Legal
Privacy Notice
Last updated: 17 August 2026
1. Who we are
Rodd Properties Limited, referred to in this notice as “Rodd Properties”, “we”, “us” or “our”, is the controller of the personal data described in this notice.
Our details are:
- Rodd Properties Limited
- Company number: 01416741
- Registered office: 23 Oatlands Drive, Weybridge, England, KT13 9LZ
- Email: info@rodd.com
- Telephone: 01932 218000
Rodd Properties Limited is an active company registered in England and Wales.
This notice explains how we collect and use personal data when you:
- visit our website;
- contact us by email, telephone or through a website enquiry;
- ask about one of our properties;
- request information or arrange a viewing; or
- otherwise communicate with us in connection with the website.
Separate privacy information may apply if you become a tenant, occupier, guarantor, supplier, contractor, employee or job applicant, or if your information is collected through CCTV, building access controls or visitor-management systems.
2. Personal data we collect
Depending on how you interact with us, we may collect the following information.
Identity and business information
This may include your:
- name;
- company or organisation;
- job title or role; and
- relationship with the company or organisation you represent.
Contact information
This may include your:
- email address;
- telephone number; and
- postal or business address, where relevant.
Enquiry and correspondence information
This may include:
- the property or unit in which you are interested;
- details contained in your enquiry or message;
- viewing requests and appointment details;
- correspondence between you and us; and
- notes relating to our response to your enquiry.
Website and technical information
When you use our website, we or our website-service providers may collect:
- your IP address;
- browser and device type;
- operating system;
- the pages you visit;
- the date and time of your visit;
- the page or website from which you arrived;
- website security and diagnostic information;
- cookie identifiers and your cookie preferences; and
- server-request and security-log information, including your IP address, the webpage or URL requested, the date and time of the request, browser, device and user-agent information, referral information, TLS connection information, cache information and website diagnostic or security data.
This information may be collected directly by us or processed by our website-hosting and infrastructure providers on our behalf.
Marketing preferences
We may record whether you have agreed to receive marketing, the method by which you agreed, and any subsequent opt-out or objection.
Information received from other sources
Where relevant, we may receive business contact or enquiry information from:
- commercial property agents or brokers;
- your employer or organisation;
- contractors or professional advisers;
- publicly available business sources; or
- another person who has asked us to contact you.
Where the law requires it, we will provide you with privacy information within the applicable period after receiving information from another source.
Sensitive information
We do not normally ask for or intentionally collect special-category personal data, such as information about health, ethnicity, religion or sexual orientation, through our website. Please do not include sensitive information in a free-text enquiry unless it is genuinely necessary.
3. How and why we use personal data
We must have a lawful basis for each purpose for which we use personal data. The basis depends on the circumstances and our relationship with you.
| Purpose | Examples of use | Lawful basis |
|---|
| Responding to enquiries | Answering questions, sending property particulars, arranging viewings and following up your request | Our legitimate interests in responding to business enquiries; or taking steps at your request before entering a contract where the proposed contract would be with you personally |
| Managing a developing business relationship | Communicating with you or your organisation about a property, proposal or potential transaction | Our legitimate interests in operating and developing our commercial property business; or contract where applicable |
| Operating and protecting our website | Hosting, troubleshooting, security monitoring, preventing misuse and maintaining website availability | Our legitimate interests in operating a secure and effective website; and legal obligation where applicable |
| Website analytics | Understanding how visitors use the website and improving its content and operation | Your consent where consent is required for the relevant cookie or technology |
| Direct marketing | Sending information about available properties or our services | Consent where required; or our legitimate interests where marketing is otherwise permitted by data-protection law and PECR |
| Maintaining records | Recording enquiries, communications, decisions and business activity | Our legitimate interests in proper administration and record keeping |
| Compliance and complaints | Responding to rights requests and complaints and complying with regulatory, court or legal requirements | Legal obligation |
| Legal claims and business protection | Establishing, exercising or defending legal claims and protecting our property, systems and business | Our legitimate interests and, where applicable, legal obligation |
Where we rely on legitimate interests, those interests may include operating our commercial property business, answering enquiries, maintaining appropriate business records, protecting our systems and communicating with relevant business contacts. We consider whether those interests are proportionate and whether your rights or interests should take priority.
4. Whether you have to provide information
You do not have to provide personal data simply to browse our website.
When you contact us, we will normally need sufficient contact and enquiry information to identify what you are asking about and respond to you. If you do not provide the information requested, we may be unable to answer your enquiry, arrange a viewing or take the requested steps.
5. Who we share personal data with
We may share personal data where necessary with:
- employees and authorised representatives of Rodd Properties;
- website-hosting, IT-support, cybersecurity and email-service providers;
- customer relationship, document-management or business-administration service providers;
- commercial property agents, managing agents and contractors where needed to respond to an enquiry or arrange a viewing;
- professional advisers, including solicitors, accountants, auditors, insurers and consultants;
- prospective purchasers, lenders or advisers in connection with a genuine corporate or property transaction, subject to appropriate confidentiality arrangements;
- law-enforcement bodies, regulators, courts, government authorities or other parties where disclosure is required or permitted by law;
- another party where you have asked us to make the disclosure or have otherwise consented to it; and
- SiteGround, its relevant group companies and its approved infrastructure providers and subprocessors, which provide website hosting, server security, backups, technical support, network services and, where enabled, content delivery network services.
Service providers that process personal data on our behalf are required to protect it and use it only in accordance with our instructions and applicable law.
We do not sell or rent personal data.
6. Website hosting and international transfers
Our website is hosted by SiteGround. In providing website hosting and related services, SiteGround and its approved service providers may process personal data about visitors, including the technical, server-log and security information described in section 2.
SiteGround provides website-hosting infrastructure, server and website security, technical support, backups and related network services. Where enabled on our account, SiteGround may also provide content delivery network services that route or cache website content through a geographically distributed network.
SiteGround and its service providers may process personal data in the United Kingdom, the European Economic Area, the United States and other countries in which they operate or provide infrastructure. This may include allowing authorised personnel or service providers in another country to access personal data remotely.
Where processing by SiteGround or one of its service providers constitutes a restricted transfer of personal data from the United Kingdom, we take steps to ensure that the transfer is covered by a lawful transfer mechanism. Depending on the destination and the organisations involved, this may include:
- UK adequacy regulations;
- the UK International Data Transfer Agreement;
- the UK Addendum to the European Commission’s Standard Contractual Clauses; or
- another transfer safeguard or exception permitted under UK data-protection law.
Where required, we also consider the risks associated with the destination country and whether supplementary technical, contractual or organisational protections are appropriate.
We use SiteGround subject to applicable data-processing terms and keep its data-processing and international-transfer arrangements under review.
You may contact us at info@rodd.com for further information about international transfers or the safeguards used for a particular transfer, including information about how to obtain a copy of the relevant safeguards. Certain commercially sensitive or confidential information may be redacted where permitted by law.
7. How long we keep personal data
We do not retain personal data for longer than is reasonably necessary for the relevant purpose.
Subject to any longer period required for legal, accounting, tax, property-management or dispute-resolution purposes, our website-related retention periods are:
| Information | Retention period |
|---|
| An enquiry that does not result in an ongoing relationship | Up to 24 months after the last meaningful contact |
| Website security and diagnostic logs | Normally up to 12 months |
| Marketing information | Until you opt out, consent is withdrawn or the information is no longer required, subject to periodic review |
| Marketing suppression information | A minimal record may be kept for as long as necessary to ensure that your opt-out continues to be respected |
| Cookie and consent records | Not currently applicable — the website does not set cookies (see section 9) |
| Rights-request and complaint records | For as long as reasonably necessary to demonstrate compliance and deal with related claims or regulatory enquiries |
| Records relating to a tenancy, lease, contract or property transaction | In accordance with our applicable operational and legal retention schedule |
We may keep information for longer where there is an unresolved complaint, dispute, investigation or legal claim.
8. Security
We use appropriate technical and organisational measures intended to protect personal data against accidental or unlawful loss, alteration, disclosure, access or destruction.
These measures may include:
- access controls and password protections;
- secure hosting and transmission arrangements;
- system updates, monitoring and backups;
- staff confidentiality obligations;
- restrictions on who can access personal data;
- supplier due diligence and contractual safeguards; and
- procedures for responding to security incidents.
No internet transmission or electronic-storage system can be guaranteed to be completely secure. We regularly review our security arrangements in light of the information we hold and the risks involved.
9. Cookies and similar technologies
Cookies and similar technologies are small files, identifiers, scripts or other mechanisms that may store information on, or access information from, your device.
Our website does not currently set any cookies and uses no analytics, advertising or tracking technologies. The only information stored on your device is a short-lived entry in your browser’s session storage, created when you use an “Enquire” button, which is used solely to pre-select the relevant unit in the enquiry form. It is strictly necessary to provide the feature you have requested, is not shared with us or anyone else, and is deleted when it is used or when your browsing session ends.
If we introduce cookies or similar technologies in future, they would fall into the following categories:
Strictly necessary technologies
These are required for the website to operate securely or provide a feature you have requested. They do not normally require consent, although we will still provide appropriate information about them.
Analytics technologies
These help us understand how the website is used, such as which pages are visited and whether visitors experience technical problems.
Functionality technologies
These may remember preferences or choices to provide enhanced website functionality.
Advertising or tracking technologies
These may be used to measure advertising or track activity across websites.
Except where a statutory exception applies, we will not set analytics, functionality, advertising or other non-essential technologies unless you have made an appropriate choice through a cookie-consent mechanism provided on the website. If such technologies are introduced, we will update this notice and provide appropriate cookie controls on the website for accepting, rejecting and managing them.
10. Direct marketing
We may send you information about available commercial properties or our related services where:
- you have asked us to do so;
- you have given valid consent;
- the statutory “soft opt-in” applies; or
- another lawful permission applies, including certain business-to-business communications.
Where consent is required, it must be a genuine and separate choice. We will not use pre-ticked boxes or treat silence, inactivity or the submission of a general enquiry as automatic consent.
Every electronic marketing communication will identify us and provide a straightforward way to opt out. You may object to direct marketing at any time by:
- using the unsubscribe facility in the communication;
- replying and asking us to stop; or
- emailing info@rodd.com.
Once you object, we will stop using your personal data for direct marketing. We may retain limited suppression information so that we do not inadvertently contact you again.
Different PECR rules apply to individual and corporate subscribers. Unsolicited electronic marketing to an individual subscriber generally requires consent or satisfaction of every condition of the soft opt-in, while corporate subscribers may be contacted without consent subject to identification, opt-out and data-protection requirements.
11. Your rights
Depending on the circumstances, you may have the right to:
- be informed about how we use your personal data;
- request access to your personal data and receive a copy;
- have inaccurate information corrected and incomplete information completed;
- request deletion of your personal data;
- request that use of your personal data be restricted;
- receive certain personal data in a portable format;
- object to processing based on legitimate interests;
- object at any time to processing for direct marketing;
- withdraw consent, where processing is based on consent; and
- exercise applicable rights relating to automated decision-making and profiling.
These rights are not absolute. An exemption or other legal provision may mean that we cannot fully comply with a request in a particular case.
To exercise a right, contact:
- Email: info@rodd.com
- Post: Privacy Contact, Rodd Properties Limited, 23 Oatlands Drive, Weybridge, England, KT13 9LZ
Please describe your request clearly. We may ask for proportionate information to confirm your identity or authority to act for someone else.
We normally respond without undue delay and within one month. In most circumstances there is no fee. A reasonable fee may be charged in limited circumstances, such as where a request is manifestly unfounded or excessive or where further copies are requested.
12. Data-protection complaints
You may make a complaint if you believe that we have not handled your personal data in accordance with data-protection law.
You can complain by:
- Email: info@rodd.com, using the subject line “Data protection complaint”
- Post: Privacy Contact, Rodd Properties Limited, 23 Oatlands Drive, Weybridge, England, KT13 9LZ
- Telephone: 01932 218000
When we receive a data-protection complaint, we will:
- acknowledge it within 30 days;
- take appropriate steps to investigate it without undue delay;
- keep you informed about progress where appropriate; and
- communicate the outcome without undue delay.
You also have the right to complain to the UK supervisory authority:
- Information Commissioner’s Office
- Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- Telephone: 0303 123 1113
The ICO recommends giving the organisation an opportunity to resolve the matter, but you may contact the ICO about a data-protection concern.
13. Automated decision-making
We do not use personal data collected through this website to make solely automated decisions that produce legal or similarly significant effects.
14. Children
Our website and commercial property services are not directed at children, and we do not knowingly collect personal data from children through the website.
If you believe that a child has provided personal data to us, please contact us so that we can review and, where appropriate, delete it.
15. Links to other websites
Our website may contain links to websites operated by other organisations.
Once you follow a link to another website, that organisation is responsible for its own privacy practices. We do not control and are not responsible for how third-party websites collect or use personal data. You should read the privacy information provided on the relevant website.
16. Changes to this notice
We may update this notice where our processing activities, suppliers, website or legal obligations change.
The date at the top of the notice shows when it was last updated. Where a change materially affects how we use personal data, we will take reasonable steps to bring it to the attention of affected individuals before the new use begins.
