Privacy Policy

Last reviewed: May 2026. This policy applies to information collected through this website.

1. Who we are

Rowan Shaw Estate Management Ltd is registered in England and Wales (Company No. 17200133). Our registered address is 195-197 Whiteladies Road, Clifton, Bristol BS8 2SB. We are the data controller for personal data collected through this website. You can contact us about data protection matters at enquiries@rowanshaw.co.uk or by telephone on 0333 444 0416.

2. What personal data we collect

When you submit an enquiry through our contact form, we collect your name, email address, telephone number, your role, and any information you provide about your development. We collect only the information necessary to respond to your enquiry.

3. Lawful basis for processing

We process your personal data on the basis of legitimate interests — specifically, our legitimate interest in responding to enquiries from prospective clients and conducting our business. Where you become a client, we process data under contract (to perform our management agreement with you) and legal obligation (to comply with property management legislation, health and safety law and financial regulations).

4. How we use your data

Enquiry data is used solely to respond to your enquiry and, if you become a client, to establish and manage our professional relationship. We do not use your data for unsolicited marketing, and we do not sell or share it with third parties for marketing purposes.

If you become a client, we will issue you a separate, more detailed privacy notice covering how we handle leaseholder, resident and director data in the course of managing your development. That processing is wider in scope and will be explained separately.

5. Who we share data with

We may share your data with service providers who assist us in operating our business — for example, our email hosting provider (Google Workspace) and website hosting provider (Netlify). These providers process data on our behalf and are bound by data processing agreements. We do not transfer personal data outside the United Kingdom. We will disclose data to regulatory or law enforcement authorities if required to do so by law.

6. How long we keep your data

Enquiry data from prospective clients who do not become clients is retained for 12 months from the date of enquiry, after which it is securely deleted. Data relating to clients is retained for 7 years after the end of our management agreement, in line with standard business record-keeping requirements.

7. Your rights

Under the UK GDPR and Data Protection Act 2018, you have the following rights regarding your personal data:

• Right of access — to request a copy of the personal data we hold about you
• Right to rectification — to request correction of inaccurate data
• Right to erasure — to request deletion of your data in certain circumstances
• Right to restrict processing — to request that we limit how we use your data
• Right to data portability — to receive your data in a structured, commonly used format
• Right to object — to object to processing based on legitimate interests

To exercise any of these rights, please contact us at enquiries@rowanshaw.co.uk. We will respond within one month.

8. Cookies

This website does not use tracking cookies or third-party analytics. No personal data is collected through cookies.

9. Right to complain

If you have concerns about how we handle your personal data, you have the right to complain to the Information Commissioner's Office (ICO) — the UK's data protection regulator. You can contact the ICO at ico.org.uk or by telephone on 0303 123 1113. We would, however, appreciate the opportunity to address your concerns before you contact the ICO — please get in touch with us first.

10. Changes to this policy

We may update this privacy policy from time to time. The date at the top of this page indicates when it was last reviewed. Significant changes will be notified to active clients directly.