transactions; during recruitment processes or employment; where it is necessary to fulfil legal obligations (including compliance with anti-money laundering laws, estate and letting agency regulations, and codes of practice); or where such processing is otherwise lawful.

We may also process personal data to operate, grow, and protect our business, develop our products and services, improve efficiency, manage our client relationships, provide training, monitor customer service, resolve disputes, and refer you to third-party providers (e.g., mortgage brokers or conveyancing service providers).

Examples of processing include network security, auditing, call recording (in accordance with the Investigatory Powers Act 2016, with appropriate notice to callers), video monitoring within our fleet vehicles for driving standards, compliance and training, referencing, identity verification, fraud prevention, risk assessment, utility management, due diligence, and marketing (e.g., securely sharing an encoded version of your email address with platforms like Facebook or Google to display targeted Romans & Partners ads). Additional purposes include analytics, debt recovery, advertising improvement, and optimising customer support services, notifying you of service changes, maintaining suppression lists, profiling, cloud storage, acquisition integration, and referrals.

In specific circumstances, we may disclose your name to other agents, landlords, or vendors to protect our entitlement to commission and prevent disputes.

Our legal basis for processing personal data falls under the following:

• Consent (Article 6(1)(a) GDPR)
• Contractual obligations (Article 6(1)(b) GDPR)
• Legal obligations (Article 6(1)(c) GDPR)
• Legitimate business interests (Article 6(1)(f) GDPR)

Where we process special category data, additional legal grounds may apply:

• Explicit consent (Article 9(2)(a) GDPR)
• Publicly available data (Article 9(2)(e) GDPR)
• Legal claim support (Article 9(2)(f) GDPR)

Romans & Partners’ website and applications may automatically collect usage data to enhance future functionality and assist with targeted advertising. We use Google Analytics, a web analysis service provided by Google, to track anonymous metrics such as feature adoption, usage, crashes, and other insights.

Our website cookies do not track or store personal information like your name, email, or billing information, but may collect details about your device and browsing activities.

Certain devices can detect approximate location data, including latitude and longitude. Romans & Partners does not control the accuracy of such data. If location-based features are requested, we will prompt you to grant permission to access your location data to provide relevant results or directions. You can disable location settings in your browser or app.

To learn more about our use of cookies, please refer to our cookie policy.

Romans & Partners may share your personal data with trusted third-party entities outside of Romans & Partners as necessary, including:

• Service Providers and Third-Party Partners: Third parties with whom we have contractual relationships to facilitate property transactions (purchase, rental, sale, or letting); providers of IT and system administration services; anti-money laundering verification providers; tenancy deposit schemes or deposit replacement service providers; utility switching companies and utility suppliers; trade contractors; survey companies; surveyors, EPC providers, inventory clerks, managing agents, property auctioneers, and auction legal pack providers.
• Government and Regulatory Authorities: Local authorities, government and law enforcement agencies, government departments (e.g., HM Land Registry), and other regulatory bodies as required to fulfill legal or regulatory obligations.
• Professional Advisors and Financial Services: Professional advisors including legal counsel, bankers, auditors, insurers, and accountants, who provide consultancy, legal, banking, insurance, and accounting services.
• Marketing and Analytics Partners: Third-party data services that help us analyse and segment our audience to deliver relevant, targeted communications; advertisers and advertising networks (including social media platforms) to select and serve relevant Romans & Partners adverts to you based on your use of these networks.
• Other Agents and Transaction Counterparties: Other agents with whom we have sub-agency agreements, where they have introduced potential purchasers, vendors, landlords, or tenants for your property; and any other counterparty in your property transaction.
• Business Transactions: Potential buyers, transferees, or merger partners in connection with any planned or actual sale, transfer, or merger of parts of our business or assets.

Where you apply for a role with us, we may disclose or share your personal data within Romans & Partners.

Romans & Partners is committed to safeguarding your personal data through robust technical and organisational measures to prevent unauthorised access. Access to personal data is strictly limited to those individuals and third parties who have a legitimate need to know and who are bound by confidentiality obligations. Additionally, we employ systematic monitoring of outbound communications to protect confidential and personal data, enhancing our ability to detect and respond to potential data breaches.

In the event of a data breach, Romans & Partners will notify the Information Commissioner’s Office where required. Should the breach be considered significant, we may also notify you directly.

Romans & Partners will not transfer your personal data outside of the United Kingdom unless the destination country ensures an equivalent level of protection for your personal data or the receiving organisation adheres to comparable standards. For example, with certain service providers, we may rely on specific contracts approved by the UK Information Commissioner’s Office or the UK-US Data Bridge to ensure that your personal data receives the same level of protection as it would within the United Kingdom. You may request a copy of the relevant contractual provisions by contacting us using the details provided below.

Romans & Partners will retain your personal data for as long as you use our services (or as we provide services connected to you) and for a minimum period of seven years thereafter, in compliance with legal, regulatory, and accounting obligations. If a longer retention period is necessary, we will evaluate the associated risks of continued storage against the necessity for retention. In some cases, we may anonymise your personal data, dissociating it from your identity, and may retain such anonymised information indefinitely. Video recordings from within our fleet vehicles are generally overwritten after 40 driving hours.

If you apply for a role with us and your application is unsuccessful, we will retain your personal data for six months following our decision, to demonstrate compliance with non-discrimination laws. Additionally, we may retain your data for a further 18 months to consider you for future vacancies at Romans & Partners. Should you prefer that we do not retain your information for this purpose, please contact us at info@romansandpartners.com.

Under applicable law, you are entitled to exercise certain rights concerning the personal data we hold about you, including:

• Access: You may request a copy of the personal data we hold about you, subject to certain exemptions. You have the right to know:
• The purpose(s) for which we are processing your data;
• The categories of personal data we hold about you;
• The recipients or categories of recipients to whom your personal data have been or will be disclosed;
• The period for which we will store your data, or the criteria used to determine this period.
• Object: You have the right to object to our use of your personal data, including for marketing purposes, by:
• Informing a Romans & Partners telephone operator;
• Ticking the relevant boxes on data collection forms;
• Logging into your ‘My Account’ account (if applicable) and adjusting your marketing preferences; or
• Emailing info@romansandpartners.com
• Rectification: You may request that we correct any inaccurate information we hold about you.
• Erasure: You may request the deletion of personal data we hold about you.
• Restriction: You may request that we do not make decisions about you using solely automated means.
• Data Portability: Where technically feasible, you may ask that personal data we hold about you be transmitted to a third party of your choice in a commonly used, machine-readable format.

Please note that even if you opt out of marketing communications, we may still contact you regarding services you have requested or to inform you of changes to our terms and conditions.

These rights may not apply in all circumstances, and we may not always be able to fulfil your request. Should this be the case, we will inform you accordingly. Typically, we respond to rights requests within one month of receipt, though complex or multiple requests may require additional time.

For security purposes, we may request specific information to verify your identity before processing your request. This measure ensures that personal data is not disclosed to anyone without authorisation. We may also contact you to clarify your request to expedite our response.

There is no fee to exercise these rights, except where requests are unfounded, repetitive, or excessive, in which case a fee may apply. Alternatively, we may decline to comply in such cases.

You retain the right to withdraw consent for the use of your personal data for marketing at any time. Consent may be withdrawn by:

• Logging into your ‘My Account’ account (if applicable) and adjusting your marketing preferences;
• Following the opt-out link provided in any marketing message; or
• Contacting us via email at info@romansandpartners.com or by calling 0203 880 8077.

Upon withdrawal of consent, we will cease processing your personal data for marketing purposes, although previous consent will remain valid up to the date of withdrawal.

Romans & Partners will obtain your explicit opt-in consent before sharing your personal data with third parties outside of Romans & Partners to enable them to send direct marketing messages regarding their products or services.

Should you wish to stop receiving marketing communications from such third parties, please follow the instructions provided in their communications or consult their privacy policies for details on how to unsubscribe.

If you have questions regarding the handling of your personal data, please contact our Data Protection Officer at info@romansandpartners.com. Alternatively, you may write to us at: 142 Old Brompton Road, South Kensington, London, SW7 4NR

Should you wish to raise a complaint concerning the processing of your personal data, you have the right to contact the Information Commissioner’s Office. However, we encourage you to first utilise our internal complaints procedure, and we will endeavour to address your concerns promptly and satisfactorily.