Privacy Policy

Last updated: 12 September 2026

Hermens Property is a trading name of Hermens Ltd, company number 16063390, registered in England and Wales.

Hermens Ltd is the data controller responsible for the personal information described in this Privacy Policy.

Our correspondence and trading address is 87 Lancaster Road, London W11 1QQ.

Our registered office is Watersmead, Addlestone Road, Addlestone, England, KT15 2RX.

For questions about this Privacy Policy or the way we use personal information, please contact us at Info@hermens.co.uk or telephone 01932 544346.

Information we collect

We may collect and process personal information including your name, address, telephone number, email address and other contact details; information about properties which you own, occupy, wish to buy, sell, let or rent; information relating to property enquiries, valuations, viewings, offers, negotiations, tenancies and property management; financial and payment information where relevant; and correspondence and communications with us.

Where required for regulatory or transactional purposes, we may also collect identification and compliance information, including proof of identity and address, date of birth, nationality, source-of-funds or source-of-wealth information and information required for anti-money laundering, sanctions or politically exposed person checks.

For prospective tenants and landlords, we may process information required for referencing, affordability, tenancy administration, right-to-rent checks and the management of a tenancy.

When you use our website, we may collect technical information such as your IP address, browser and device information, pages visited, referring website and information collected through cookies and similar technologies.

We do not routinely seek special category personal data. Where such information is provided to us and is relevant to the services we provide, we will only process it where there is a lawful basis and an applicable condition under data protection law.

How we obtain your information

We obtain personal information directly from you when you contact us, request a valuation, register an interest in a property, arrange a viewing, make an offer, instruct us, enter into a tenancy or otherwise use our services.

We may also receive information from landlords, vendors, purchasers, tenants, joint owners, executors, beneficiaries, solicitors, conveyancers, managing agents, referencing or identity-verification providers, property portals and other professional advisers involved in a transaction or property.

Where appropriate, we may obtain information from publicly available sources such as HM Land Registry, Companies House and other public registers.

How and why we use your information

We use personal information to respond to enquiries and arrange valuations and viewings; provide estate agency, lettings and property management services; market properties and communicate with prospective purchasers and tenants; negotiate offers and progress transactions; administer tenancies and managed properties; carry out identity, anti-money laundering and other regulatory checks; process payments and maintain financial records; respond to complaints and disputes; protect our business and clients against fraud and misuse; comply with legal and regulatory obligations; and improve our services and website.

Our lawful bases will depend on the particular processing involved. They may include taking steps at your request before entering into a contract, performance of a contract with you, compliance with a legal obligation and our legitimate interests in operating and protecting our property agency business and providing an effective service to our clients.

Where we rely on legitimate interests, we consider whether the use of your information is necessary and proportionate and balance our interests against your rights and interests.

Where consent is required, including for certain forms of electronic marketing or optional cookies, we will obtain consent before processing. You may withdraw consent at any time.

Anti-money laundering and regulatory checks

As an estate agency business, we are subject to legal obligations relating to anti-money laundering, terrorist financing and sanctions compliance.

We may therefore be required to verify identity, establish beneficial ownership, assess risk and obtain information concerning the source of funds or source of wealth. We may use specialist third-party providers to assist with these checks.

Information obtained for anti-money laundering purposes may also be disclosed to HM Revenue & Customs, law enforcement agencies or other competent authorities where required or permitted by law.

HMRC guidance requires relevant customer due diligence records to be retained for five years after the relevant business relationship ends or transaction completes.

Who we share information with

Where necessary for the purposes described above, we may share relevant personal information with property owners, landlords, purchasers, tenants and other parties to a property transaction; solicitors, conveyancers and other professional advisers; referencing, identity-verification and anti-money laundering providers; deposit protection providers; inventory providers and contractors; property portals and marketing providers; banks and payment providers; insurers; accountants and auditors; IT, website, cloud-storage and communications providers; and regulators, public authorities, law enforcement agencies or courts where required or permitted by law.

We only disclose information that is reasonably necessary for the relevant purpose and expect service providers processing personal information on our behalf to protect it appropriately.

Hermens Property and Oliver Fisher Solicitors are separate businesses. Personal information will not be shared with Oliver Fisher Solicitors simply because of the connection between the businesses. Where legal advice or representation is required, clients remain free to choose their own legal advisers, and information will only be provided to a solicitor where there is an appropriate basis to do so.

Marketing

We may contact you about properties, services or other matters which we reasonably believe may be relevant to you where data protection and electronic marketing law permits us to do so.

Where consent is required for marketing by email, text or similar electronic communications, we will obtain it. You may opt out of marketing communications at any time by contacting us or using any unsubscribe facility provided.

We will not sell your personal information to third parties for marketing purposes.

The ICO confirms that electronic marketing is subject both to data protection law and, where applicable, the Privacy and Electronic Communications Regulations.

Cookies and website information

Our website may use essential cookies required for it to function and optional cookies or similar technologies for analytics, functionality or marketing.

Where consent is required for non-essential cookies, they should only be used after you have made the relevant choice through our cookie controls.

Further information about cookies may be provided through our website cookie settings or cookie notice.

How long we keep information

We retain personal information only for as long as is reasonably necessary for the purpose for which it was collected and to comply with applicable legal, regulatory, accounting and contractual obligations.

Agency, tenancy and property management records will generally be retained for an appropriate period after the relevant transaction or relationship has ended, normally up to six years where records may be required for accounting, contractual or legal purposes.

Anti-money laundering and customer due diligence records are generally retained for five years from the end of the business relationship or completion of the relevant transaction, subject to any lawful requirement permitting or requiring longer retention.

Unsuccessful enquiries, valuation enquiries and prospective-client records will be reviewed periodically and deleted or anonymised when they are no longer reasonably required.

Where you have opted out of marketing, we may retain limited information on a suppression list so that we can respect your preference not to be contacted.

International transfers

Some of the technology or service providers we use may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we will ensure that an appropriate lawful transfer mechanism or safeguard is used where required by UK data protection law.

Security

We take appropriate technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, loss or destruction.

However, no internet or electronic communication system can be guaranteed to be completely secure.

Your rights

Depending on the circumstances, you may have rights to access the personal information we hold about you, have inaccurate information corrected, request erasure or restriction of processing, receive certain information in a portable format and object to particular uses of your information.

Where we rely on consent, you may withdraw that consent at any time.

You have an absolute right to object to your personal information being used for direct marketing.

Some rights are subject to legal exemptions and may not apply in every circumstance, particularly where we are required by law to retain or process information.

To exercise your rights, contact Info@hermens.co.uk.

Automated decision-making

We do not ordinarily make decisions about individuals based solely on automated processing which produce legal or similarly significant effects.

We may use electronic systems to assist with identity, anti-money laundering, referencing, fraud or risk checks, but relevant decisions are not made solely by those systems where the law requires human consideration.

Complaints about data protection

If you have concerns about the way we have handled your personal information, please contact us first at Info@hermens.co.uk and we will try to resolve the matter.

You also have the right to complain to the Information Commissioner's Office:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk

The ICO confirms those current contact details.

Other websites

Our website may contain links to websites operated by third parties. We are not responsible for the privacy practices or content of those websites and recommend that you review their own privacy information.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or the way we process personal information. The latest version will be published on this website with its date of revision.