WOODHEAD AND CO SALES AND LETTINGS LIMITED
- Who We Are
WOODHEAD AND CO SALES AND LETTINGS LIMITED (Company No. 11544759) is the data controller responsible for your personal data.
Registered Office: 3 Weekley Wood Close, Kettering, Northamptonshire, NN14 1UQ
Trading Address: 32 Market Street, Wellingborough, NN8 1AT
Email: info@woodheadandco.co.uk
Phone: 01933 837000
ICO Registration: ZA553231
- What Personal Data We Collect
We may collect and process the following:
- Name, address, email, phone number
- Property details and enquiry information
- Source of enquiry (e.g. Rightmove, Facebook, referral)
- Identification documents (e.g. passport, driving licence)
- Financial information (e.g. bank details for landlords/tenants)
- Referencing data (via third parties)
- Call recordings and transcripts
- CCTV footage (where installed)
- Website usage data (via cookies and tracking tools)
- How We Use Your Data
We use your data to:
- Arrange valuations and property viewings
- Market and sell properties
- Match you with suitable properties
- Progress sales and tenancies
- Set up and manage tenancies
- Collect and process rent
- Coordinate maintenance and repairs
- Carry out legal and compliance checks (AML, Right to Rent, sanctions)
- Communicate with you
- Send marketing communications
- Improve our website and services
- Lawful Basis for Processing
We rely on the following lawful bases:
- Contract: to provide estate agency and lettings services
- Legal obligation: AML checks, Right to Rent, compliance requirements
- Legitimate interests: business operations, service improvement, marketing to relevant contacts
- Consent: for certain marketing activities and website tracking
- Who We Share Your Data With
We may share your data with:
- CRM and software providers (e.g. Apex, Microsoft 365)
- Property portals (e.g. Rightmove, Zoopla)
- Referencing providers (e.g. Let Alliance)
- Rent collection services (e.g. LettsPay)
- Deposit protection schemes
- Contractors and maintenance providers
- Solicitors and mortgage brokers
- Accountants and professional advisors
- Advertising platforms (e.g. Meta, Google)
We only share what is necessary for the service provided.
- Marketing
We may contact you by:
- Phone
- (In future) SMS, WhatsApp, or post
You will receive marketing if:
- You have enquired about our services, or
- You have given consent
You can opt out at any time by:
- Clicking unsubscribe in emails
- Contacting us directly
- Data Retention
We retain data as follows:
- Sales and tenancy records: up to 7 years
- Referencing and compliance data: up to 7 years
- Valuation enquiries and leads: up to 2–3 years unless you request removal
- Marketing contacts: until you opt out or after a period of inactivity
- CCTV footage: up to 6 months
- Contractor records: retained while actively working with us and for a reasonable period thereafter
- Automated Decision-Making
We may use third-party referencing services that assess tenant suitability.
These systems may provide automated recommendations, but final decisions are made with human involvement.
- International Transfers
Some of our service providers (e.g. Microsoft, Google, Meta) may process data outside the UK.
Where this occurs, appropriate safeguards are in place to protect your data.
- Your Rights
You have the right to:
- Access your data
- Correct inaccurate data
- Request deletion
- Restrict processing
- Object to processing
- Data portability
To exercise your rights, contact:
info@woodheadandco.co.uk
- Complaints
If you have concerns, please contact us first.
You also have the right to complain to the Information Commissioner’s Office (ICO):
https://ico.org.uk
- Cookies and Website Tracking
We use cookies and tracking technologies including:
- Google Analytics
- Meta Pixel
- reCAPTCHA
These help us understand website usage and improve our services.
You will be able to manage your cookie preferences via our website.
- Updates to This Policy
We may update this policy from time to time.
The latest version will always be available on our website.