Privacy Policy

PRIVACY NOTICE – Duncan Phillips Limited

Duncan Phillips Ltd, 19 Sun Street, Waltham Abbey, Essex, EN9 1ER
Company Registration Number 03560717 Registered in England & Wales


  • This user privacy and data protection policy ensures Duncan Phillips Ltd.
  • Complies with data protection law and follow good practice
  • Protects the rights of the public visiting our website
  • Is open about how it stores and processes individuals’ data
  • Protects itself from the risks of a data breach


Along with our business, internal computer systems and our website, all are designed to comply with the following national and international legislation with regards to data protection and user privacy:

  • UK Data Protection Act 1988 (DPA)
  • EU Data Protection Directive 1995 (DPD)
  • EU General Data Protection Regulation 2018 (GDPR)

We take your privacy seriously and can assure you that your data collated is only used in accordance with this privacy notice.

Our database is created from leads generated by website portals such as Rightmove, Zoopla, Prime Location, Duncan Phillips Ltd website, general telephone enquiries and people walking into the office.

We log all applicants using Dezrez and the information is used for marketing purposes and/or property search purposes. No information is passed to a third parties, unless it is a requirement during the sales and lettings procedures. This would be carried out with the applicants consent when we need to liaise with solicitors, mortgage brokers, Homelet (reference for letting purposes), insurance brokers.

What information we collect:

  • Name
  • Address
  • Contact information including email address
  • Landlord remittance information

What we do with information we gather:

  • Contact information
  • Internal record keeping
  • We may periodically send you promotional emails via Mailchimp, with news relevant to our services.

Length information is held:

Records as above, are maintained for 5 years unless requested to be destroyed with consent by applicants. This can be either verbal, emailed or the opt-out service such as unsubscribe. All records after 5 years are destroyed.

Right to view records:

You have the right to see correspondence pertaining to your data. You can do this by contacting –


We have CCTV installed within the offices and also on the perimeter of the office. This information is retained for a rolling 30 days before being overwritten. The company who look after this for Duncan Phillips Ltd are RVTV.


This site’s compliance with the above legislation, all of which are stringent in nature, means that the site is likely compliant with the data protection and user privacy legislation. If you are unsure as to whether this site is compliant with your own country of residences’ specific data protection and user privacy legislation you should contact –


This website collects and uses personal information for the following reasons:

Site visitation tracking
Like most websites, this site uses Google Analytics (GA) to track user interaction. We use this data to determine the number of people using our site, to better understand how they find and use our web pages and to see their journey through the website.

Although GA records data such as your geographical location, device, internet browser and operating system, none of this information personally identifies you to us. GA also records your computer’s IP address which could be used to personally identify you but Google do not grant us access to this. We consider Google to be a third party data processor.

GA makes use of cookies, details of which can be found on Google’s Developer Guides. FYI our website uses the analytics.js implementation of GA. Disabling cookies on your internet browser will stop GA from tracking any part of your visit to pages within this website.

We also use social media buttons on this site that allow you to connect with your social network in various ways. Social media sites including; Facebook, Twitter, Instagram, Google+ and Linkedin.

Contact Forms, Valuation Forms Email and Telephone Links

Should you choose to contact us using the contact form on our ‘Contact Us’ Page, or ‘Valuation Form’, an email link, or call us, none of the data that you supply will be stored by this website, but by contacting us you are allowing us to make a note of your preferences and send out periodically properties which match your requirements. The contact information provided will be entered onto the Dezrez system to accommodate the applicants requirements for a property.


This website is hosted securely by United Hosting within a UK data centre located just outside London. All traffic (transferral of files) between this website and your browser is encrypted and delivered over HTTPS.

We use a number of third parties to process personal data on our behalf. These third parties have been carefully chosen and all of them comply with the legislation set out in Section 2. These third parties are based in the USA and are EU-U.S Privacy Shield compliant.


We will report any unlawful data breach of this website’s database or the database(s) of any of our third party data processors to any and all relevant persons and authorities within 72 hours of the breach if it is apparent that personal data stored in an identifiable manner has been stolen.


In the first instance should you have a need to complain about the service you have received from Duncan Phillips Ltd please send an email to We are covered by The Property Ombudsman should your issue not be resolved in house.


This privacy notice may change from time to time in line with legislation or industry developments. We will not explicitly inform our clients or website users of these changes. Instead, we recommend that you check this page occasionally for any policy changes.

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