Who We Are
This Privacy Policy explains how Dourish & Day collects, uses, stores, and protects your personal information when you use our services. Please read this notice carefully to understand why your data is being collected and how we process it.
We are the data controllers responsible for your personal information:
Dourish & Day Ltd
Registered in England and Wales: No. 10556155
VAT No: 261 6721 09
Dourish & Day Lettings Ltd
Registered in England and Wales: No. 10811203
Dourish & Day Lettings Ltd
Registered in England and Wales: No. 10811203
Dourish & Day Holdings Ltd
Registered in England and Wales: No. 15754247
Dourish & Day (Whitchurch) Ltd
Registered in England and Wales: No. 8808979
All companies are registered at:
📍 14 Salter Street, Stafford, Staffordshire, ST16 2JU
📧 steve@dourishandday.co.uk | ellie@dourishandday.co.uk
Our Data Protection Officers are Steve Dourish and Ellie Bell, who are responsible for overseeing data protection compliance across the group.
Your Personal Information
This privacy notice sets out how we handle any personal data we collect from or about you, or that you provide to us. This includes data collected through your use of our website and during the course of providing property services such as sales, lettings, valuations, mortgage advice, or conveyancing support.
We are committed to safeguarding your privacy in line with the General Data Protection Regulation (EU) 2016/679 (UK GDPR) and the Data Protection Act 2018.
Our website and services may contain links to third-party websites. These external sites are not under our control, and we are not responsible for their content or privacy practices. You should review the privacy policy of any external site before providing personal data.
This Privacy Policy may be updated from time to time. Any changes will be published on this page, and where appropriate, notified to you by email or during service engagement.
What Information We Collect
We may collect and process the following types of personal data:
- Name, address, phone number, email
- Date of birth and identification documents (e.g. passport)
- Financial and employment details
- Proof of homeownership or tenancy
- Property details and transaction history
- Credit checks, references and guarantor information
- Health data (only where relevant to your housing needs)
- Website and browsing data (IP address, cookies)
How We Collect Your Data
We collect your data from:
- Direct interactions with you (in person, via phone, email, website)
- Property portals (e.g. Rightmove, Zoopla)
- Referencing agencies, employers, previous landlords
- Mortgage brokers, solicitors, or third-party introducers
- Website usage tracking tools (cookies and analytics)
Lawful Basis for Processing
We process your personal data on one or more of the following legal grounds:
- Contract – to provide services relating to buying, selling, letting, or renting
- Legal obligation – e.g. anti-money laundering (AML), Right to Rent
- Legitimate interests – e.g. contacting you post-tenancy or sale, fraud prevention, internal record-keeping
- Consent – for marketing communications and certain cookies
- Vital interests – where health or safety requires urgent action
How We Use Your Information
We use your data to:
- Register you as a client or applicant
- Carry out viewings, valuations, and referencing
- Market and advertise properties
- Facilitate property sales and lettings
- Communicate with solicitors, landlords, and tenants
- Fulfil our legal and regulatory obligations
- Improve our website and services
Who We Share Your Information With
We may share your data with trusted partners who support our services, including:
- Street – estate agency software
- Move With Us – conveyancing panel
- House of Mortgages – mortgage advice
- The Guild of Property Professionals – marketing materials (e.g. e-zine)
- W4EPC and 3 Spires – Energy Performance Certificates
- MIL Collections – debt recovery
- Square Up – payment processing
- HMRC – regulatory compliance
- Tenancy Deposit Scheme
- Deposit Protection Scheme
- My Deposits
- Goodlord Referencing & tenancy services (third party services to utility providers)
- Utility Providers
- Council Tax
- Debt recovery services
- Tenancy contract parties (landlord,tenant,guarantor)
We may also share your information with:
- Solicitors acting for you or the other party
- Contractors, maintenance providers, surveyors
- Credit and referencing agencies
- Local authorities and utility providers
- Insurance brokers (e.g. for rent protection or liability)
- Fraud prevention agencies
We never share your personal data for marketing purposes without your explicit consent.
International Transfers
If we need to transfer your data outside the UK or European Economic Area, we ensure that appropriate safeguards are in place, such as approved contractual clauses or transfers to countries with an adequacy decision under UK GDPR.
Cookies & Website Tracking
We use cookies and other tracking technologies on our website to:
- Understand visitor behaviour
- Improve website performance
- Tailor marketing communications
These may include third-party tools such as Google Analytics or social media pixels. You can manage your cookie preferences through your browser settings. For more info, visit: www.allaboutcookies.org
Profiling & Automated Decisions
We may use automated processes to assist with decision-making, including:
- Tenant referencing checks and affordability assessments
- Credit scoring and fraud detection
You have the right to object to this type of processing or request a human review of any automated decisions.
Data Security
We have appropriate security measures in place to protect your data from loss, misuse, or unauthorised access. These include:
- Encryption and secure storage
- Access controls and staff training
- Regular data audits and reviews
- Secure destruction of outdated records
If a data breach occurs that may affect your rights or freedoms, we will notify you and the ICO within 72 hours where legally required.
How Long We Keep Your Data
We retain your personal data for as long as necessary to fulfil the purposes we collected it for. Typically:
- Sales and lettings data: up to 7 years after the transaction ends
- Tenancy agreements and referencing: up to 7 years
- Marketing consent records: until you withdraw consent
Data may be retained longer where required by law or in connection with disputes or legal claims.
Your Rights
You have the following rights under data protection law:
- Access – request a copy of your personal data
- Rectification – correct inaccurate or incomplete data
- Erasure – request deletion where we no longer need the data
- Restriction – limit how we use your data in certain cases
- Objection – object to processing where we rely on legitimate interest
- Data portability – transfer your data to another provider (where applicable)
- Withdraw consent – stop any processing that relies on your consent
How to Contact Us
To exercise any of your rights, or for questions about how we handle your data, contact:
Steve Dourish or Ellie Bell
Dourish & Day, 14 Salter Street, Stafford, ST16 2JU
steve@dourishandday.co.uk | ellie@dourishandday.co.uk
How to Complain
If you’re not satisfied with our handling of your data, you can complain to the Information Commissioner’s Office (ICO):
