What services does Hawthorn & Vale Property Services typically offer for local homes and businesses?

Hawthorn & Vale Property Services usually covers a range of practical property care, such as routine maintenance, repairs, and general upkeep for homes and commercial premises. The service scope is grounded in day-to-day needs, so it can include tasks like small fixes, external or internal maintenance, and keeping spaces in good working order.

What is usually included when Hawthorn & Vale Property Services carries out a job?

A typical visit includes an initial look at the issue, the agreed work on site, and a clear finish so the area is left tidy and usable. Depending on the task, this may also involve checking related issues, using suitable materials, and making sure the work matches the specific needs of the property.

How do Hawthorn & Vale Property Services usually price work and provide quotes?

Quotes are usually based on the size of the job, the condition of the property, and how much time or labour the work is likely to need. For larger or less straightforward jobs, a visit or a detailed discussion may be needed so the quote reflects the actual scope rather than a rough guess.

What can affect the final cost of a property services job?

Several things can change the cost, including access to the property, the amount of preparation required, the materials involved, and whether any extra work is discovered once the job begins. If you need work done at short notice or outside standard hours, that can also affect pricing, so it is best to ask for a clear written quote before anything starts.

How can I get in touch with Hawthorn & Vale Property Services, and what details should I include?

You can contact us by phone or email during our usual business hours, and we also welcome enquiry messages if you prefer to write in first. To help us respond clearly, include your name, the property location, and a short note about what you need so we can direct your message to the right person.

Privacy Policy

1. Introduction and Company Information

This Privacy Policy explains how Hawthorn & Vale Property Services Ltd collects, uses, stores, shares, and protects personal data when providing property services and when you interact with us through our website, by telephone, by email, in person, or by any other means.

Hawthorn & Vale Property Services Ltd is the data controller for the personal data described in this Privacy Policy.

Company name: Hawthorn & Vale Property Services Ltd
Registered / business address: Unit 4, The Courtyard, 1A High Street, Newmarket, CB8 8AA, United Kingdom
Email: [email protected]
Telephone: +44 1638 729 481

This Privacy Policy applies to personal data relating to clients, prospective clients, landlords, tenants, property owners, contractors, suppliers, visitors to our premises, and any other individuals whose personal data we process in the course of our business activities.

2. Data Collection and Processing

We may collect and process the following categories of personal data:

Identity data: name, title, date of birth, and identification details where required.
Contact data: address, email address, telephone number, and other communication details.
Property-related data: tenancy details, property address, occupancy information, maintenance requests, inspections, service instructions, and related correspondence.
Financial data: payment information, bank details, billing records, and transaction history.
Verification data: references, right-to-rent information, credit checks, identity checks, and other due diligence information where applicable.
Technical data: IP address, browser type, device information, and usage information collected through our website or digital services.
Communications data: emails, messages, call notes, complaints, feedback, and records of correspondence.
Special category data: only where necessary and lawful, for example where you provide information relevant to accessibility, safeguarding, or other legally required purposes.

We collect personal data directly from you, from third parties such as landlords, tenants, agents, contractors, referencing agencies, public authorities, and from publicly available sources where appropriate and lawful.

We may also process personal data obtained through property management systems, accounting systems, customer relationship tools, email platforms, and website analytics tools.

3. Purpose of Data Processing

We process personal data for the following purposes:

to provide property services and manage our business relationship with you;
to handle enquiries, quotations, bookings, instructions, and service delivery;
to manage tenancies, property maintenance, inspections, and related administration;
to communicate with clients, tenants, landlords, contractors, and suppliers;
to carry out identity checks, referencing, and fraud prevention measures where appropriate;
to manage payments, invoicing, accounting, and debt recovery;
to maintain records and comply with legal, regulatory, tax, and insurance obligations;
to improve our services, website, operations, and customer experience;
to respond to complaints, disputes, legal claims, and requests from authorities;
to send marketing communications where permitted by law and where you have not opted out.

4. Legal Basis for Processing

We only process personal data where we have a lawful basis to do so. Depending on the circumstances, our legal bases may include:

Contract: where processing is necessary to enter into or perform a contract with you.
Legal obligation: where processing is required to comply with applicable laws and regulations.
Legitimate interests: where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms.
Consent: where you have given clear consent for a specific purpose, such as certain marketing activities or optional processing.

Where we process special category data, we will do so only where a lawful condition applies and appropriate safeguards are in place.

5. Data Sharing and Third Parties

We may share personal data with third parties where necessary for the purposes described in this Privacy Policy. These third parties may include:

landlords, tenants, property owners, and co-owners where relevant to the service;
contractors, tradespeople, maintenance providers, surveyors, and other service suppliers;
professional advisers such as accountants, lawyers, insurers, and auditors;
referencing agencies, credit reference agencies, and identity verification providers;
payment processors, banks, and financial service providers;
IT, hosting, software, analytics, and communications service providers;
regulatory bodies, law enforcement agencies, courts, and public authorities where required by law.

We require third parties who process personal data on our behalf to protect it and to use it only for specified purposes. Where third parties act as independent controllers, their own privacy notices may also apply.

6. Data Transfer to Third Countries

Some of our service providers may store or access personal data outside the United Kingdom. Where this occurs, we will take appropriate steps to ensure that such transfers are protected by suitable safeguards and that the data remains protected in accordance with applicable law.

These safeguards may include adequacy regulations, standard contractual clauses, contractual commitments, and other legally approved transfer mechanisms as required.

7. Storage Duration

We keep personal data only for as long as necessary for the purposes for which it was collected, including for the fulfilment of legal, accounting, reporting, insurance, and dispute resolution requirements.

Retention periods may vary depending on the type of data and the business context. In general, we will consider:

the duration of our relationship with you;
legal and regulatory retention obligations;
limitation periods for legal claims;
operational needs and record-keeping requirements.

When personal data is no longer required, we will securely delete, anonymise, or otherwise dispose of it in accordance with our retention procedures.

8. User Rights

Subject to applicable law, you may have the following rights regarding your personal data:

Access: to request a copy of the personal data we hold about you.
Rectification: to request correction of inaccurate or incomplete data.
Erasure: to request deletion of your personal data in certain circumstances.
Restriction: to request that we limit the processing of your data in certain circumstances.
Data portability: to request transfer of certain data to you or another controller, where applicable.
Objection: to object to processing based on legitimate interests or to direct marketing.

We may need to verify your identity before responding to a request. Some rights may be limited where we are required or permitted by law to retain or process data.

9. Withdrawal of Consent

Where we rely on your consent to process personal data, you may withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

If you withdraw consent, we may no longer be able to provide certain services or communications where consent was required. To withdraw consent, please contact us using the details provided in this Privacy Policy.

10. Right to Complain

If you have concerns about how we process your personal data, please contact us first so that we can try to resolve the issue.

You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom, which is the Information Commissioner's Office (ICO), if you believe your data protection rights have been infringed.

11. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include:

restricted access controls;
password protection and account security measures;
staff training and confidentiality obligations;
secure storage of records;
regular backups and system maintenance;
procedures for handling data breaches.

While we take reasonable steps to protect personal data, no method of transmission over the internet or method of electronic storage is completely secure. We therefore cannot guarantee absolute security.

12. Contact Information

If you have any questions about this Privacy Policy, your personal data, or how we process information, please contact:

Hawthorn & Vale Property Services Ltd
Unit 4, The Courtyard, 1A High Street, Newmarket, CB8 8AA, United Kingdom
Email: [email protected]
Telephone: +44 1638 729 481

13. Changes to Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updated version will be made available through our usual communication channels or on our website where applicable.

Please review this Privacy Policy periodically to stay informed about how Hawthorn & Vale Property Services Ltd processes personal data. Continued use of our services after any changes take effect will be subject to the updated policy.

7/20/2026 Home