Privacy Policy

Taylor Ross Estate Agents Last updated: April 2026

1. Who We Are

Taylor Ross is an independent estate agency operating across Lincoln and the East Midlands. Our registered address is:

Brankley House, Far End, Boothby Graffoe, Lincoln, LN5 0LG

You can contact us at:

Telephone: 01522 528000 Website: taylorross.co.uk

When we collect and use your personal data, we act as the data controller. This policy explains what data we collect, why we collect it, how we use it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Data We Collect

Depending on how you interact with us, we may collect the following:

Contact and identity information — your name, postal address, email address, and telephone number.

Property information — details about properties you own, are selling, or are looking to buy or rent, including asking prices, valuations, and preferences.

Financial information — where relevant to a transaction, indicative budget or mortgage status. We do not store full financial account details.

Communication records — notes from calls, emails, and meetings, and records of any enquiries you have made.

Website usage data — IP address, browser type, pages visited, and time spent on our website, collected via cookies and analytics tools.

Marketing preferences — your choices about whether to receive property alerts, newsletters, or other communications from us.

3. How We Collect Your Data

We collect information in the following ways:

  • Directly from you, when you register a property search, request a valuation, submit an enquiry, or sign a contract with us
  • Through our website, via contact forms, cookie tracking, or property alert sign-ups
  • From third parties, such as property portals (e.g. Rightmove, Zoopla), solicitors, mortgage brokers, or other agents involved in a transaction
  • From publicly available sources, such as the Land Registry

4. Why We Use Your Data (Legal Basis)

We only process your personal data where we have a lawful basis to do so. The bases we rely on are:

Contract — where processing is necessary to carry out a property sale, purchase, letting, or valuation you have instructed us to undertake.

Legitimate interests — to operate our business effectively, manage our relationships with clients, and market our services to people who have previously engaged with us, where this does not override your rights.

Legal obligation — where we are required to retain or share data under anti-money laundering legislation (including the Money Laundering Regulations 2017), HMRC requirements, or other applicable law.

Consent — where you have opted in to receive marketing communications. You may withdraw this consent at any time.

5. How We Use Your Data

We use your personal data to:

  • Provide estate agency services, including valuations, viewings, offer management, and sales progression
  • Communicate with you about properties matching your requirements
  • Send property alerts, market updates, or newsletters where you have consented or where we have a legitimate interest
  • Carry out identity and anti-money laundering checks as required by law
  • Manage our internal records and improve the quality of our service
  • Comply with legal and regulatory obligations

6. Who We Share Your Data With

We may share your personal data with:

  • Solicitors and conveyancers involved in your transaction
  • Mortgage brokers where you have requested an introduction
  • Property portals such as Rightmove and Zoopla, in connection with marketing your property
  • Survey and valuation firms instructed as part of a sale
  • IT and software providers who support our business systems, acting as data processors under our instruction
  • Regulatory and legal authorities where required by law, including HMRC and law enforcement

We do not sell your personal data to third parties. We do not transfer your data outside the UK.

7. How Long We Keep Your Data

We retain personal data only for as long as necessary for the purposes set out in this policy, or as required by law. Our standard retention periods are:

  • Active client records — held for the duration of our relationship and for 6 years following the end of a transaction, in line with limitation periods under the Limitation Act 1980
  • AML identity checks — retained for 5 years following the end of a business relationship, as required by the Money Laundering Regulations 2017
  • Marketing data — held until you unsubscribe or withdraw consent, or until 3 years of inactivity
  • Website analytics — aggregated data held for up to 26 months

8. Cookies

Our website uses cookies to help it function correctly and to understand how visitors use it. These include:

  • Essential cookies — required for the website to operate
  • Analytics cookies — used to understand traffic and usage patterns (e.g. Google Analytics)
  • Marketing cookies — used to serve relevant content or advertising, only where consent has been given

Full details of the cookies we use and how to manage your preferences are set out in our Cookie Policy, available at taylorross.co.uk/cookie-policy/

9. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

Right of access — you can request a copy of the personal data we hold about you.

Right to rectification — you can ask us to correct data that is inaccurate or incomplete.

Right to erasure — in certain circumstances, you can ask us to delete your personal data.

Right to restriction — you can ask us to limit how we use your data while a dispute is resolved.

Right to data portability — where processing is based on consent or contract and carried out by automated means, you can request your data in a portable format.

Right to object — you can object to processing based on legitimate interests, including direct marketing.

Rights related to automated decision-making — we do not use automated decision-making or profiling that produces legal or similarly significant effects.

To exercise any of these rights, please contact us at 01522 528000, write to us at Brankley House, Far End, Boothby Graffoe, Lincoln, LN5 0LG, or use the contact form at taylorross.co.uk. We will respond within one calendar month.

10. Marketing Opt-Out

If you have previously consented to receive marketing from us and wish to stop, you can:

  • Click the unsubscribe link in any email we send you
  • Call us on 01522 528000
  • Write to us at Brankley House, Far End, Boothby Graffoe, Lincoln, LN5 0LG
  • Use the contact form at taylorross.co.uk

We will action your request promptly and, in any event, within 10 working days.

11. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Website: ico.org.uk Telephone: 0303 123 1113

We would always welcome the opportunity to resolve any concern directly before you contact the ICO, so please do get in touch with us in the first instance at Brankley House, Far End, Boothby Graffoe, Lincoln, LN5 0LG or on 01522 528000.

12. Changes to This Policy

We may update this policy from time to time. The current version will always be available at taylorross.co.uk. Where changes are material, we will notify you directly where we hold your contact details.

Taylor Ross – Creating your tailored property journey.