T: 01452 770 900

Commercial Property Services   


Privacy Notice

This Privacy Notice explains the types of personal data we may collect about you. It also explains how we’ll store and handle that data, and keep it safe.


  • What Information do we collect and/or store?
  • How and why may we use your personal data?
  • How do we protect your information?
  • How and why may we use your personal data?
  • How do we protect your information?
  • Cookies and other online information tracking
  • Your Personal Information Rights
  • Contact
  • Your acceptance of these terms

What Information do we collect and/or store?     

Some or all of the following:  your name, company name, email address, phone numbers, postal address, your property requirements or sales, records of correspondence, and information from publicly available sources.
Where the law requires it (as exemplified below) copies of documents you provide to prove your age or identity. (including your passport and driver's licence). This will include details of your full name, address, date of birth and facial image. If you provide a passport, the data will also include your place of birth, gender and nationality.

How and why may we use your personal data?

The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:

Legitimate interest

We need your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.  Examples include:

  • To send direct marketing information to you that we believe likely to be of interest, in the course of marketing our clients’ properties, circulating their acquisition requirements, or marketing services of ours which we think might interest you.
  • (If you receive such information you are probably a property owner or agent, or a relevant employee of one, or a relevant employee of an organization that occupies commercial property), or an organization that supplies services or materials to us).
  • To maintain records of our suppliers and other business contacts.

Legal compliance

The law may require us to collect and process your data. 

  • For example, complying with Anti-Money Laundering regulations.

Contractual obligations

In certain circumstances, we need your personal data to comply with our contractual obligations.


Where you have asked us to communicate with you or, conversely, specifically asked us to stop sending you information.

  • The former case includes your providing us with information by a written or oral request or by completing a written or online form.

  • The latter case principally applies when you have unsubscribed from our email communications, for which purpose we need to keep your email address in an exclusion list to prevent its inadvertent future use. 

How do we protect your information?

Data is stored securely in our own facilities.  Some information, principally email addresses and associated names, may be also stored in Groupmail Insights online facilities. (See under “Insights Tracking Manager” below).

Cookies and other online information tracking


We use Google analytics, which places cookies on our website.  Analytics tools help website owners answer questions like:

  • What are the most popular pages on our site?
    What pages are less visited?
    What browsers are our visitors using?
    What days or times bring the most visits?

The answers to these and other questions help us regularly to improve and update our services, and the website itself to make it as convenient, attractive and useful to you as we can.

Google Analytics’ privacy policy can be found at https://support.google.com/analytics/answer/6004245?hl=en  If you find that the page has been moved, please contact us and we will try to find a current one for you (and update our website accordingly).

The names and use of each cookie can be found by downloading this PDF report Compliance Test.  An up to date report can be provided on request.

You can modify most web browsers’ settings to prevent cookies being set, though it can affect the full use of some websites.

Insights Tracking Manager

We use the Groupmail Insights tool in those marketing emails that we elect to track for response.  See https://group-mail.com/legal/#/insights for further information

Your Personal Information Rights

You have the right to request:

  • Access to the personal data we hold about you, free of charge in most cases.(1)
  • The correction of your personal data when incorrect, out of date or incomplete.(1)
  • That we stop using your personal data for direct marketing, even if it is consent based.  (2)
  • That we delete the data we hold about you. (2)  However, please note that if you request us to stop using your personal data for direct marketing as above, we will need to keep your email address in an exclusion list file to prevent its inadvertent future use.  In practical terms it is “either/or.”


  1. To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with this request
  2. We must always comply with this request, subject to a reasonable period in which to implement

We will not sell or distribute your personal information to third parties unless we have your permission or are required by law to do so, or it is necessary in the course of providing services to you or other clients, or when seeking advice on our own account from other professionals, or as noted elsewhere on this page. 


To subscribe to our property and requirement marketing emails, please email pk@kleinonline.co.uk or complete the form on this website

To unsubscribe from direct marketing emails, either (a) use the Unsubscribe link shown at the foot of our marketing emails or (b) email data.control@kleinonline.co.uk

To request information about your personal details that we hold, or for any other information, please email data.control@kleinonline.co.uk

Your acceptance of these terms

By using this Site, you signify your acceptance of this policy. If you do not accept, please exit the site.