Your information. Treated with care.

Whitecastle Property Group Ltd (“Whitecastle”, “we” or “us”) is responsible for the personal information described in this policy. We use it to respond to enquiries and carry out our land and commercial property sourcing and consultancy work.

Privacy contact: Troy Darvell
Email: troy@whitecastleproperty.uk
Post: Whitecastle Property Group, 128 City Road, London EC1V 2NX
ICO registration: ZC051567

When you contact us, request a site review or send a development brief, we collect the details you provide. These may include your name, email, telephone number, company, relationship to a site, property address, ownership contacts, site size, current use, planning history, acquisition budget, preferred locations and timescale.

We also keep relevant correspondence and records of our work together. If a transaction requires identity, financial or source-of-funds information, we will explain what is needed and why at that stage. Please avoid sending sensitive personal information that is not needed for your enquiry.

Most information comes directly from you through our forms, email, telephone, meetings, WhatsApp or social media. Agents, owners, developers, advisers and introducers may also provide relevant business or property contact details.

When researching an opportunity, we may use publicly available sources such as HM Land Registry, Companies House, local authority planning records and business websites. If we contact you using information obtained elsewhere, we will explain its source and purpose and provide this policy within the applicable legal timescale, normally at our first contact. Public availability does not remove your privacy rights.

To answer enquiries and review sites: we rely on our legitimate interests in responding to requests and assessing potential work. Where you ask us to take steps towards a contract with you, we rely on those pre-contract steps.

To source and match opportunities: our legitimate interests are identifying relevant sites, understanding acquisition requirements and making appropriate professional introductions. We consider your reasonable expectations and the effect on your rights before relying on these interests.

To provide an agreed service: we rely on performance of our contract with you. Where our client is an organisation, handling its representatives’ details is based on our legitimate interests in managing that relationship.

To keep records and protect the business: we rely on applicable legal obligations for required records and checks, and legitimate interests for security, resolving disputes and establishing or defending legal claims.

To send optional marketing: we use consent where required, including for email marketing to individuals. Where the law permits relevant business marketing without consent, we may rely on legitimate interests, subject to your right to object.

Submitting an enquiry lets us respond and may trigger an automated acknowledgement. This is separate from choosing to receive optional property updates or promotional emails. Downloading our Investor Pack does not itself subscribe you to marketing.

Where we ask for marketing consent, the choice is optional. You can withdraw it at any time using the unsubscribe link in a marketing email or by contacting Troy. Withdrawing consent does not affect earlier lawful use or prevent us from handling an ongoing enquiry or contract.

You can object at any time to the use of your personal information for direct marketing. We will stop using it for that purpose.

You can also object to processing based on legitimate interests because of your particular circumstances. We will stop unless we have compelling legitimate grounds that override your interests and rights, or need the information for legal claims. Email Troy using the contact details above; no special form is needed.

We share relevant information only where needed for the purpose explained to you. Recipients may include prospective buyers, developers, landowners and agents involved in an introduction; solicitors, surveyors, planning consultants, accountants and other professional advisers; and authorities where disclosure is legally required.

Service providers also process information to support our website, enquiries, email and records. These include Builder by HBA and HBA Emailer, and the email or messaging services used to communicate with you. External services such as WhatsApp and social platforms also handle information under their own privacy terms.

Before sharing identifiable details for a proposed introduction, we will explain the purpose and obtain your permission where required. We do not sell personal information or provide mailing lists for other organisations’ own marketing.

We retain information for the purpose it serves, rather than keeping every enquiry indefinitely. For enquiries and site leads, we consider whether discussions remain active, the likely development or planning timescale, our last meaningful contact and whether a follow-up is reasonably expected.

For client and transaction records, we consider the duration of the instruction, statutory accounting and other applicable record-keeping requirements, and the period during which a legal claim may arise. A dispute or legal hold may require longer retention.

Marketing details are kept while there is a valid basis to use them. If you opt out, we may retain a minimal suppression record to honour that preference. Information no longer needed is deleted or anonymised, subject to routine backup cycles. Contact us to ask about the retention criteria for your particular record.

Access to personal information is limited to those who need it for their work, with reasonable technical and organisational measures to reduce unauthorised access, loss or misuse. No website or email service can offer absolute security.

Online service providers may store or access information outside the UK. Where this involves a restricted international transfer, the required legal protection must apply, such as UK adequacy regulations or appropriate contractual safeguards, including the UK International Data Transfer Agreement or UK Addendum where relevant. You can ask Troy for information about the providers, processing locations and safeguards applicable to your data.

Our website and hosting platform process technical information, such as IP address, browser information and page requests, for delivery, security, diagnostics and basic visit statistics. Cookies or similar technologies may be needed for essential functions, for example managing a form or a security check.

Google Analytics and Meta advertising pixels are not currently configured in our website settings. If optional tracking is introduced, we will update this information and provide the choices required by law before it is used. Browser controls can block or remove cookies, although some features may then work differently.

Links to WhatsApp, social media and other websites take you to services with their own privacy and cookie information.

Our enquiry forms use Google reCAPTCHA for spam protection. Google may process device, browser and interaction information for this purpose. See Google’s Privacy Policy and Terms of Service.

Depending on the circumstances, you can ask to access your personal information, correct inaccurate information, have information erased, restrict its use, or receive certain information in a portable format. You can withdraw consent where we rely on it. The right to object is explained separately above.

Contact Troy to make a request. We may need proportionate information to confirm your identity. Requests are normally free and answered within one month; if a lawful extension, exception or fee applies, we will explain it.

You are not obliged to make an enquiry. However, without the required contact or property details we may be unable to respond or assess a site. Where information is required for a contract or by law, we will explain the consequences of not providing it. We do not use website enquiries to make solely automated decisions that have legal or similarly significant effects on you.

If you have a concern about how your information is handled, please contact Troy so we can investigate and respond. You can also complain to the Information Commissioner’s Office at any time: ico.org.uk/make-a-complaint/.

ICO registration identifies a data protection fee registration; it does not mean the ICO endorses our business or approves this policy.