PRIVACY POLICY

1. Who we are

​

Total Property Group is the trading name of TPG Trading Limited, which is the data controller responsible for your personal data. For clarity, we are not and have never been affiliated with Total Property Group Ltd.

​

Company number: 12571193
Registered office: Unit 5 Marlborough Road, Wrexham Industrial Estate, Wrexham, United Kingdom, LL13 9RJ
VAT registration number: 438231013
Email: hello@totalpropertygroup.co.uk

​

If you have any questions about this Privacy Policy or want to exercise your data rights, please contact us at hello@totalpropertygroup.co.uk

​

 

2. The personal data we collect

​

Depending on how you interact with us, we may collect and process the following personal data.

​

Enquiry and contact data

• your name

• email address

• phone number

• job title or profession, where relevant

• any information you submit through our website forms, booking forms, email, phone, WhatsApp or social media

​

Client and onboarding data

• your contact details

• investment goals, preferences and criteria

• budget and purchasing information

• property search requirements

• information relevant to the services we provide to you

​

Identity and compliance data
Where required for compliance, due diligence or onboarding, we may collect:

• photographic ID

• proof of address

• proof of funds or source of funds information

• other documents reasonably required to verify identity or support compliance checks

​

Transaction and professional contact data

• details relating to brokers, solicitors, agents, builders, managing agents and other professional contacts connected with a transaction or enquiry

• correspondence and notes relating to a property purchase or sourcing enquiry

​

Marketing and communications data

• your preferences in receiving marketing from us

• records of emails sent to you and whether you open or click them

• records of communication history with us

​

Website usage and technical data

• IP address

• browser type and device information

• pages visited and actions taken on our website

• cookie and analytics data

​

Testimonials, reviews and case studies
If you provide a review, testimonial, referral or agree to be featured in a case study, we may collect:

• your name

• business or professional details, where relevant

• written or video testimonial content

• information about your experience with us

​

​

3. How we collect your data

​

• We collect personal data:

• directly from you when you contact us or fill in a form

• when you enquire about or use our services

• when you send us documents by email or another agreed method

• through our website, cookies and analytics tools

• from professional contacts involved in a transaction, where relevant

• from publicly available sources where reasonably necessary for business or due diligence purposes

​

​

4. How we use your personal data

​

We use your personal data to:

• respond to enquiries and provide information about our services

• assess whether our services are suitable for you

• onboard you as a client

• carry out identity and address checks and related due diligence

• provide property sourcing and related support services

• communicate with brokers, solicitors, agents, contractors and other third parties involved in your matter

• manage our relationship with you

• improve our website, services and customer experience

• send relevant updates, insights and marketing communications where lawful

• maintain business records and evidence of our dealings

• handle complaints, disputes and legal or regulatory matters

• protect our business, clients and website from misuse, fraud or other risk​

​

​​

5. Our lawful bases for processing

​

Under UK data protection law, we rely on one or more of the following lawful bases.

 

Contract
Where processing is necessary to take steps at your request before entering into a contract, or to perform our contract with you.

​

This includes:

• responding to service enquiries

• onboarding clients

• providing property sourcing and related support services

​

Legal obligation
Where processing is necessary for us to comply with the law.

​

This includes:

• retaining records for legal, regulatory or tax purposes

• carrying out checks or due diligence where required

​

Legitimate interests
Where processing is necessary for our legitimate interests, provided those interests are not overridden by your rights and interests.

​

This includes:

• responding to enquiries efficiently

• following up on genuine service enquiries

• managing our business relationships

• improving our services, website and communications

• keeping records of discussions and transactions

• sending relevant business communications to people who have shown interest in our services, where lawful

​

Consent
Where consent is required, we will rely on your consent.

​

This may include:

• certain email marketing activity

• non-essential cookies, where applicable

• using testimonials, reviews or case study content where we have agreed to do so on that basis

​

You can withdraw consent at any time where we rely on consent.

​

​

6. Marketing communications

​

We may send you marketing communications about our services, insights, opportunities, case studies or related content where we are legally allowed to do so.

​

This may include:

• where you have asked for information from us

• where you have enquired about our services and it is lawful for us to follow up with relevant communications

• where you have opted in to receive marketing

• where we otherwise have a lawful basis to send you direct marketing

​

You can unsubscribe from marketing emails at any time by clicking the unsubscribe link in the email or by contacting us at hello@totalpropertygroup.co.uk
 

Please note that even if you opt out of marketing, we may still contact you about service-related or administrative matters.

​

​

7. Identity documents and proof of address

​

Where we request identification, proof of address or proof of funds, this is to help us verify identity, support due diligence, reduce risk and protect our business and clients.

​

You may provide these documents by email or another method we specify. We take reasonable steps to store such documents securely and to limit access to those who need them for legitimate business purposes.

 

Please only provide the documents we request and avoid sending unnecessary personal data.

​

​

8. Who we share your personal data with

​

We may share personal data with trusted third parties where reasonably necessary to run our business and provide our services.

​

These may include:

• website, hosting and technology providers

• CRM and contact management providers

• email and productivity providers

• analytics and cookie providers

• professional advisers such as accountants, legal advisers and insurers

• brokers, solicitors, agents, contractors, managing agents and other property-related professionals where relevant to your enquiry or transaction

• service providers who help us administer or improve our business

• courts, regulators, law enforcement or other authorities where required by law or where necessary to protect our legal rights

​

We only share personal data where there is a valid reason to do so and, where required, appropriate safeguards are in place.

​

We do not sell your personal data.

​

​

9. International transfers

​

Some of our suppliers or authorised personnel may access personal data from outside the UK.

​

Where personal data is accessed or transferred outside the UK, we take reasonable steps to ensure appropriate safeguards are in place in accordance with applicable data protection law.

​

​

10. Data retention

​

We keep personal data only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, regulatory, tax, insurance and record-keeping requirements.

​

As a general guide, we may retain personal data for the following periods:

• general enquiries: up to 24 months from last meaningful contact

• client records: up to 6 years after the end of the client relationship, unless a longer period is needed for legal or regulatory reasons

• ID and proof of address documents: up to 6 years after the end of the client relationship, where collected for compliance or risk management purposes

• marketing suppression records: as long as reasonably necessary to ensure we honour opt-out requests

• testimonial and case study permissions: for as long as the relevant content remains in use, and for a reasonable period afterwards for record-keeping

• website analytics and cookie data: in line with the settings of the relevant tools and our business needs

 

We may retain data for longer where necessary to establish, exercise or defend legal claims, or where the law requires us to do so.

​

​

11. Cookies and similar technologies

​

Our website may use cookies and similar technologies to:

• make the website work properly

• understand how visitors use the website

• improve performance and user experience

• support our marketing and remarketing activities, where applicable

 

Some cookies are necessary for the website to function. Others are optional and may be used for analytics or advertising.

​

Where required by law, we will ask for your consent before placing non-essential cookies on your device.

 

You can usually control cookies through your browser settings and, where applicable, through our cookie banner or preferences tool.

​

​

12. Your data protection rights

​

Subject to the law, you may have the right to:

• request access to your personal data

• request correction of inaccurate or incomplete data

• request deletion of your personal data

• request restriction of processing

• object to processing based on legitimate interests

• object to direct marketing

• request transfer of your personal data in certain circumstances

• withdraw consent where we rely on consent

 

To exercise any of these rights, please contact us at hello@totalpropertygroup.co.uk
 

We may need to verify your identity before responding to your request.

​

​

13. Complaints about data protection

​

If you have concerns about how we handle your personal data, please contact us first at hello@totalpropertygroup.co.uk
and we will try to resolve the issue. You may also wish to read our Complaints Procedure and Compliance & Consumer Protection page.

​

You also have the right to complain to the Information Commissioner’s Office (ICO).

​

​

14. Children

​

Our services and website are intended for adults. We do not knowingly collect personal data from children.

​

​

15. Third-party links

​

Our website may include links to third-party websites. We are not responsible for the privacy practices of those websites. You should read their privacy policies separately.

​

​

16. Related policies

​

You may also wish to read our:

• Complaints Procedure

• Compliance & Consumer Protection

​

​

17. Changes to this Privacy Policy

​

We may update this Privacy Policy from time to time. Any changes will be posted on this page and the "Last updated" date will be revised.