Privacy Policy for Contractors, Suppliers and Business Associates.

The Privacy Policy outlined in this document is supplemental to our website privacy policy, which covers all users of our website.

Table of contents.


We fully comply with all current UK privacy laws, including UK GDPR. None of the information contained in this policy effect your rights under UK GDPR. Your rights and other guidance can be found by clicking here (opens an external website).

Who is covered by this policy?

This policy applies to you if you are a third party contractor, supplier or other type of business associate who has entered a legal agreement, or have begun the process of entering an agreement, with Grace Miller & Co. In addition, if you are engaged with our clients and our work together interacts, these terms also apply to you.

Examples of the above include:

  • Solicitors;
  • Maintenance and repair suppliers;
  • Property management service providers (consultancy, contractor, utilities);
  • A contact at a panel organisation or search provider;
  • Mortgage and protection advisers;
  • Marketing agents;
  • Property Management companies;
  • Property developers;
  • Photographers;
  • Removal companies;
  • A relocation agent with whom we engage to assist with the provision of our relocation services.

What personal information will we collect?

  • Your name and contact information, including previous contact information, such as your telephone numbers, email addresses and post addresses.
  • Information about your job such as job title.
  • Information which we obtain as part of checking sanctions lists if necessary.
  • Information which we have gathered from publicly available sources such as internet search engines like Google, Companies House, Land Registry, Government department websites and social media sites, including Facebook and LinkedIn.

How will we collect your personal information?

We will collect information directly from you when:

  • you visit our offices or have a consultation with us;
  • you complete documentation such as terms of business; or
  • you contact us by email, telephone and through other written and verbal communications.

As well as obtaining information directly from you, we will collect information from:

  • other third parties in the property industry who refer your services to us;
  • publicly available sources such as internet search engines like Google, Companies House, HM Land Registry and social media sites, including Facebook and LinkedIn.

What will we use your personal information for?

We use your personal information for a number of different purposes.  In each case, we must have a "legal ground" to do so. We will rely on the following “legal grounds”, when we process your "personal information":

  • We need to use your personal information to enter into or perform the contract that we hold with you. For example, we need to use your personal information to engage your services.
  • We have a legal or regulatory obligation to use such personal information. For example we may be required to carry out certain background checks and the HMRC require us to keep certain records.
  • We need to use your personal information for a legitimate business reason (e.g. to keep business and accounting records and to manage our business operations). When using your personal information for these purposes, we will always assess our need to use your personal information for these purposes against your rights to privacy to ensure we are protecting your rights.
  • If none of the above apply, then we will ensure we have your consent in any other case.

Who do we share your personal information with?

We will keep your personal information confidential and will only share it where necessary for the purposes set out above with the following parties:

  • Other third parties involved such as solicitors, estate agents, landlords and mortgage brokers.
  • Any of our clients and customers.
  • Other Grace Miller & Co. Group companies.
  • Insurers who provide our own insurance and companies who arrange such insurance.
  • Regulatory bodies including the Royal Institution of Chartered Surveyors, the Association of Residential Managing Agents, Association of Residential Letting Agents, Financial Conduct Authority, Tenancy Deposit Scheme and the Ombudsman Services.
  • The police and other third parties or law enforcement agencies where reasonably necessary for the prevention or detection of crime.
  • Debt collection agencies.
  • Credit reference agencies.
  • Our third party service providers such as IT suppliers, auditors, solicitors, marketing agencies, document management providers, outsourced business process management providers, our subcontractors and tax advisers.
  • Third parties who undertake analysis for the purposes of product improvement.
  • Selected third parties in connection with any sale, transfer or disposal of our business.