Welcome to the Hartnell Taylor Cook LLP (HTC) Privacy Policy.

HTC respects your privacy and is committed to protecting personal data which has been given to the firm.  This privacy notice will inform you as to how we look after your personal data if it is held by the firm and tell you about your privacy rights and how the law protects you.



HTC is the controller and responsible for protection of personal data.

Contact details

Our full contact details are:

Hartnell Taylor Cook LLP
Somerset House
18 Canynge Road

Telephone 0117 923 9234

Email - info@htc.uk.com


Changes to the privacy policy notice and your duty to inform us of changes

This version was last updated on 15th May 2018.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.


Third party links 

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.


The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:


How is your personal data collected

All data that we collect about you will be collected by the following methods:

Direct interaction

You may give us your data by completing a form or corresponding with us by post, phone or email.  This would include data sent to us if you

Automated technology or interaction

If you express an interest in a property marketed by the firm through a third party website we may automatically collect data regarding your contact details.

Third Party or Publically available sources

If required for statutory purposes (such as carrying out client due diligence checks as required by the Anti-Money Laundering Legislation) we may receive personal data about you from third parties such as:-


How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.


Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal basis we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.



We may use your Identity and Contact data, to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which services and offers may be relevant for you. We believe that we have a legitimate business interest in providing our clients and contacts with information relating to our services, events and details of buildings that we have been instructed to buy, sell, let or manage etc.

We use personal information to provide you with marketing and advertising about our products and services. You will receive marketing communications from us if you have requested information from us or purchased services from us or if you provided us with your details when you expressed an interest in a property or an event and, in each case, you have not opted out of receiving that marketing. You can opt out of this at any time by contacting us by email on info@htc.uk.com


Third party marketing

We will not share your personal data with any company outside of HTC for marketing purposes.


Disclosure of your personal data

We may have to share your personal data with the parties set out below for the purposes set out in the table above.


International transfers

We will not transfer your Personal Data outside the European Economic Area.


Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.


Data Retention

By law we must retain information about our customers and tenants of our clients for six complete years after we cease to act for them. This is necessary to comply with Tax Legislation. The information involved will include Contact, identity, Financial and Transaction data.

By law we must retain Client Due Diligence documentation for five complete years after completion of a sale or purchase of property or five years after we have ceased to act for a client involved in Estate Agency Transactions. This is necessary to comply with Anti Money Laundering legislation.

For data held to allow for communication regarding potential property transactions, Marketing matters and event invitations, we review the requirement to hold this data and the appropriate retention period every year.


Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. The possible rights are explained below:

You have the right to:


No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.


What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.


Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

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Case Study

Hartnell Taylor Cook LLP was appointed to undertake all agency and professional work across the 275 property portfolio covering Southern England and Wales.

Latest News

Hartnell Taylor Cook has been appointed by Homes England to their Property Professional Services Framework to deliver on their large-scale residential regeneration programme