Privacy Policy

Privacy Policy

  1. Information Covered by this Privacy Policy

This Privacy Policy was last updated in March 2018.

This Privacy Policy applies to the use and processing of personal information collected and used by Hitchin and Bayford Ltd

By using our website, including our mobile website or otherwise providing your personal information to us, you agree to the collection, use and sharing of your information in accordance with this Policy.

Please read this Privacy Policy carefully and contact us if you have any questions.

Personal information is information, or any combination of separate pieces of information, that could be used to identify you as an individual. Should you have any queries in respect of this Policy or our use of personal data, please contact the Hitchin and Bayford Ltd’s Data Protection Officer at

This Policy also governs the use of computer Cookies as reference in section 10 of this Policy.

This Policy should be read in conjunction with our web site terms and conditions which may be found at Terms and Conditions

The Personal Information Contact Form (SAR) can be found – Here

  1. Information Hitchin and Bayford Ltd Collects

We may collect information about you from a variety of sources. This includes information we collect directly from you; information we collect when you visit our websites, view our online content or use our other services; and information we collect about you from other sources.

Information we collect directly from you

We collect information directly from you when you choose to participate in our events, or any we attend and seminars, complete a Contact Us form or a Register with Us form on our websites including our mobile websites, phone calls, text messages or email us, or otherwise provide information directly to us. The following are examples of information we may collect directly from you:

  • Your Name
  • Email address (work or personal)
  • Postal address
  • Contact Numbers
  • Signature
  • Financial information (such as a credit card or bank details, bank statements, proof of funds, deposits)
  • Information needed for a tenancy agreement, such as smoker, general ID, address id / photo id (such as copy of passport or driving licence), any pets, children ages
  • Future communication preferences
  • Legal documents to provide proof of ownership or legitimacy to conduct a sale on behalf of someone

Information we collect when you visit our websites, view or marketing emails, or use our mobile applications or other services

We use cookies and other technologies to collect information view or marketing emails or use our mobile applications and our other services. The following are examples of information we may collect with these technologies:

  • IP address
  • Information about your device browser and operating system
  • Web pages you view
  • Links you click
  • Hitchin and Bayford Ltd emails you open
  • Referrals from our partners, such as The London Office

Information Hitchin and Bayford Ltd may collect from other sources

We may obtain information about you from other sources, including publicly available sources, such as the Land Registry, social media platforms or referral agents, etc. Examples of information we may collect from other sources are:

  • Name
  • Postal address
  • Email address
  • Telephone Number.
  • Publicly observed activities or information made available by you to the public, such as blogs, videos, internet postings, and user generated content.
  1. How Hitchin and Bayford Ltd Use and Process this Information

We use the information we collect to provide you with our products, offers and services, to deliver to you marketing information and other content tailored to your interests, and to conduct other Hitchin and Bayford Ltd business operations such as accounting. The following are examples of how we may use the information we collect:

  • Answer your questions or respond to your requests and provide you with the products and services you requested.
  • Enhance our products and services.
  • Invite you to events promoting our, and other company’s services.
  • Create and manage your account.
  • Process payment for purchases and other services.
  • To identify and prevent fraud.
  • Send you email and/or postal messages with information about other Hitchin and Bayford Ltd services and other content we think may be of interest to you.
  • Telephone you about Hitchin and Bayford Ltd services and other content we think may be of interest to you.
  • Develop and provide Marketing tailored to your interests, including internet-based marketing.
  • Personalise your experience on our websites by presenting products and information tailored to you.
  • Allow you to participate in social sharing on our websites.
  • Analyse the use of, and develop, our products, services and marketing. Enforce our Terms and Conditions and otherwise manage our business.

Hitchin and Bayford Ltd will only process your information in accordance with the lawful basis of legitimate interest. If we receive any requests related to, for example, a product or service, a call-back, or specific marketing materials; we will use your personal information to fulfil your request.

Legitimate Interest means the interests of our company in conducting and managing our business to enable us to provide you with the best services / products and property advice we can.

Where we need to manage your account and protect you against or identify possible fraudulent transactions, we will do so in accordance with our legal obligation placed on us under law.

We will seek consent from you if we need to process your data for solely identified purposes. To ensure meaningful consent is obtained from you, Hitchin and Bayford Ltd will provide you with reasonable notice ensuring that your consent is provided on an informed basis. We will provide you with a mechanism to withdraw your consent at any time from our marketing correspondence.

  1. Information Sharing

Hitchin and Bayford Ltd believe we have a strong and trusted relationship with our customers we do not share your personal information to marketers outside of. We share your personal information within Hitchin and Bayford Ltd and we will, at your consent, ask other Hitchin and Bayford Ltd service areas to contact you. We may from time to time share your personal information, with your consent to third-parties who provide complimentary services to our own, for example lawyers / solicitors and mortgage lenders. When we have your consent we will tell you who these third-parties are and pass your information on.

Co-promotions with Carefully Selected Business Partners

We from time to time may collect personal and other information for a co-promotion or joint program with a business partner and share your information with that business partner. For these programs we will make clear at the point of collection that the information will be shared with ourselves and the participating business partner(s) and ask for your consent as required by applicable laws.

Third-party service providers

We engage third-party service providers to perform a variety of business operations on our behalf. In so doing, we may share your personal information with them. We provide our service providers with only the personal information they need in order to perform the services we request, and we contractually require that they protect this information appropriately and not use it for any other purpose.

For example, we may rely on a third-party service provider to:

  • Fulfil your service requests and answer your questions. For example, we may need to provide your information to a mortgage provide to supply a quotation.
  • Host our sites and deliver our email or other communications.
  • Conduct research and analyse data to improve our products, services and sites.
  • Perform other services that we request.

If you submit an enquiry from our International page then the information will be passed onto our third-party supplier, The Office, after your consent has been obtained.

Where permitted by law, we combine personal information about you that Hitchin and Bayford Ltd has collected with personal information about you that a business partner has collected so we can jointly send tailored promotional communications to you. In such instances, our business partner will not be permitted to use Hitchin and Bayford Ltd data or the combined data for its own, independent marketing purposes. Our service provider will only be allowed to use the combined set of information to send you joint communications that we hope will be of interest to you. If you prefer not to receive these joint communications, you can always opt out by following the instructions provided in any such communication or through this Privacy Policy as indicated above.

Other situations

We may transfer or otherwise process your personal information:

  • As part of a future sale of Hitchin and Bayford Ltd to another company.
  • When we have received your instruction to pass the sale of your property to another agent
  • To protect, defend or exercise the rights and property of Hitchin and Bayford Ltd (including enforcing our Terms and Conditions).
  • When required by law and/or government authorities.
  1. Personal Information Retention

We will retain Personal Information for the period necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. The following link provides a summary of the information we may have, why we have it and how long we keep if for.

Hitchin and Bayford Ltd  Data Protection Information Matrix

  1. Your communication options

We give you choices about how we communicate with you.

Email Communications

You can stop receiving promotional email messages from by following the opt-out instructions provided in any such message you receive.

Postal Mail

You can stop receiving promotional postal mail from Hitchin and Bayford Ltd following the opt-out instructions that may be included within those communications, or accessible from this Privacy Policy.

You can also stop receiving promotional email or postal communication through this Privacy Policy.

SMS Messaging

Hitchin and Bayford Ltd will only contact you by SMS messages if you have opted in. SMS messaging allows us very quickly to inform you about, and confirm, property viewings when you are on the phone. Hitchin and Bayford Ltd do not use SMS messaging for general marketing correspondence.

  1. Your Information and Your Rights

To the extent provided for by applicable law, you have certain rights in respect of the management of the personal data we hold about you. Please use this link, Personal Information Contact Form (SAR) to make your requests. This will assist us in complying with your rights as a Data Subject.

Right to Access

If you wish to know the personal information that we keep about you please use the link above to request information. We may request further information to prove who you are before we release this information. The information is provided free of charge though repeated requests may require us to charge a reasonable fee to provide the information.

Right to Rectification

We take steps to keep your personal information accurate. If you believe that the information we have about you is incorrect then please use the link above and we will update the information we have.

Hitchin and Bayford Ltd will respond to your request and update your information in a reasonable time frame.

Right to Erasure

When you register or complete a Contact Us Form on our web site the information is stored in a secure database. Please use the link above to request deletion. Hitchin and Bayford Ltd will respond to your request and remove information in a reasonable time frame. Please note erasure is not always possible as there may be overriding regulatory and legal requirements that will prevent this.

Right to Restrict Processing and the Right to Object

You have the right to request us to stop processing your personal data. This could be by unsubscribing from our marketing emails by taking the appropriate action. In this instance we will retain a copy of your personal data but will stop processing your personal information. If you decide to change your marketing preferences with us then this may restrict certain types of information but allow you to receive other information of your choice.

Right to Data Portability

If you wish to move a copy of the personal information we hold about you to a third-party, at your request, then we will provide this data in a suitable machine-readable format such as a CSV file computer documents. Hitchin and Bayford Ltd are not responsible for how the third-party process the information or how it is imported into their systems. Please use the link above and we will update the information we hold.

  1. Your Consent

Where you have provided consent for our processing of your personal data, you may withdraw that consent at any time by contacting us using the link above and we will update the information we have. We will cease processing your personal data as soon as reasonably practicable following our receipt of your withdrawal.

All of our property emails will contain a link in order for you to adjust your contact preferences or remove our consent.

  1. Complaints

If you consider that we have processed personal data in violation of applicable law, please contact us as described below. If you consider that we have processed personal data in violation of applicable law and failed to remedy such violation to your reasonable satisfaction, you may also lodge a complaint with the supervisory authority, the Information Commissioner’s Office.

  1. Cookies and Other Technologies

Hitchin and Bayford Ltd and our third-party website hosting company, Zoopla, use a variety of technologies to assess how our websites (including out mobile website) are used, to personalize your experience and to deliver you marketing, including online content, tailored to your requirements. Some technologies we may use include the following:


Please click here to view our full list of website cookies used on the Hitchin and Bayford Ltd Residential web site

A cookie is a small file placed on your device when you visit a site that can be understood by the site that issued the cookie. Cookies are created when your browser loads the website. The website sends information to the browser which then creates a text file. Cookies are stored on your device for various periods of time, from as short time as the duration of your browsing session to several months.

Every time you come back to the website, the browser retrieves and sends cookies to the server, which helps to improve your experience of the website by:

  • Remembering settings, so you don’t have to re-enter them every time you visit.
  • Remembering your last properties and searches, helping you to keep on top of new listings.
  • Measuring use of the website so that we can see where we can improve.

You can manage and/or delete these small files from your device, but please be aware that this will limit the functionality that we are able to offer to you.

To learn more about cookies and how to manage them please visit

Other Technologies

We use third-party web analytics services on our websites, such as those of Google Analytics. These service providers help us analyse how visitors use the Sites. The information obtained for this purpose (including your IP address and other information collected by automated means) will be disclosed to or collected directly by these service providers. To learn more about Google Analytics, and how to opt out, please click here.

  1. Information Security

Hitchin and Bayford Ltd is committed to keeping personal information secure. We have implemented technical, administrative and physical procedures designed to protect personal information from loss, misuse or alteration.

We limit access to personal information to those who have a business need. We keep personal information only for so long as deemed reasonably necessary.

  1. Data Transfers

Personal data is not transferred outside of the EEA.

  1. Children’s privacy

Our websites are not directed to and we do not knowingly collect personal information from children.

  1. Links to other websites and apps

Our websites may provide links to other websites and apps for your convenience and information. These websites and apps may operate independently from us. Linked sites and apps may have their own privacy notices or policies, which we strongly suggest you review. To the extent any linked websites or apps are not owned or controlled by us, we are not responsible for their content, any use of the websites or apps, or the privacy practices of the websites or apps.

  1. Updates to our Privacy Policy

We will post changes to this Privacy Policy and indicate the effective date when this Privacy Policy is updated. If we make any material changes to this Privacy Policy, we will notify you by sending an e-mail to the e-mail address you most recently provided us or by posting notice of the changes on this site.

  1. Questions & Concerns and How to Contact Us

If you have any questions or comments, or if you want to update, delete, or change any Personal Information we hold, or you have a concern about the way in which we have handled any privacy matter, please use our Personal Information Contact Form (SAR) to send us a message. You may also contact us by postal mail or email at:

Hitchin and Bayford Ltd
Attn. Data Protection Officer

9 Park Avenue



GU15 2NG

Compare listings