Newton & Co Limited
Last Updated: June 2026
1. Who We Are
Newton & Co Limited (“Newton & Co”, “we”, “us” or “our”) is a residential estate agency specialising in residential property sales and related services.
We are committed to protecting and respecting your privacy and handling your personal data in accordance with:
- UK General Data Protection Regulation (UK GDPR)
- Data Protection Act 2018
- Privacy and Electronic Communications Regulations (PECR)
- Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017
- Estate Agents Act 1979
- Proceeds of Crime Act 2002
- Other applicable UK legislation
Data Controller
Newton & Co Limited
149 Darwen Road
Bromley Cross
Bolton
BL7 9BG
Telephone: 01204 329975
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
ICO Registration Number: ZA089701
Newton & Co Limited is the Data Controller responsible for the personal data we collect and process.
2. Scope of This Privacy Notice
This Privacy Notice explains:
- What personal data we collect
- How we collect it
- Why we collect it
- The lawful basis we rely upon
- Who we share it with
- How long we keep it
- Your rights under data protection legislation
This notice applies to:
- Property sellers
- Prospective sellers
- Buyers
- Property viewers
- Website users
- Referral partners
- Business contacts
- Contractors and suppliers
- Individuals making enquiries about our services
3. Personal Information We Collect
Depending on your relationship with us, we may collect:
Identity Information
- Full name
- Date of birth
- Signature
- Nationality
- Photographic identification
Contact Information
- Home address
- Email address
- Telephone numbers
- Correspondence address
Property Information
- Property address
- Ownership information
- Property photographs
- Floorplans
- EPC information
- Marketing materials
Property Access Information
- Property keys
- Alarm codes
- Access instructions
- Viewing arrangements
- Security information relating to a property
Financial Information
- Source of funds information
- Source of wealth information where required
- Mortgage information
- Purchase funding information
- Banking details where necessary
Compliance Information
- AML records
- Identity verification records
- Sanctions screening results
- Politically Exposed Person (PEP) screening results
- Beneficial ownership information
- Adverse media screening results
Technical Information
- IP address
- Device information
- Browser type
- Website activity
- Cookie preferences
Communication Information
- Emails
- Letters
- WhatsApp Business communications
- SMS messages
- Telephone call recordings
- Viewing feedback
- Complaint records
Transaction Information
- Solicitor details
- Conveyancer details
- Mortgage adviser details
- Survey information
- Property chain information
- Related transaction information
Recruitment Information
- Employment history
- Qualifications
- CVs and application forms
- References
4. How We Collect Your Information
We may collect information:
Directly From You
When you:
- Request a valuation
- Instruct us to sell a property
- Register as a buyer
- Arrange a viewing
- Submit an enquiry
- Contact us by telephone, email or WhatsApp
- Complete compliance checks
Through Third Parties
Including:
- Solicitors
- Mortgage advisers
- Conveyancers
- Referral partners
- Surveyors
- HM Land Registry
- HMRC
- Credit reference agencies
- Identity verification providers
- Publicly available sources
Through Our Website
Including:
- Contact forms
- Valuation requests
- Newsletter sign-ups
- Property alerts
- Analytics and tracking technologies
5. Lawful Bases For Processing
We only process personal data where permitted by UK GDPR.
The lawful bases we rely upon include:
Contract
Where processing is necessary to provide estate agency services.
Examples include:
- Marketing and selling property
- Arranging viewings
- Progressing transactions
- Managing client relationships
Legal Obligation
Where we are required to comply with legal obligations.
Examples include:
- Anti-money laundering compliance
- HMRC obligations
- Fraud prevention
- Responding to law enforcement requests
Legitimate Interests
Where processing is necessary for our legitimate business interests provided those interests do not override your rights.
Examples include:
- Business administration
- Security
- Fraud prevention
- Complaint handling
- Service improvement
- Property matching
Consent
Where consent is required by law.
Examples include:
- Marketing communications
- Certain cookies
- Optional promotional activity
You may withdraw consent at any time.
6. Identity Verification, Anti-Money Laundering and Enhanced Due Diligence
As a regulated estate agency business, Newton & Co is required to comply with the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017, the Proceeds of Crime Act 2002, the Terrorism Act 2000 and associated legislation.
To comply with our legal obligations, we undertake identity verification and anti-money laundering checks on:
- Sellers
- Buyers
- Property owners
- Company directors
- Trustees
- Beneficial owners
- Persons with Significant Control (PSCs)
- Other relevant parties connected with a transaction
Information We May Collect
For compliance purposes we may collect:
- Full name
- Date of birth
- Residential address
- Photographic identification
- Proof of address
- Property ownership records
- Source of funds information
- Source of wealth information
- Company ownership information
- Beneficial ownership information
- Trust information
- Corporate structure information
Electronic Verification
To meet our legal obligations, we may use specialist compliance providers including:
- ShuftiPro
- Veriphy
These providers may undertake:
- Electronic identity verification
- Document authentication
- Fraud prevention checks
- Sanctions screening
- Politically Exposed Person (PEP) screening
- Beneficial ownership verification
- Enhanced Due Diligence (EDD)
Source of Funds and Source of Wealth
Where required under anti-money laundering legislation, we may request documentation to verify the source of funds and, where appropriate, source of wealth.
This may include:
- Bank statements
- Completion statements
- Probate documentation
- Investment records
- Business accounts
- Tax records
- Gifted deposit evidence
- Other supporting documentation
Fraud Prevention
We may process personal information to prevent, detect and investigate fraud, money laundering, terrorist financing, impersonation, cybercrime and other unlawful activity.
The lawful basis for this processing is Legal Obligation and Legitimate Interests.
Adverse Media and AI-Assisted Screening
Where Enhanced Due Diligence is required, we may use third-party screening tools and Artificial Intelligence (AI) technologies to conduct adverse media searches.
These searches may analyse publicly available information including:
- News reports
- Regulatory notices
- Court records
- Government publications
- Corporate registries
- Sanctions databases
The purpose of these checks is to identify potential indicators of:
- Fraud
- Corruption
- Money laundering
- Terrorist financing
- Financial crime
- Reputational risk
Any alerts generated are reviewed by appropriately trained personnel and, where necessary, our Money Laundering Reporting Officer (MLRO).
We do not use AI to make decisions with legal or similarly significant effects without meaningful human review.
We only collect information that is reasonably necessary to comply with our legal obligations. The lawful basis for processing this information is: Article 6(1)(c) UK GDPR – Legal Obligation.
Where applicable we may also rely on the substantial public interest conditions contained within Schedule 1 of the Data Protection Act 2018.
AML Record Retention
AML records, identity verification documents and due diligence records are retained for a minimum of five years following the end of the business relationship or completion of the transaction unless a longer retention period is required by law.
7. Property Sales Services
Where you instruct Newton & Co to market and sell your property, we process personal information to:
- Provide estate agency services
- Market your property
- Arrange and conduct viewings
- Negotiate offers
- Progress transactions
- Liaise with solicitors and other professionals
- Meet regulatory obligations
Property marketing may include:
- Property portals
- Our website
- Social media platforms
- Printed marketing material
- Digital advertising campaigns
- Email marketing
Property Access and Key Management
Where we are entrusted with property keys, alarm codes or access instructions, we may retain records necessary to securely manage access to a property for viewings, inspections and other authorised appointments.
This information is processed for security, client service and transaction management purposes.
Information published may include:
- Property address
- Photographs
- Floorplans
- Property descriptions
- EPC information
The lawful basis for this processing is: Article 6(1)(b) UK GDPR – Contract and Article 6(1)(f) UK GDPR – Legitimate Interests.
8. Buyers, Applicants and Viewers
When you enquire about a property, register with us or arrange a viewing, we may collect:
- Contact information
- Property requirements
- Viewing history
- Budget information
- Buying position
- Sale progression information
We use this information to:
- Arrange viewings
- Match suitable properties
- Provide updates
- Verify buyer status
- Progress transactions
The lawful basis is: Contract and Legitimate Interests.
9. Referrals to Professional Service Providers
Where requested, we may introduce you to trusted professional service providers including:
- Mortgage advisers
- Conveyancers
- Solicitors
- Surveyors
- EPC assessors
- Structural engineers
- Damp and timber specialists
- Gas and electrical inspectors
- Other property-related professionals
Where we make a referral, we may share:
- Name
- Contact details
- Property information
- Transaction information relevant to the referral
We will explain any referral arrangements and, where applicable, disclose any referral fees received in accordance with regulatory requirements.
Referral Fees
In some cases Newton & Co may receive a referral fee where a client chooses to use a recommended service provider.
Any referral arrangement and associated fee will be disclosed in accordance with applicable regulatory requirements before a referral proceeds.
10. Marketing Communications
Property Portal Enquiries
When you submit an enquiry through Rightmove, Zoopla or other property portals, your information is provided to Newton & Co by the relevant portal operator.
We use this information to:
- Respond to enquiries
- Arrange viewings
- Assess suitability
- Provide property information
- Maintain records of communications
The lawful basis is Legitimate Interests and, where applicable, Contract.
The lawful basis for this processing is: Article 6(1)(b) UK GDPR – Contract and/or Article 6(1)(a) UK GDPR – Consent depending on the circumstances.
Marketing Communications
We may send information about:
- New property listings
- Market updates
- Valuation services
- Property-related services
- Events and promotions
Marketing may be sent by:
- SMS
- Telephone
- WhatsApp Business
We use Lifecycle CRM to manage marketing communications and property alerts.
You may unsubscribe or opt out at any time using the instructions provided within our communications or by contacting us directly.
Reviews and Testimonials
Where you submit a review, testimonial or recommendation, we may publish or share this content on our website, social media channels or marketing materials.
We will only use information reasonably necessary to identify the author of the review unless additional consent is obtained.
The lawful basis will be: Consent or Legitimate Interests where permitted under PECR.
11. WhatsApp Business Communications
We may communicate with clients, buyers and sellers using WhatsApp Business.
Information exchanged via WhatsApp may include:
- Messages
- Images
- Documents
- Appointment details
- Property information
Please be aware that WhatsApp operates as an independent data controller and your use of WhatsApp is subject to WhatsApp’s own privacy policies and terms.
We recommend that sensitive financial or identification documents are not shared via WhatsApp unless specifically requested through secure channels.
12. Telephone Calls
Telephone calls may be recorded for:
- Training purposes
- Quality assurance
- Complaint investigation
- Regulatory compliance
- Security
Recordings are only accessed where necessary and are retained in accordance with our retention policy.
The lawful basis is: Legitimate Interests and, where applicable, Legal Obligation.
13. CCTV
Newton & Co operates CCTV systems at its office premises.
CCTV is used for:
- Crime prevention
- Security
- Protection of staff
- Protection of visitors
- Investigation of incidents
Images are retained only for as long as reasonably necessary unless required for legal proceedings or law enforcement purposes.
The lawful basis is: Legitimate Interests and, where applicable, Legal Obligation.
14. Automated Processing and Artificial Intelligence
Newton & Co may use software systems incorporating artificial intelligence (AI), machine learning and automated technologies to support:
- Identity verification
- Anti-money laundering compliance
- Fraud prevention
- Document review
- Property matching
- Customer communications
- Administrative efficiency
These systems assist our staff but do not replace human decision-making.
We do not carry out solely automated decision-making that produces legal effects or similarly significant effects on individuals under Article 22 UK GDPR.
All significant decisions remain subject to human review and oversight.
Property and Transaction Service Providers
We may share personal information where necessary with:
- EPC assessors
- Surveyors
- Structural engineers
- Mortgage advisers
- Conveyancers
- Solicitors
- Utility providers (where required)
- Property data providers
- Other professionals involved in a transaction
15. Sharing Personal Information
We may share personal information where necessary with carefully selected third parties including:
Property Portals
- Rightmove
- Zoopla
For the purposes of marketing properties and managing property enquiries.
CRM and Technology Providers
- Lifecycle CRM
- Website hosting providers
- Cloud storage providers
- IT support providers
For the administration and delivery of our services.
Compliance Providers
- ShuftiPro
- Veriphy
For identity verification, sanctions screening, PEP screening, adverse media screening and anti-money laundering compliance.
Marketing Providers
- Lifecycle CRM
- Advertising and analytics providers
For property alerts, marketing campaigns and customer communications.
Professional Advisers and Property Service Providers
We may share personal information where necessary with professional advisers and property-related service providers involved in a transaction, including:
- Solicitors
- Conveyancers
- Mortgage advisers
- Independent financial advisers
- Surveyors
- EPC assessors
- Structural engineers
- Damp and timber specialists
- Gas and electrical inspectors
- Accountants
- Insurers
Information is shared only where necessary to facilitate a property transaction, comply with legal obligations or provide services requested by you.
Property Data Providers
- Landmark
- Spectre
For property information, market intelligence and business development activities.
Regulators and Authorities
Including:
- HM Revenue & Customs
- HM Land Registry
- Information Commissioner’s Office
- Law enforcement agencies
- Courts and tribunals
Where disclosure is required by law.
We do not sell personal information to third parties.
| Category | Examples |
|---|---|
| CRM & Estate Agency Systems | Lifecycle CRM |
| Property Portals | Rightmove, Zoopla |
| AML & Identity Verification | ShuftiPro, Veriphy |
| Property Intelligence | Lifecycle, Spectre, Landmark |
| Analytics & Advertising | Google Analytics, Google Ads, Meta Pixel |
| Professional Advisers | Solicitors, Conveyancers, Mortgage Advisers |
| Property Service Providers | EPC Assessors, Surveyors, Engineers |
| Communication Platforms | WhatsApp Business, Email Providers |
16. Website Analytics, Advertising and Tracking Technologies
Our website uses cookies and similar technologies to improve user experience, analyse website performance and deliver relevant advertising.
These technologies may include:
Google Analytics
Used to understand how visitors use our website, including:
- Page visits
- User journeys
- Website performance
- Device information
Google Ads
Used to:
- Measure advertising effectiveness
- Deliver targeted advertising
- Track conversions
Meta Pixel
Used to:
- Measure social media advertising performance
- Create advertising audiences
- Deliver relevant property and service advertisements
These technologies may collect:
- IP address
- Browser information
- Device information
- Website activity
- Referring websites
Where required by law, cookies are only activated following user consent through our cookie management platform.
Users can manage cookie preferences at any time through their browser settings or cookie preferences tool.
17. International Data Transfers
Some of our suppliers may process personal information outside the United Kingdom.
Where this occurs, we ensure appropriate safeguards are in place, including:
- UK International Data Transfer Agreements (IDTA)
- UK Addendum to Standard Contractual Clauses
- Adequacy Regulations approved by the UK Government
- Other lawful transfer mechanisms permitted under UK GDPR
We take reasonable steps to ensure your information receives an equivalent level of protection wherever it is processed.
18. Data Retention
We only retain personal information for as long as necessary to fulfil the purposes for which it was collected or to comply with legal obligations.
Typical retention periods include:
| Data Type | Retention Period |
|---|---|
| AML and identity verification records | 5 years after end of relationship or transaction completion |
| Client transaction files | 6 years |
| Sales progression records | 6 years |
| Complaints records | 6 years |
| Call recordings | Up to 12 months unless required longer |
| CCTV recordings | Typically up to 30 days unless required for investigation |
| Marketing consent records | Duration of consent plus evidential period |
| Website analytics data | According to platform settings |
| Financial records | 6 years plus current tax year |
Where legal proceedings, investigations or regulatory matters arise, information may be retained for longer.
19. Your Rights
Under UK GDPR, you have the right to:
- Access the personal information we hold about you.
- Request correction of inaccurate or incomplete information.
- Request deletion of your personal information where applicable.
- Restrict or object to certain types of processing.
- Receive your personal data in a portable format where applicable.
- Withdraw consent at any time where processing is based on consent.
- Request human review of decisions involving automated processing.
To exercise any of these rights, or if you have concerns about how your personal information has been used, please contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..
We may request proof of identity before responding to your request.
20. Complaints
If you have concerns about how we handle your personal information, please contact us first so we can attempt to resolve the matter.
Contact:
Newton & Co Limited
149 Darwen Road
Bromley Cross
Bolton
BL7 9BG
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
Telephone: 01204 329975
If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO).
Information Commissioner’s Office
Website: www.ico.org.uk
Telephone: 0303 123 1113
21. Security of Your Information
We take the security of personal information seriously and implement appropriate technical and organisational measures including:
- Secure cloud-based systems
- Password-protected devices
- Multi-factor authentication where available
- Encrypted communications where appropriate
- Staff training
- Restricted access controls
- Secure disposal of confidential waste
- Regular software and security updates
Access to personal information is limited to those who have a legitimate business need to access it.
22. Third-Party Websites
Our website may contain links to third-party websites including property portals, social media platforms and professional service providers.
We are not responsible for the privacy practices of third-party websites and encourage users to review their privacy notices separately.
23. Changes to this Privacy Notice
We may update this Privacy Notice from time to time to reflect changes in legislation, regulatory requirements, technology or our business practices. The latest version will always be available on our website.
Version: June 2026
Newton & Co Limited
ICO Registration Number: ZA089701
