This Privacy Policy governs the manner in which Oliver James Estate Agents collects, uses, maintains and discloses information collected from users (each, a "User") of the Oliver James Estate Agents Website website ("Site"). This Privacy Policy applies to the website and all products and services offered by Oliver James Estate Agents, including residential sales, lettings and property management services.
This notice also explains how we process personal information relating to:
- Prospective tenants
- Current tenants
- Former tenants
- Guarantors
- Permitted occupiers
- Landlords
- Contractors and maintenance contacts
Who We Are
Oliver James Estate Agents is a trading name of Melam Limited and acts as the data controller responsible for your personal information.
Oliver James Estate Agents
4 Liverpool Road
Cadishead
Manchester
M44 5AF
Email: hello@oliverjames.co.uk
Website: Oliver James Estate Agents
Registered in England & Wales No. 11057603
VAT Registration No. 330276038
Your Personal Information
Across our website, services and tenancy processes we may collect personally identifiable information from our users, applicants and clients.
This may include:
Website & Technical Information
- Contact forms
- Newsletter sign-up forms
- Facebook Pixel (Facebook tracking ID)
- Live chat
- Cookies
- Google Analytics
- Browser name
- IP address
- Device information
- Type of computer
- Operating system
- Internet service provider
- Username and password details where applicable
- Technical usage and browsing information
Identity Information
- Full name
- Date of birth
- Passport or driving licence details
- Right to Rent documentation
Contact Information
- Address history
- Email addresses
- Telephone numbers
Financial Information
- Employment details
- Income and affordability information
- Bank account details
- Credit referencing information
- Transaction information where applicable
Tenancy Information
- Tenancy agreements
- Rent payment records
- Maintenance reports
- Complaints and disputes
- Property inspection records
- Correspondence relating to your tenancy
We will collect personal identification information from Users only if they voluntarily submit such information to us. Users can always refuse to supply personally identifiable information, although doing so may prevent us from providing certain services.
Web Browser Cookies
Our Site may use "cookies" to enhance User experience. A User's web browser places cookies on their hard drive for record-keeping purposes and sometimes to track information about them.
Cookies help us:
- Improve website functionality
- Analyse visitor behaviour
- Improve user experience
- Provide relevant advertising and remarketing
- Understand how Users interact with our website and services
More information is available within our Cookie Policy.
On visiting this site you will have been provided the option to accept or refuse the use of cookies on this site. You have the ability to change your preferences at any time.
How We Use Collected Information
Oliver James Estate Agents collects and uses Users' personal information for the following purposes:
To Personalise User Experience
We may use information to understand how our Users as a group use the services and resources
provided on our website.
To Improve Our Website
We continually strive to improve our website based on the information and feedback we receive from
you.
To Improve Customer Service
Your information helps us to more effectively respond to customer service requests and support
requirements.
To Let and Manage Property
We may use your information to:
- Assess tenancy suitability
- Carry out referencing and affordability checks
- Prepare tenancy agreements
- Manage rent collection and arrears
- Arrange repairs and maintenance
- Conduct property inspections
- Communicate regarding your tenancy
- Manage legal and regulatory obligations
To Comply With Legal Obligations
Including:
- Right to Rent checks
- Anti-money laundering obligations
- Fraud prevention
- Legal claims and dispute resolution
- Compliance with housing legislation and regulatory obligations
To Send Periodic Emails
The email address Users provide may be used to respond to enquiries, requests or questions. If the
User opts into our mailing list, they may receive emails that include company news, updates, related
products or service information, property updates, market news and promotional communications.
Users may unsubscribe from marketing communications at any time.
Lawful Basis For Processing
We process personal data pursuant to Article 6(1)(a), (b), (c) and (f) of the UK GDPR under one or more of the following lawful bases:
- Consent
- Performance of a contract
- Compliance with legal obligations
- Legitimate business interests
Our legitimate interests include:
- Operating and improving our business
- Property management
- Fraud prevention
- Debt recovery
- Customer communication
- Website analytics and marketing
Advertising On Third Party Websites
Users may find advertising or other content on third party websites and social media platforms related to Oliver James Estate Agents. The content you see may be based on your browsing habits through the Oliver James Estate Agents website.
International Data Transfers
Some third-party providers used by Oliver James Estate Agents, including website analytics, marketing and cloud-based software providers, may store or process personal information outside of the United Kingdom.
Where this occurs, we ensure appropriate safeguards are implemented to protect your personal data in accordance with UK GDPR requirements.
How We Protect Your Information
We adopt appropriate data collection, storage and processing practices together with security measures designed to protect against:
- Unauthorised access
- Alteration
- Disclosure
- Loss
- Misuse
- Destruction of personal information and data stored on our Site
This includes protecting usernames, passwords, transaction information and personal data stored within our systems.
Access to personal information is restricted to authorised personnel only.
Further to this, you retain control of your own personal data. Subject to legal obligations, you have the right at any time to request access to, correction of, or deletion of personal information held by us.
Requests can be made by emailing: hello@oliverjames.co.uk
Please note this right does not override any legal obligation we may have to retain certain information, including anti-money laundering obligations, tenancy records or financial records.
Sharing Your Personal Information
We do not sell, trade or rent Users' personal identification information to others.
We may share personal information where necessary with:
- Landlords
- Referencing agencies
- Deposit protection schemes
- Guarantors where appropriate
- Maintenance contractors and tradespeople
- Utility providers and local authorities
- Legal advisors and debt recovery agencies
- IT service providers and software platforms
- Regulatory authorities where legally required
We may share generic demographic information not linked to any personally identifiable information with business partners, trusted affiliates and advertisers for the purposes outlined above.
We may also use third-party service providers to help us operate our business, website and services or administer activities on our behalf, such as sending newsletters, surveys or customer communications. We may share your information with these third parties for those limited purposes provided that you have given us permission where required.
Data Retention
We retain personal information only for as long as necessary to fulfil legal, regulatory and legitimate business purposes.
Typical retention periods include:
- Tenancy records: up to 6 years after tenancy ends
- Financial records: up to 6 years
- Right to Rent documents: as legally required
- Anti-money laundering records: as legally required
- CCTV footage: limited retention unless required for investigation purposes
Your Rights
Under UK GDPR, you have rights including:
- The right to access your personal data
- The right to rectify inaccurate information
- The right to request erasure
- The right to restrict processing
- The right to object to processing
- The right to data portability
- The right to withdraw consent where applicable
We aim to respond to all valid data requests within one calendar month.
Please note that certain rights may be restricted where we are legally required to retain information.
Complaints
If you have concerns regarding how we handle your personal information, please contact us first so we can attempt to resolve the matter.
You also have the right to complain to the UK supervisory authority:
Information Commissioner's Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Third Party Websites
Our website may contain links to external websites not maintained by us. If you follow a link to another website, please note that those websites will have their own privacy policies and content which we are not responsible for.
It is advised that you check these privacy policies before submitting any personal information to those websites.
Changes To This Privacy Policy
Oliver James Estate Agents reserves the right to update this Privacy Policy at any time. We encourage Users to frequently check this page for any changes to stay informed about how we help protect the personal information we collect.
You acknowledge and agree that it is your responsibility to review this Privacy Policy periodically and remain aware of any modifications.
Your Acceptance Of These Terms
By using this Site and/or engaging our services, you signify your acceptance of this Privacy Policy.
If you do not agree to this policy, please do not use our Site or services.
Contacting Us
If you have any questions about this Privacy Policy or how your personal information is handled, please contact us:
Oliver James Estate Agents
Oliver James Estate Agents Website
hello@oliverjames.co.uk
This
Privacy Policy was last updated on May 2026