Legal

Privacy Policy

Effective date: 19 August 2026

Defender Property Solutions Ltd ("Defender", "we", "us" or "our") respects your privacy. This Privacy Policy explains how we collect, use, disclose and protect personal data when you visit our website, use our property pathway tools, complete a contact or introduction form, read our guides, or otherwise communicate with us.

This policy is intended to explain our practices in a way that is consistent with the UK General Data Protection Regulation ("UK GDPR") and the Data Protection Act 2018 ("DPA 2018"). It is not a substitute for the legislation itself. We may update this policy when our services, technology or legal obligations change.

1. Data controller

The data controller responsible for the personal data covered by this policy is:

Defender Property Solutions Ltd
Company number: 13374784
Registered in England and Wales
Registered office: Metal Box Factory, 30 Great Guildford Street, London, England, SE1 0HS
Telephone: 020 3504 7427
Email: info@defenderproperty.co.uk

For privacy questions or requests concerning your personal data, contact us using the details above. We have not appointed a statutory Data Protection Officer unless separately stated on this website.

2. Personal data we collect

Depending on how you use the website, we may collect:

• Identity and contact information: name, email address, telephone number and preferred contact time.
• Property and pathway information: postcode or target area, budget or capital range, property type, bedrooms, move-in date, furnished status, commercial space requirements, lease duration, investment strategy, target yield, timeline, property valuation, mortgage balance, current interest rate, lender and fixed-term expiry date.
• Enquiry information: the content of messages, questions, consultation requests and other information you choose to provide.
• Website and technical information: IP address, browser and device information, approximate location derived from IP address, pages viewed, referral information, timestamps and security or diagnostic information where this is generated by our hosting or security systems.
• Cookie and preference information: information stored or read through cookies and similar technologies where applicable. See our Cookie Policy.

Please do not include unnecessary sensitive personal data, financial account credentials, passwords or documents containing highly confidential information in a general enquiry form.

3. How we collect information

We collect personal data directly when you:

• complete a property pathway or consultation form;
• send us a message through the contact page;
• email or telephone us;
• request an introduction to an independent professional;
• apply for a role or send us a careers enquiry; or
• use our website, where technical information may be recorded automatically by our hosting, security and consent systems.

4. Why we use personal data and our legal bases

We only process personal data where we have a lawful basis under the UK GDPR. Depending on the circumstances, those bases are:

• Consent: where you have actively agreed to a specified use of your information, such as receiving optional communications or consenting to non-essential cookies. You can withdraw consent at any time, although this does not affect processing that took place before withdrawal.
• Contract or steps at your request before entering into a contract: where processing is necessary to respond to a service request or take steps you ask us to take before a contract is formed.
• Legitimate interests: where processing is necessary for our legitimate business interests, such as responding to enquiries, operating and securing the website, preventing misuse, improving our content and managing our business, provided those interests are not overridden by your rights and freedoms.
• Legal obligation: where processing is necessary for us to comply with a legal or regulatory obligation.

Where we rely on legitimate interests, we consider the nature of the processing, its impact on you and whether your interests or fundamental rights require stronger protection.

5. Pathway and contact forms

Our pathway tools are designed to help us understand what you are looking to do and direct you to relevant information or, where you request it, an independent professional. The information you enter may be used to:

• respond to your enquiry;
• understand your property requirements;
• identify relevant guides or educational material;
• arrange an introduction where you have requested one;
• communicate with you about your enquiry; and
• maintain an appropriate record of the enquiry.

Our pathway tools do not provide a mortgage recommendation, affordability assessment or regulated financial advice. Information you enter should therefore not be treated as a formal application for finance or professional advice.

6. Sharing personal data with third parties

We may share personal data with carefully selected service providers where this is necessary to operate the website or deliver a service you request. Current or potential categories include:

• Netlify: website hosting, delivery and related infrastructure.
• FormSubmit: form transmission and email delivery for website enquiries where that service is enabled.
• Independent professional firms: solicitors, conveyancers, mortgage or financial professionals, agents or other property professionals where you have specifically requested an introduction or where you have clearly asked us to connect you with an appropriate provider.
• Professional advisers and authorities: accountants, lawyers, insurers, regulators, law enforcement or other authorities where disclosure is necessary, lawful or required.

Third parties may process personal data under their own privacy notices and contractual arrangements. Where we appoint a processor, we take reasonable steps to ensure the processor provides appropriate security and handles data only on our instructions and for agreed purposes.

7. International transfers

Some service providers may process information outside the United Kingdom. Where a transfer of personal data is subject to UK GDPR transfer rules, we will use an appropriate safeguard, such as UK adequacy regulations, UK International Data Transfer Agreements, the UK Addendum to EU Standard Contractual Clauses, or another lawful transfer mechanism. You can contact us for further information about the safeguards applicable to a particular transfer.

8. Data retention

We keep personal data only for as long as reasonably necessary for the purpose for which it was collected, taking account of legal, regulatory, accounting, insurance and dispute-resolution requirements. Our normal retention approach is:

• General website and pathway enquiries: normally up to 24 months after the enquiry is closed or our last meaningful interaction, unless a longer period is reasonably necessary.
• Introduction records: normally up to 24 months after the introduction or last meaningful interaction, unless a longer period is necessary for legal, contractual or dispute purposes.
• Careers enquiries: normally up to 12 months after the recruitment or enquiry process ends, unless you agree that we may retain your details for longer.
• Consent records: retained for as long as reasonably necessary to demonstrate and manage the consent.
• Accounting, legal and compliance records: retained for the period required by applicable law or reasonably necessary to establish, exercise or defend legal claims.

We may anonymise information so that it can no longer identify you and retain that anonymised information for analytical or business purposes.

9. Security

We use appropriate technical and organisational measures intended to protect personal data against accidental loss, unauthorised access, alteration or disclosure. These measures include access controls, secure connections where supported, limiting access to people who need it, and selecting service providers with appropriate security commitments. No internet transmission or storage system can be guaranteed to be completely secure.

10. Your UK GDPR rights

Subject to applicable legal conditions and exemptions, you may have the right to:

• Access: request a copy of the personal data we hold about you.
• Rectification: ask us to correct inaccurate or incomplete personal data.
• Erasure: ask us to delete personal data where there is no compelling lawful reason for us to continue processing it.
• Restriction: ask us to restrict processing in certain circumstances.
• Objection: object to processing based on legitimate interests and, in some circumstances, to direct marketing.
• Data portability: request certain personal data in a structured, commonly used and machine-readable format where the right applies.
• Withdraw consent: withdraw consent where consent is the legal basis for processing.

To exercise a right, email info@defenderproperty.co.uk with enough information for us to identify you and understand your request. We may need to verify your identity before responding. We will normally respond without undue delay and within one month, subject to the UK GDPR rules that allow an extension for complex or multiple requests.

11. Complaints to the ICO

If you are unhappy with how we have handled your personal data, please contact us first so that we can try to resolve the issue. You also have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner's Office (ICO)
Website: ico.org.uk
Helpline and postal contact details are available on the ICO website.

12. Children

Our website is not directed at children and our services are intended for adults. We do not knowingly collect personal data from children through our property pathway or enquiry forms. If you believe a child has provided personal data to us, please contact us so we can investigate and take appropriate action.

13. Links to other websites

Our website may contain links to third-party websites, including professional firms and public authorities. We are not responsible for the privacy practices or content of those websites. You should read their privacy notices before providing personal data.

14. Changes to this policy

We may update this Privacy Policy from time to time. The effective date at the top of this page indicates when the current version took effect. Material changes will be communicated through the website where appropriate.

15. Contact

For questions, data protection requests or privacy concerns, contact info@defenderproperty.co.uk or call 020 3504 7427.