Privacy Policy

Harper & Wood Property Management Ltd ("we", "us", "our") is a short-let property management company based in Windsor, England, managing properties across Windsor, Slough, Reading and Newbury and the surrounding areas. We are the data controller for the personal information described in this policy. If you have questions about this policy or how we handle your information, contact us at oscar@harperandwood.com or 07711 086126.

When you request an income projection through our website, we collect your name, email address, telephone number, property postcode, number of bedrooms, property type, current rental status, and optionally your current monthly rental income. If you become a client, we additionally collect your full address, bank details for payments, proof of identity and proof that you are entitled to let the property, property documentation including safety certificates and insurance details, and correspondence between us. When you visit our website we collect limited technical information including your IP address, browser type and pages visited. We do not knowingly collect special category data and ask that you do not send it to us.

If you reply to one of our adverts on Facebook or Instagram, you complete a form hosted by Meta instead. There we collect your name, email address and telephone number, the town or area your property is in, how many bedrooms it has, what is currently happening with it, and what you would most want to get out of it. Meta passes that information to us and also keeps its own copy under its own privacy policy. We do not receive your postcode through this route.

You can withdraw consent at any time by emailing us or using the unsubscribe link in any marketing message. Withdrawing consent does not affect processing carried out before you withdrew it.

We share personal information only where necessary, with booking platforms such as Airbnb and Booking.com where your property is listed; our property management software provider; contractors and cleaners engaged to service your property, who receive only what they need to do their job; our accountant and professional advisers; insurers and brokers where relevant to your property; and regulatory or government bodies where we are legally required to disclose, including HMRC and local authorities. We do not sell your personal information and we do not share it with third parties for their own marketing. Where we use service providers they act as data processors under written agreements requiring them to keep your information secure and use it only on our instructions.

Some of our service providers are based outside the UK. Where personal information is transferred outside the UK, we ensure appropriate safeguards are in place, such as UK adequacy regulations or the International Data Transfer Agreement.

Enquiries that do not become clients: 12 months from your last contact with us, then deleted. Client records: for the duration of our agreement and 6 years afterwards, to meet legal and accounting requirements. Records of the identity checks we carry out: kept with the client record and deleted at the same time. Marketing consents: until you withdraw consent, and a record of the withdrawal thereafter.

Under UK data protection law you have the right to access the personal information we hold about you; rectify information that is inaccurate or incomplete; erase your information in certain circumstances; restrict how we process it in certain circumstances; object to processing based on legitimate interests, and to direct marketing at any time; receive your information in a structured, commonly used format; and withdraw consent at any time where we rely on it.

To exercise any of these rights, contact us at oscar@harperandwood.com. We will respond within one month and there is normally no charge. If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, helpline 0303 123 1113, ico.org.uk.

Our website uses the cookies it needs to function, which are always on. If you press Accept on the notice, we also load the Meta pixel, which sets cookies from Meta and tells us which of our adverts brought you here. It does not load unless you accept, and it does not load if you ignore the notice or choose Essential only. You can change your mind at any time using the Cookie preferences link in the footer, which clears the choice and removes the Meta cookies. You can also control cookies through your browser settings, though blocking essential cookies may affect how the site works.

We take appropriate technical and organisational measures to protect your information, including access controls, encrypted storage and transmission, and limiting access to those who need it. No transmission over the internet is completely secure, but we take reasonable steps to protect information sent to us.

We may update this policy from time to time. The current version is always available on this page, with the date it was last updated shown at the top. If we make significant changes, we will tell clients directly.

oscar@harperandwood.com, 07711 086126, Harper & Wood Property Management Ltd, Windsor, England.