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Our Privacy Policy

Here at Ralph Sayer, we care about our customers, and this care is extended to both protecting the security of your data in both online, and offline environments.

As the controller of your data, Ralph Sayer complies with Data Protection laws in the United Kingdom, and the EU General Data Protection Regulation. This document is important as it allows us to explain to you what we need to do with Your Personal Data, and the various rights that you have to Your Personal Data.

Why do we collect your personal data?

We collect personal information about you in order to:

  • Allow us to provide suitable advice taking into account your personal circumstances for the saleand/ or purchase of your new home.
  • Review your circumstances as part of an ongoing client relationship with us as your legal adviser.
  • Respond to complaints and case enquiries.

Your personal information is required to enter into any contract you may undertake with us as your legal adviser for buying and selling your home. Without this information we could not provide the level of service that you deserve.

What personal information do we collect?

The personal information that we collect includes (but is not limited to)

  • Your name and date of birth
  • Your personal contact details (including address, email and telephone number)
  • Financial Information (Bank Statements, source of funds)
  • Other related information to support your transaction with us (such as UK residency status)

How do we collect your personal data?

We will collect and record Your Persona Data from a variety of different sources, but mainly direct from you.

We may also receive information from third party sources such as financial advisers and brokers, should you have consented for them to provide this information to us

Who do we disclose your personal information to?

We disclose personal information to third parties such as lenders and other solicitors, but only what is necessary to conclude your purchase and/or sale.

Under limited circumstances, your personal information may be disclosed to third parties as permitted by, or to comply with, applicable laws and regulations, for instance, to meet our obligations to the Law Society of Scotland and when responding to subject access requests, proceedings of a court of law or similar legal process. This is to protect against fraud and to otherwise co-operate with law enforcement or regulatory authorities.

The personal information that you supply will not be passed to a third-party organisation for marketing purposes.

How long is your personal information retained?

If we complete a sale or purchase on your behalf, we will keep a full record of your interactions with us for the lifetime of the advised transactions under our obligations governed by the Law Society of Scotland.

Personal information that is provided during an initial exchange prior to any business being transacted will be deleted from our system after 24 months if no further contact is made. It will be assumed that you do not wish to proceed with our services, and as such we have no further requirement to hold this information.

Where is your personal information stored?

Your privacy is important to us and we will keep Your Personal Data secure in accordance with our legal responsibilities. We take reasonable steps to ensure that Your Personal Data is safeguarded against it being accessed unlawfully or maliciously by a third party.

Your personal information will be held within a secure server on our Customer Management System.

All copies of paperwork provided to us are uploaded to this system, and the copies disposed of in confidential waste and destroyed at a secure privacy recycling centre on regular intervals.
The exception to this is the original is the original copies of the contract (missive) pertaining to the transaction(s) for your sale or purchase which under The Law Society of Scotland rules must be retained for 10 years. This is stored securely in a locked facility.

Accessing your personal information

You have the right to access your personal information to check that it is accurate and up to date. You also have the right to receive a copy of the personal information that we process for you.

You have the right to withdraw your consent for us to retain your personal information, however, this information can only be removed should the statutory timescales for the retention of this information has lapsed.

Online Privacy Policy

The information on our website is protected by a variety of recognised techniques to ensure that your data is protected. At no point are you forced to register or provide any information whilst reading the content of our site. When we collect your information, it is screened to ensure its validity and is used for the process of assisting you in your search for a property/ selling agent.

Our website employs cookies, but only for the demographic and website analytics packages ad services supplied by google. Full details of our online policy can be found on our website.

Changes to our Privacy Notice

We keep our Privacy Notice under regular review. If we make any changes to how we process your information in ways that you would not reasonably expect, we will contact you and bring these changes to your attention Our Privacy Notice was last updated on 10th October 2022.


If you have any questions or complaints relating how we use your personal information, or if you wish to exercise your rights regarding your personal information, please contact ivan@ralphsayer.com.

We will respond as soon as possible. The length of time will depend on the type and complexity of the request, but you will receive a response no later than one month from the initial request.

What if I am still not satisfied?

If you are not satisfied with how Ralph Sayer has responded to your enquiry, you have the right to complain to the Information Commissioners Office (ICO), who is the regulator for data protection in the United Kingdom.


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