Privacy Policy
At Fairfield Real Estate Investments Ltd, we are committed to protecting your personal data and respecting your privacy when you search for pet-friendly rental properties. This policy explains how we collect, use, and safeguard your information in accordance with UK GDPR and Data Protection Act 2018.
Last updated: 18th January 2025 | Effective from: 18th January 2025 | Data Controller: Fairfield Real Estate Investments Ltd
What Personal Data We Collect
Information You Provide Directly
Contact Form Submissions
- Full name and contact preferences
- Email address for correspondence
- Telephone number (when provided)
- Location preferences and property requirements
- Pet information including types, numbers, and specific needs
Property Enquiry Information
- Preferred property types and rental budgets
- Move-in dates and tenancy duration preferences
- Special requirements and accessibility needs
Information Collected Automatically
Website Analytics Data
- Pages visited and interaction patterns with property listings
- Time spent on different property types and service pages
- Geographic location (approximate, based on IP address)
- Device type, browser information, and screen resolution
Legal Basis for Processing
Legitimate Interest: Website analytics
and service improvement based on understanding user
preferences for pet-friendly properties.
Consent: Contact form submissions and
marketing communications (explicit consent obtained).
Contract: Processing necessary for
providing requested rental property services and
property matching.
Data Retention Periods
Active Enquiries
Retained for 24 months to provide ongoing property matching services and follow-up communications.
Website Analytics
Aggregated and anonymised data retained for 36 months for service improvement purposes.
Marketing Consents
Maintained until consent is withdrawn or contact becomes invalid (maximum 36 months).
Legal Requirements
Some records may be retained longer if required by law or for legitimate business purposes.
How We Use Your Personal Data
Property Matching Services
We use your information to identify suitable pet-friendly rental properties that match your specific requirements, including pet types, location preferences, and budget constraints. This includes matching your pets' needs with appropriate property features such as garden access, proximity to parks, and pet-friendly amenities.
Communication and Support
Your contact information enables us to respond to enquiries, provide property updates, arrange viewings, and offer ongoing support throughout your rental journey. We may contact you via email or phone to discuss new properties that match your criteria or to provide updates on your applications.
Service Improvement and Analytics
Website usage data helps us understand which types of pet-friendly properties are most sought after, improve our service offerings, and enhance the user experience. This analysis helps us identify trends in pet accommodation needs and adjust our property portfolio accordingly.
Third-Party Sharing (Limited)
We share your information only with trusted partners and only when necessary:
- Property Owners: Contact details and pet information for legitimate rental applications
- Professional Services: Veterinary contacts, pet insurance providers (with your consent)
- Technical Providers: Secure hosting and email services (under strict data processing agreements)
Data Protection and Security Measures
Data Encryption
All data transmission is secured using TLS 1.3 encryption. Personal information is encrypted at rest using AES-256 encryption standards. Contact forms are processed through secure, encrypted connections.
Secure Data Storage
Personal data is stored on secure servers within the European Economic Area (EEA) with regular security updates, firewalls, and intrusion detection systems. Physical access is strictly controlled and monitored.
Access Controls
Only authorised personnel have access to personal data, with role-based permissions and regular access reviews. All access is logged and monitored for security compliance.
Regular Security Audits
We conduct quarterly security assessments and annual penetration testing to identify and address potential vulnerabilities. Security protocols are updated based on latest best practices.
Breach Notification
In the unlikely event of a data breach, we will notify the Information Commissioner's Office (ICO) within 72 hours and affected individuals without undue delay if high risk is involved.
Staff Training
All team members receive regular data protection training and are bound by confidentiality agreements. GDPR compliance is integrated into all business processes and procedures.
Your Rights Under UK GDPR
Right to Access (Subject Access Request)
You can request a copy of all personal data we hold about you, including how it's used and who it's shared with. We will respond within one month and provide the information free of charge.
Right to Rectification and Erasure
You can request correction of inaccurate personal data or deletion of your information when it's no longer needed for the original purpose. Some data may need to be retained for legal obligations.
Right to Data Portability
You can obtain your personal data in a structured, machine-readable format and transfer it to another service provider. This applies to data processed based on consent or contract.
Right to Object to Processing
You can object to processing based on legitimate interests, including direct marketing. We will stop processing unless we have compelling legitimate grounds that override your interests.
How to Exercise Your Rights
To exercise any of these rights, contact us using the information provided below. Please include:
- Your full name and contact details
- Clear description of your request
- Proof of identity (for security purposes)
Your Rights and Opt-Out Instructions
You are not required to provide any personal information when using this website. If you prefer not to share your data, you may:
- Avoid filling out contact forms, account registrations, or any data-submitting features
- Disable cookies through your browser settings (see our Cookie Policy for more details)
- Contact us directly to request the deletion of any previously shared personal data
We respect your privacy choices. If you would like us to delete your data, please reach out to us using the contact details provided below. We will process your request promptly and confirm deletion within 30 days.
Complete Anonymity: You can browse all our pet-friendly property listings and access general information without providing any personal details. Our commitment to privacy means you retain full control over what information you choose to share.