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The privacy and security of your personal information is extremely important to us. This Privacy Policy explains how and why we use your personal data, to make sure you stay informed and can be confident about giving us your information.

We’ll use your details to provide the service that you have requested, and communicate with you in the way(s) that you have actively agreed to.  We will never pass your details on to anyone without your explicit consent.  You are free to change your mind at any time by contacting us, or by emailing or

Contact details

Downer & Co Estate Agents, 44 Cheap Street, Newbury, Berkshire RG14 5BX, Tel 01635 523777, Email or

What data we collect from you

We collect information from you when you register with us or request services online or enter into service agreements with us.  This information is in order to provide you with the services you have requested or to comply with our regulatory obligations, as well as appropriate marketing information where you have agreed to this. The personal information we typically collect includes:

  • Your name and email address.
  • Contact telephone numbers for you.
  • Sectors and geographic regions that you are interested in.
  • Your future communication preferences.

In respect of Landlords & Tenants this may also include:

  • Date of birth
  • Gender
  • Address
  • Business name
  • Payment information /bank details
  • Profession, salary and income
  • Previous addresses.
  • Employment details
  • Details relating to obtaining references and determining suitability for a tenancy

We also collect information when you voluntarily provide feedback and participate in competitions.

How we use your personal data

Under the UK-GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it.

We will use your telephone number and/or email address and/or postal address to allow us to process your registration and any offers you make for a property.

We will use your email address and/or postal address to send you property matches and general marketing, if you have opted IN to receive emails and/or post.  This will include sending you information about properties due to come on the market or properties that are already on the market, our Newbury Property Newsletter and seasonal mailings/competition information.

We may also use your data to:

Provide and manage your account/tenancy;

Supplying our services to you. Your personal details are required for us to enter into a contract with you.

Personalising and tailoring our services for you.

Communicating with you. This may include responding to emails or calls from you.

Supplying you with information by that you have opted-in to (you may unsubscribe or opt-out at any time by using unsubscribe links in our communications or contacting our office).

With your permission, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone, text message and/or post with information, news, and offers on our services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the UK General Data Protection Regulation (from 25 May 2018)/UK Data Protection Act and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.

However, if you tell us you do not want to receive property matches or general marketing communications, then you may not hear about current properties on the market or other information that may be of interest to you.

How can I change my contact preferences?

Contact us on Tel 01635 523777 or Email or

Data Subject Rights

If you would like further information on your rights or wish to exercise them, please write to us at Downer & Co Estate Agents, 44 Cheap Street, Newbury, Berkshire RG14 5BX, Tel 01635 523777, Email

You will be asked to provide the following details:

  • The personal information you want to access;
  • Where it is likely to be held;
  • The date range of the information you wish to access

We will also need you to provide information that will help us confirm your identity. If we hold personal information about you, we will give you a copy of the information in an understandable format together with an explanation of why we hold and use it.

Once we have all the information necessary to respond to your request we’ll provide your information to you within one month.  This timeframe may be extended by up to two months if your request is particularly complex. 

Keeping your information

We will only use and store your information for as long as it is required for the purposes it was collected for. How long it will be stored for depends on the information in question, what it is being used for and, sometimes, statutory legal requirements. 

How we secure your data 

Information system and data security is imperative to us to ensure that we are keeping our customers, employees and contractors safe.

We operate a robust and thorough process for assessing, managing and protecting new and existing systems which ensures that they are up to date and secure against the ever changing threat landscape.  In addition to this, we follow highly in depth security procedures, which means that your data is protected by multiple layers of security.

Our staff are trained in current Data Protection regulations and are required to abide by our Data Protection Policy.

Disclosing and sharing information

Personal data collected and processed by us may be shared with the following groups where necessary:

  • Downer & Co employees
  • Third party cloud hosting and IT infrastructure providers who host the website and provide IT support in respect of the website;

Also, under strictly controlled conditions:

  • Contractors
  • Service Providers providing services to us
  • Utility providers

We may also disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of Downer & Co. This includes exchanging information with other companies and organisations for the purposes of fraud protection.

This may also include disclosing personal information to our suppliers or subcontractors via Tenants and Landlords insofar as reasonably necessary for us to carry out the duties we are instructed to undertake, including the selling/or buying and/or letting/renting of property. This will include our Tenancy Referencing Agents Hazelton Mountford who process personal data upon our instructions to make decisions about tenancies.

In addition, to help you with a property related service we have to comply with certain Regulations, for example the “Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017” (more commonly referred to as the Money Laundering Regulations 2017).  Downer & Co are required to obtain certain information from you to comply with Regulations. The information provided will only be used by Downer & Co in relation to complying with the Regulations and will not be shared with any other party outside of the company unless we are required to do so under law.

Updating your data and marketing preferences 

We want you to remain in control of your personal information. If, at any time, you want to update or amend your personal information or marketing preferences please telephone us on 01635 523777 or email

Changes to this Privacy Policy

We will amend this privacy policy from time to time to ensure it remains up to date and reflects how and why we use your personal data and new legal requirements. Please visit our website to keep up to date with any changes.  The current version will always be posted on our website.  An electronic version can also be requested by emailing or by telephoning 01635 523777.

This privacy policy was last updated on 1st February 2023.

Get in touch

Call us on 01635 523777 or send us a message...