Privacy Policy

Privacy Notice

The Offer Group Ltd | Company number 02052989

1 Panther Quay Old Bridge Street, Hampton Wick, Kingston Upon Thames, England, KT1 4BU

Last updated: October 2026

This privacy notice explains how we collect, use, share and protect personal data in connection with our property investment, ownership and asset-management activities and our website. It also explains the rights available to individuals under UK data protection law.

We do not sell personal data. We may share personal data where this is necessary for our business activities, to manage properties and transactions, to comply with legal obligations, or with service providers and professional advisers acting for us. The categories of recipients are described below.

1. Who this notice applies to

This notice may apply to:

  • tenants, prospective tenants and guarantors;
  • individuals connected with commercial tenants, suppliers, contractors and other organisations with which we deal;
  • owners, purchasers, vendors and other parties involved in property acquisitions, disposals or other transactions;
  • people who contact us, register an interest in available property or otherwise make an enquiry through our website, by telephone or by email;
  • agents, professional advisers and other business contacts; and
  • visitors to our website.

2. Personal data we collect

Depending on the nature of our relationship with you, we may collect and use the following types of personal data:

  • identity and contact information, such as name, postal address, email address, telephone number and job title or role;
  • tenant and guarantor information, including contact details, current or previous addresses, bank details, references and, where relevant, right-to-rent information;
  • tenancy, lease and property-management information, including correspondence, occupation details, rent and payment records, maintenance or repair matters, access arrangements and complaints;
  • business and financial information relevant to assessing the covenant strength or suitability of a commercial occupier, including information supplied by the occupier, its agents or professional advisers and information available from public or commercial sources;
  • property and transaction information, including information connected with acquisitions, disposals, due diligence, surveys, valuations, EPCs, insurance, legal documentation and transaction correspondence;
  • payment information, including bank account details where needed to receive or make payments;
  • records of communications with us, including emails, letters, telephone notes and website enquiries;
  • technical website information, such as IP address, browser/device information and website usage information where this is collected; and
  • marketing preferences and records of consent or objections where relevant.

We do not routinely ask tenants for dates of birth, employment details or income information. Tenant and guarantor referencing is generally carried out by the relevant letting agent. We may nevertheless receive the outcome of checks, references or supporting information where this is needed to manage a tenancy or protect our legitimate interests.

3. How we obtain personal data

We may obtain personal data:

  • directly from you;
  • from letting, managing and estate agents;
  • from solicitors, accountants, insurers, surveyors and other professional advisers;
  • from property owners, purchasers, vendors, tenants, guarantors and other counterparties;
  • from publicly available sources, including Companies House, Land Registry and other public registers where relevant;
  • from website forms, email, telephone and other communications; and
  • from service providers that support our website, communications, payments or business administration.

4. Why we use personal data and our lawful bases

We process personal data only where we have a lawful basis to do so. Depending on the circumstances, we may rely on:

  • contract: where processing is necessary to enter into or perform a contract with you, such as a tenancy, lease or property transaction;
  • legitimate interests: where processing is necessary for our legitimate business interests, including managing and protecting our property portfolio, assessing prospective occupiers and covenant strength, administering tenancies and leases, maintaining business records, managing risks, handling enquiries and pursuing or defending legal claims, provided those interests are not overridden by your rights and interests;
  • legal obligation: where we must process information to comply with law, regulation, court orders, tax, accounting, property, anti-fraud or other legal requirements;
  • consent: where the law requires consent, for example for certain direct marketing or non-essential cookies. You may withdraw consent at any time, although this does not affect processing already carried out lawfully; and
  • vital interests: in exceptional circumstances where processing is necessary to protect someone’s life.

5. Property management, tenants and guarantors

We use tenant and guarantor information to administer our properties and protect our interests as property owner and landlord. This may include managing lettings carried out through agents, maintaining tenancy and lease records, receiving rent and other payments, dealing with repairs or access, corresponding about property matters, considering references, managing arrears or disputes, and establishing, exercising or defending legal claims.

Letting agents normally carry out tenant and guarantor referencing as part of the lettings process. The provider used may vary. We normally receive only the outcome of the referencing process rather than the full referencing report or the underlying information collected by the referencing provider.

6. Commercial occupiers and covenant strength

When considering or managing a commercial letting, we may assess the financial standing and covenant strength of a proposed or existing occupier. This may involve reviewing financial or business information supplied by the occupier, its agents or advisers, together with information from public registers or other lawful business-information sources. We use this information to assess property and credit risk and to make informed asset-management decisions.

7. Property transactions and professional advisers

We buy and sell residential and commercial property. In connection with acquisitions, disposals, refinancing, due diligence and property management, we may process and share personal data with relevant professional advisers and counterparties. These may include estate, letting and managing agents, solicitors, accountants, insurers and surveyors. Anti-money laundering, identity and source-of-funds checks relating to property transactions are generally handled by our agents and solicitors; we do not ordinarily collect or retain copies of passports, driving licences, proof of address or source-of-funds documents for those checks. Information shared is limited to what is reasonably necessary for the relevant transaction, advice or service.

8. EPC, insurance and property records

We may hold information relating to EPCs, insurance, surveys, inspections, maintenance and other property records. Most of this information relates to a property rather than an individual, but where it identifies or can be linked to a person we treat it as personal data and process it in accordance with this notice.

9. CCTV and images relating to properties

CCTV installed and operated by a tenant is normally controlled by that tenant rather than by us. We do not routinely access or store tenant-controlled CCTV footage. However, a tenant or another person may provide us with footage or still images in connection with an incident, insurance matter, complaint, security issue, dispute or legal claim. If we receive such material, we will use it only for the relevant purpose and retain it only for as long as reasonably necessary. We understand that tenant-operated systems may retain footage for around 30 days, although the tenant controls that retention period.

10. Website enquiries and marketing

If you contact us or register an interest in available property, we use the information you provide to respond to your enquiry, understand your property requirements and communicate with you about relevant opportunities. Website form submissions are sent to our office email account and are generally retained for up to one year, unless there is a reason to retain the correspondence for longer, for example because it leads to an ongoing tenancy, transaction, dispute or other business relationship.

Where we send direct marketing, we will do so only where permitted by law. You can ask us to stop marketing at any time by contacting us at [email protected].

11. Cookies and website analytics

Our website may use cookies and similar technologies. Strictly necessary cookies may be used without consent where permitted by law. Where non-essential cookies are used, we will obtain consent where required. Further information is provided in our Cookie Policy.

12. Who we share personal data with

We may disclose personal data where reasonably necessary to:

  • letting, managing and estate agents;
  • solicitors and other legal advisers;
  • accountants and tax advisers;
  • insurers and insurance advisers;
  • surveyors and other property professionals;
  • banks and payment service providers where necessary to make or receive payments;
  • IT, website, hosting, communications and other service providers that process information on our behalf, including Microsoft 365 and our property management platform;
  • purchasers, vendors and other counterparties involved in a property or corporate transaction, together with their advisers;
  • courts, regulators, law-enforcement bodies, public authorities or other persons where disclosure is required or permitted by law; and
  • other persons where you have asked us to disclose information or have given valid consent.

We require service providers acting on our behalf to use personal data only for authorised purposes and to protect it appropriately. We do not sell personal data to third parties.

13. International transfers

We use cloud-based services, including Microsoft 365 and a property management platform. Depending on the service configuration and provider infrastructure, personal data may be processed or accessed outside the United Kingdom. Where personal data is transferred internationally, we take steps required by UK data protection law to ensure an appropriate level of protection, such as relying on an adequacy regulation or approved contractual safeguards where applicable.

14. Data security

We use appropriate technical and organisational measures designed to protect personal data against unauthorised access, accidental loss, disclosure, alteration or destruction. Access is limited to people and service providers who have a legitimate need to use the information.

15. How long we keep personal data

We keep personal data only for as long as reasonably necessary for the purpose for which it was collected, including to meet legal, accounting, tax, insurance and reporting requirements and to establish, exercise or defend legal claims.

As a working retention approach, tenant and guarantor information is generally retained for around five years after the relevant tenancy or relationship ends. This is not an absolute period: records may be deleted sooner where no longer required, or retained for longer where necessary to comply with legal, accounting, tax or insurance requirements or to establish, exercise or defend legal claims. Website enquiries that do not lead to an ongoing business relationship are generally retained for up to one year. Other records may be kept for different periods depending on their nature and the applicable legal or business requirement.

16. Your data protection rights

Depending on the circumstances and subject to applicable exemptions, UK data protection law gives you rights in relation to your personal data. These include:

  • the right to be informed about how your personal data is collected and used;
  • the right to access personal data we hold about you;
  • the right to ask us to correct inaccurate or incomplete personal data;
  • the right to ask us to erase personal data in certain circumstances;
  • the right to ask us to restrict the use of personal data in certain circumstances;
  • the right to receive and transfer certain personal data where the right to data portability applies;
  • the right to object to processing in certain circumstances, including direct marketing; and
  • rights relating to decisions based solely on automated processing where the law applies.

You can exercise your rights by contacting us at [email protected]. We may need to verify your identity before acting on a request. These rights are not absolute and may be limited by law in some circumstances.

17. Complaints

If you have concerns about how we use your personal data, please contact us first so that we can try to resolve the issue. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection.

18. Contact us

Questions about this notice or our use of personal data can be sent to [email protected] or to The Offer Group Ltd at 1 Panther Quay Old Bridge Street, Hampton Wick, Kingston Upon Thames, England, KT1 4BU.

19. Changes to this notice

We may update this privacy notice from time to time to reflect changes in our activities, the law or regulatory guidance. The latest version should be published on our website.