Skip to main content
028 90 832 832
Colin Graham Residential

Privacy Policy

Last updated: February 2026

Colin Graham Residential ("we", "us", "our") is committed to protecting your personal data. This policy explains what information we collect, how we use it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who We Are

Colin Graham Residential is an estate agency based in Northern Ireland. We are the data controller for personal information collected through this website and our estate agency services.

What Data We Collect

We may collect the following personal information:

  • Contact details: your name, email address, phone number and postal address, provided when you submit an enquiry, request a valuation, or register for property alerts
  • Property details: information about your property (address, type, number of bedrooms) submitted through our valuation or instruction forms
  • Lettings information: employment details, references and identification documents provided by prospective tenants during the application process
  • Website usage data: pages visited, time spent on pages, browser type and device information, collected through cookies and analytics tools
  • Communication records: emails, phone call notes and correspondence relating to property enquiries or transactions

How We Use Your Data

We use your personal data for the following purposes:

  • Property enquiries: to respond to your questions about properties for sale or rent
  • Valuations: to arrange and carry out property valuations
  • Sales and lettings: to manage the sale, purchase or rental of a property on your behalf
  • Marketing (with your consent): to send you property alerts, newsletters and market updates. You can unsubscribe at any time
  • Legal obligations: to comply with anti-money laundering regulations and other legal requirements
  • Website improvement: to analyse how our website is used and make improvements

Legal Basis for Processing

We process your data based on one or more of the following:

  • Consent: where you have opted in to receive marketing emails or newsletters
  • Contract: where processing is necessary to provide the estate agency services you have requested
  • Legitimate interest: where we have a genuine business reason to process your data (for example, responding to property enquiries) and this does not unfairly affect your rights
  • Legal obligation: where we are required by law to process your data (for example, anti-money laundering checks)

Cookies

Our website uses cookies to improve your experience and help us understand how the site is used. For full details, please see our Cookies Policy.

Third Parties

We may share your data with the following third parties, only as necessary to deliver our services:

  • Rightmove and PropertyPal: property listings and enquiry management. When you enquire about a property through these portals, your contact details are passed to us
  • Google Analytics: anonymous website usage data to help us understand how visitors use our site. No personally identifiable information is shared. See Google's privacy policy
  • PostHog: product analytics and session recording to help us improve the website experience. Data is stored on EU servers. Personal data in form fields is automatically masked in session recordings. See PostHog's privacy policy
  • Meta (Facebook): advertising attribution to measure the effectiveness of our advertising. When you submit a form, a hashed (encrypted) version of your email address may be sent to Meta to match the enquiry to an advert click. We do not share your email address in readable form. See Meta's privacy policy
  • Kit (formerly ConvertKit): email marketing platform used to send newsletters and property alerts to subscribers who have opted in
  • CGR Financial: if you request mortgage or financial advice, your details may be shared with our in-house financial services team
  • Solicitors and conveyancers: as necessary to progress property sales or lettings
  • Tenancy Deposit Scheme NI: tenant deposit information as required by law

We do not sell your personal data to any third party. We only share your information where it is necessary to provide our services or where we are legally required to do so.

Email Communications

If you subscribe to our newsletter or property alerts, our emails may contain a small tracking pixel to tell us whether the email was opened. We use this information to understand which emails are most useful to our subscribers and to ensure we are not sending unwanted messages. If you do not wish to be tracked in this way, you can choose to view emails in plain text or unsubscribe at any time using the link in each email.

Data Retention

We keep your personal data only for as long as necessary:

  • Property enquiries: retained for up to 2 years after the enquiry, unless you become a client
  • Client records (sales and lettings): retained for 6 years after the completion of a transaction, in line with legal and regulatory requirements
  • Marketing subscribers: retained until you unsubscribe or ask us to delete your data
  • Website analytics data: retained in anonymised form for up to 26 months

Your Rights

Under UK GDPR, you have the following rights:

  • Right of access: you can request a copy of the personal data we hold about you
  • Right to rectification: you can ask us to correct inaccurate or incomplete data
  • Right to erasure: you can ask us to delete your data where there is no ongoing reason for us to keep it
  • Right to restrict processing: you can ask us to limit how we use your data
  • Right to data portability: you can request your data in a commonly used, machine-readable format
  • Right to object: you can object to our processing of your data where we rely on legitimate interest
  • Right to withdraw consent: where we rely on your consent, you can withdraw it at any time

To exercise any of these rights, please contact us at office@colingrahamresidential.com or write to us at the address above. We will respond within one month.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss or damage. This includes secure storage of physical documents and password-protected access to digital systems.

Complaints

If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Changes to This Policy

We may update this policy from time to time. Any changes will be posted on this page with an updated date. We encourage you to review this policy periodically.