Privacy Policy

Last updated: June 2026

At a Glance

Who we are: Portman Homes Limited is the data controller for your personal information.
What we collect: Basic contact details, property purchase information, technical/website data, and CCTV footage where applicable.
How we use it: To process enquiries and property purchases, provide customer service, send marketing (where lawful), and meet legal obligations.
Your rights: You can access, correct, or delete your data, opt out of marketing, and complain if needed.
Key contacts: Email info@portmanhomes.com or call 01732 453 363.

1. Introduction

Portman Homes Limited ("Portman Homes", "we", "us" or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, enquire about our developments, purchase a property from us, use our services, or otherwise interact with us.

This Privacy Policy applies to the website www.portmanhomes.com and any enquiries, property purchases, customer care services and communications provided by Portman Homes Limited.

Portman Homes Limited is the data controller responsible for your personal data.

Our registered office is:

Portman Homes Limited
Alexander House

33 - 39 London Road

Sevenoaks

TN13 1AR

Company Registration Number: 07645474

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us at:

Email: info@portmanhomes.com

Telephone: 01732 453 363

2. Information We Collect

We may collect, use, store and transfer the following categories of personal information:

Identity Data

Name
Title
Date of birth (where relevant)

Contact Data

Postal address
Email address
Telephone number

Property and Transaction Data

Property reservation details
Purchase and completion information
Property ownership information
Customer care and aftercare records

Enquiry Data

Information provided through contact forms
Sales enquiries
Requests for brochures or appointments

Marketing Data

Marketing preferences
Newsletter subscriptions
Communication preferences

Technical Data

IP address
Browser type and version
Operating system
Device information
Website usage information
Cookie identifiers

CCTV Data

Where CCTV is in operation at our offices, developments or show homes, recordings may be collected for security and crime prevention purposes.

3. How We Use Your Personal Information

We use personal information only where permitted by applicable data protection laws.

We may use your information to:

Respond to enquiries and requests.
Arrange appointments and property viewings.
Process reservations and property purchases.
Deliver customer care and after-sales services.
Communicate with you regarding developments and services.
Send marketing communications where permitted.
Improve our website and services.
Maintain the security of our systems and premises.
Comply with legal and regulatory obligations.
Establish, exercise or defend legal claims.

4. Legal Basis for Processing

We process personal data under one or more of the following legal bases:

Performance of a Contract

Where processing is necessary to fulfil a contract with you or take steps at your request before entering into a contract.

Legitimate Interests

Where processing is necessary for our legitimate business interests, including:

Managing our business operations.
Responding to enquiries.
Improving our website and customer experience.
Maintaining security.
Preventing fraud.
Protecting legal rights.

Legal Obligations

Where processing is required to comply with legal or regulatory obligations.

Consent

Where required by law, we will obtain your consent before processing your information, particularly in relation to certain marketing activities.

You may withdraw consent at any time.

5. Marketing Communications

We may contact you regarding our developments, services and offers where we have a lawful basis to do so.

You can opt out of marketing communications at any time by:

Clicking the unsubscribe link in our emails.
Contacting us directly using the details provided above.

We will not sell your personal information to third parties for marketing purposes.

6. Cookies and Website Analytics

Our website uses cookies and similar technologies to ensure the website functions correctly, improve user experience and help us understand how visitors use our website.

Cookies may collect information including IP address, browser type, device information and website usage data.

Where required by law, we will obtain your consent before placing non-essential cookies on your device.

You can control or delete cookies through your browser settings at any time, although doing so may affect the functionality of the website.

7. Sharing Your Information

We may share personal information with trusted third parties where necessary, including:

Estate agents.
Solicitors and conveyancers.
Mortgage advisers and brokers.
Warranty providers.
Professional advisers.
Insurers.
IT support providers.
Website hosting providers.
Customer relationship management providers.
Marketing service providers.
Regulatory authorities and law enforcement agencies where required by law.

All third parties are required to respect the security of your personal information and process it in accordance with applicable data protection laws.

8. International Transfers

Some of our service providers may process personal data outside the United Kingdom.

Where personal information is transferred internationally, we ensure appropriate safeguards are implemented, including approved contractual arrangements and other legally recognised transfer mechanisms, to protect your information.

9. Data Security

We take appropriate technical and organisational measures to safeguard personal information against accidental loss, unauthorised access, misuse, disclosure, alteration or destruction.

Access to personal information is restricted to those employees, contractors and service providers who require access for legitimate business purposes.

10. Data Retention

We retain personal information only for as long as necessary for the purposes for which it was collected.

Typical retention periods include:

Sales and general enquiries: up to 24 months.
Marketing records: until consent is withdrawn or you unsubscribe.
Property purchaser records: 7 years after completion.
Financial and accounting records: 6 years plus the current financial year.
Website analytics data: up to 26 months.
CCTV recordings: typically 30 to 90 days unless required for investigation purposes.

We may retain information for longer where required by law or for the establishment, exercise or defence of legal claims.

11. Your Rights

Under UK data protection law, you have the right to:

Access your personal information.
Correct inaccurate information.
Request deletion of your information.
Restrict processing.
Object to processing.
Request data portability.
Withdraw consent where processing is based on consent.
Lodge a complaint with the Information Commissioner's Office (ICO).

To exercise any of these rights, please contact us using the details provided above.

12. Complaints

If you have concerns about how we use your personal information, we would appreciate the opportunity to address them first.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).

Information Commissioner's Office (ICO)

13. Third-Party Websites

Our website may contain links to third-party websites.

We are not responsible for the privacy practices, policies or content of those websites and encourage you to review their privacy notices before providing any personal information.

14. Children's Privacy

Our website and services are not intended for children under the age of 16.

We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take reasonable steps to delete it.

15. Automated Decision-Making

We do not use automated decision-making or profiling that produces legal or similarly significant effects on individuals.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

Any changes will be published on this page together with the updated revision date. We encourage you to review this policy periodically to stay informed about how we protect your information.