Privacy and Cookie Policy

Last updated: September 2026

Fields Property Group Limited, trading as Fields Living ("Fields Living", "we", "us" or "our"), is committed to protecting your personal information and respecting your privacy.

This Privacy and Cookie Policy explains how we collect, use, store and share personal information when you use our website at https://www.fieldsliving.co.uk, contact us, make an enquiry, ask us to provide estate agency, lettings or property management services, or otherwise interact with Fields Living.

This policy should be read alongside any Terms of Business, tenancy documents, client privacy notices or other information we provide to you.

1. About Us

Fields Property Group Limited is a limited company registered in England and Wales under company number 12402177 and trades as Fields Living.

Registered office: The Old Court House, London Road, Ascot, England, SL5 7EN

Trading address: 17 Hanover Square, London, W1S 1BN, United Kingdom

Data Protection Officer: Zahid Alauddin

Email: info@fieldsliving.co.uk

Fields Living provides residential property services, including sales, lettings and property management. We are members of the UK Association of Letting Agents (UKALA), OnTheMarket, Zoopla, The Tenancy Deposit Scheme (TDS) and The Property Redress Scheme (PRS).

For data protection purposes, Fields Property Group Limited is the controller of the personal information described in this policy unless we tell you otherwise.

2. What This Policy Covers

This policy applies to personal information we process in connection with:

- use of our website;

- enquiries made by phone, email, website form, property portal or social media;

- property sales, lettings and property management services;

- sellers, landlords, buyers, tenants, prospective tenants, applicants, guarantors and occupiers;

- people acting for companies, trusts or other organisations;

- contractors, suppliers and professional advisers;

- marketing communications and property alerts; and

- legal, regulatory, compliance and business administration matters.

Our website may contain links to third-party websites, including property portals, social media platforms and partner websites. Those third parties are responsible for their own privacy practices, and we recommend that you read their privacy policies before providing them with personal information.

3. Personal Information We May Collect

Depending on your relationship with us, we may collect and process the following types of personal information:

- identity information, such as your name, title, date of birth, nationality and identity document details;

- contact information, such as your address, email address and telephone number;

- property information, such as property addresses, ownership information, transaction details, viewing records, offers, tenancy details and property management information;

- financial information, such as affordability information, rent, deposits, purchase funds, source of funds, source of wealth and bank or payment details where required;

- tenancy and referencing information, such as employment details, income information, previous addresses, previous landlord details, references and guarantor information;

- Right to Rent information, where applicable;

- anti-money laundering, sanctions, fraud prevention and identity verification information;

- communication records, including emails, telephone notes, website enquiries, portal enquiries, messages, complaints and feedback;

- marketing preferences, including property-alert and newsletter preferences;

- website and technical information, such as IP address, device information, browser type, pages visited, referral source and cookie or analytics information; and

- any other information reasonably required to provide our services, respond to enquiries or comply with legal and regulatory obligations.

Where we need to process information that has additional protection under data protection law, we will only do so where we have an appropriate lawful basis and any additional legal condition required.

4. How We Obtain Personal Information

We may receive personal information:

- directly from you;

- from someone acting on your behalf;

- from sellers, landlords, buyers, tenants, applicants, guarantors or occupiers;

- through our website, email, telephone, social media or other communications;

- from property portals and property enquiry services;

- from referencing, affordability, identity-verification and anti-money laundering providers;

- from Canopy, where it is used for tenant referencing, identity verification, anti-money laundering or related checks;

- from solicitors, conveyancers, mortgage brokers, financial advisers, surveyors and valuers;

- from contractors, managing agents, inventory providers and property service providers;

- from public registers, public databases and publicly available sources;

- from regulators, government departments, law-enforcement agencies or other authorised bodies; and

- from third parties where they are lawfully permitted to provide the information to us.

Where we receive information from another source, we handle it in accordance with applicable data protection law.

5. How We Use Personal Information

We may use personal information to:

- respond to enquiries and provide information about our services;

- provide estate agency, lettings and property management services;

- market properties for sale or rent;

- arrange and manage viewings;

- communicate offers and progress transactions;

- arrange and administer tenancies;

- conduct tenant and guarantor referencing;

- manage deposits where applicable;

- manage properties on behalf of landlords;

- arrange repairs, maintenance, inspections and other property services;

- verify identities;

- carry out anti-money laundering, sanctions, fraud-prevention and source-of-funds checks;

- carry out Right to Rent checks where required;

- use Canopy and other appropriate providers for tenant referencing, AML, identity verification and related checks;

- comply with legal and regulatory obligations;

- maintain business and transaction records;

- manage complaints and disputes;

- protect our business, clients, systems and information;

- improve our website, systems and services;

- send property alerts, newsletters or marketing communications where permitted by law;

- administer website cookies and analytics; and

- establish, exercise or defend legal claims.

6. Our Lawful Bases for Processing

UK data protection law requires us to have a lawful basis for processing personal information. Depending on the circumstances, we may rely on:

Contract: where processing is necessary to enter into or perform a contract with you.

Legal obligation: where we need to process information to comply with a legal or regulatory requirement.

Legitimate interests: where processing is reasonably necessary for our legitimate business interests or those of another party, provided those interests are not overridden by your rights and interests. This may include running our business, responding to enquiries, progressing property transactions, maintaining records, preventing fraud, protecting our systems and improving our services.

Consent: where we specifically ask for your consent for a particular activity, such as certain types of marketing or non-essential cookies. Where we rely on consent, you may withdraw it at any time.

We do not rely on consent where another lawful basis is more appropriate.

7. Anti-Money Laundering, Identity and Fraud Prevention

As a property business, Fields Living is subject to legal and regulatory obligations relating to identity verification, anti-money laundering, sanctions compliance and the prevention of fraud and financial crime.

We may ask you to provide identification documents, proof of address, information about ownership, source of funds, source of wealth or other information reasonably required to satisfy our legal and regulatory obligations.

Fields Living currently uses Canopy as one of its specialist providers for identity verification, anti-money laundering and related compliance checks. Relevant personal information may be provided to Canopy for these purposes, and Canopy may carry out checks against appropriate databases and other information sources.

We may also use other appropriate verification providers, databases or services where reasonably necessary.

Failure to provide information reasonably required for anti-money laundering, identity verification or other legal and regulatory purposes may mean that Fields Living is unable to act for you or proceed with a transaction.

8. Right to Rent and Tenant Referencing

Where Fields Living is involved in residential lettings, we may process personal information necessary to assess tenancy applications, establish affordability, obtain references and, where applicable, comply with Right to Rent requirements.

Fields Living currently uses Canopy to assist with tenant referencing and related verification processes.

Information processed as part of an application may include your identity and contact information, current and previous addresses, employment details, income and affordability information, landlord or letting-agent references and other information reasonably required to assess a tenancy application.

Where applicable, we may also process identity and immigration-status information necessary to establish an individual's Right to Rent in the United Kingdom.

Relevant information may be shared with the landlord, Canopy, guarantors and other organisations involved in administering or assessing the proposed tenancy where appropriate and lawful.

9. Who We May Share Personal Information With

Depending on the transaction or service being provided, we may share relevant personal information with:

- sellers and landlords;

- buyers and prospective buyers;

- tenants and prospective tenants;

- applicants and guarantors;

- solicitors and conveyancers;

- mortgage brokers and financial advisers where appropriate;

- surveyors and valuers;

- Canopy and other identity-verification, anti-money laundering, fraud-prevention, affordability and tenant-referencing providers;

- tenancy deposit protection providers;

- inventory and inspection providers;

- maintenance contractors and tradespeople;

- utility and property-related service providers where appropriate;

- property portals and property marketing providers;

- website, analytics, marketing and advertising providers where applicable and lawful;

- IT, communications, CRM, website operation and secure data-storage providers;

- accountants, auditors, insurers and professional advisers;

- regulators, ombudsman/redress schemes and professional bodies;

- courts, law-enforcement agencies and government authorities where legally required; and

- other parties where necessary to provide our services, progress a transaction, administer our business or comply with the law.

We only disclose information that is reasonably necessary for the relevant purpose.

We do not sell your personal information.

10. Property Advertising and Portals

Where we are instructed to market a property, information about the property may be provided to property portals, advertising platforms and other property-marketing services.

Property advertisements may include photographs, floorplans, descriptions, location information and other information relevant to marketing the property.

We take reasonable steps to avoid publishing unnecessary personal information about owners or occupiers.

If you submit an enquiry through a property portal or third-party website, that third party may also process your information in accordance with its own privacy policy.

11. Contractors and Property Management

Where Fields Living manages or assists with the management of a property, it may be necessary to provide relevant information to contractors, tradespeople, inventory providers, inspectors or other service providers.

For example, we may provide a tenant's contact details to a contractor where this is reasonably necessary to arrange access for a repair.

We will seek to limit information shared to what is reasonably necessary for the particular service.

12. Marketing Communications

We may contact you about properties, services or other information where permitted by law.

Where consent is required for a particular type of electronic marketing, we will ask for it. You may withdraw consent or ask us to stop sending direct marketing communications at any time by contacting us or by using any unsubscribe facility included in the communication.

Opting out of marketing will not prevent us from contacting you about an existing instruction, tenancy, transaction, property-management matter, legal obligation or other service where that communication remains necessary.

13. Cookies and Similar Technologies

Our website uses cookies and similar technologies. These may include cookies, tracking pixels, scripts, tags, web storage or similar technologies that store information on, or access information from, your device.

Cookies and similar technologies help our website work properly, support security, remember preferences, understand how visitors use the website and, where applicable, support marketing and advertising.

We use trusted service providers to help operate, secure and deliver our website. These providers may use technologies that are necessary for content delivery, website security, performance and cookie preference management.

We currently use Google Analytics on the website to help us understand website traffic and how visitors use the site. Google Analytics should only be used where permitted by law and where any required consent has been obtained through the website cookie banner or cookie settings tool.

We do not use non-essential cookies or similar technologies unless you have given consent through our cookie banner or cookie settings tool, unless a legal exception applies.

Strictly necessary cookies may be used without consent where they are needed to provide the website or a service you have requested. For example, they may be used for website security, load balancing, form submission, remembering cookie choices or enabling core website functions.

Non-essential cookies, such as analytics, performance, preference, advertising or tracking technologies, will only be used where permitted by law and where any required consent has been obtained.

You can manage or withdraw your cookie consent at any time by using the cookie settings tool on our website, if available. You can also restrict or block cookies through your browser settings. Blocking some cookies may affect how the website works.

Cookie Categories

| Category | Purpose | Consent |

| Strictly necessary | Needed for the website to operate, keep it secure, remember cookie choices, publish website content, deliver pages or provide services requested by the user. This may include technologies used by service providers that operate, secure and deliver the website. | Not usually required |

| Analytics and performance | Help us understand how visitors use the website so we can improve it. This currently includes Google Analytics. | Required unless a specific legal exception applies |

| Functionality and preferences | Remember choices or settings to improve the user experience. | May be required depending on purpose |

| Marketing and advertising | Support targeted advertising, campaign measurement, remarketing, social media advertising or similar activity. | Required |

| Third-party technologies | Technologies provided by third parties, such as analytics, advertising, social media, mapping, video, property-search or booking tools. | Depends on purpose, but commonly required |

Individual Cookie Details

The individual cookies and similar technologies used on the website should be listed in the website cookie banner or cookie settings tool, including the provider, purpose and duration of each cookie or technology.

If the website does not currently provide this detailed cookie list, Fields Living should ask its website provider to supply and publish an up-to-date cookie table before or alongside publication of this policy.

Based on the current public website setup, the cookie table should at minimum be checked for website operation, security and delivery technologies, plus Google Analytics. Any optional integrations, such as Meta/Facebook Pixel, Google Ads, Hotjar, live chat tools, embedded video, maps or third-party booking tools, should only be listed if they are actually enabled on the website.

14. Data Security

Fields Living takes appropriate technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

These measures may include access controls, secure systems, appropriate data-storage arrangements, staff procedures, security measures and the use of professional IT and technology providers.

Access to personal information is restricted to individuals and service providers who reasonably require it for their role or to provide services to us.

No system can guarantee absolute security, but we regularly consider appropriate measures for protecting the personal information for which we are responsible.

15. International Transfers

Some organisations that provide services to us may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer complies with applicable UK data protection legislation and that appropriate safeguards are used where required.

16. How Long We Keep Personal Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet applicable legal, regulatory, accounting, insurance and business requirements.

Different types of information may therefore be retained for different periods.

In deciding retention periods, we consider:

- applicable legal and regulatory requirements;

- anti-money laundering and property-related record-keeping obligations;

- the nature of our relationship with you;

- contractual requirements;

- limitation periods for potential legal claims;

- regulatory and professional requirements; and

- whether the information remains reasonably necessary for legitimate business purposes.

When information is no longer required, it will be securely deleted, destroyed or anonymised as appropriate.

17. Your Data Protection Rights

Depending on the circumstances, UK data protection law may give you rights including the right to:

- be informed about how your personal information is used;

- request access to personal information we hold about you;

- request correction of inaccurate or incomplete information;

- request deletion of your information in certain circumstances;

- request restriction of processing in certain circumstances;

- object to certain processing, including direct marketing;

- request transfer of information in certain circumstances;

- withdraw consent where processing relies on consent; and

- have rights relating to certain automated decision-making and profiling.

These rights are not absolute and exemptions may apply in certain circumstances.

We may need to verify your identity before responding to a request.

You will not normally have to pay a fee to exercise your data protection rights, although the law allows a reasonable fee to be charged or a request to be refused in certain limited circumstances.

18. Automated Decision-Making

Fields Living does not make solely automated decisions about you that produce legal or similarly significant effects unless permitted by applicable data protection law.

Some of our third-party providers may use automated systems to support identity verification, anti-money laundering, fraud prevention, affordability or referencing checks. Where relevant, these checks help inform human review or decisions made by landlords, Fields Living or other parties involved in a transaction.

19. Contact Us

If you have questions about this policy, wish to exercise a data protection right or have concerns about how Fields Living has handled your information, please contact:

Data Protection Officer: Zahid Alauddin

Fields Property Group Limited trading as Fields Living, The Old Court House, London Road, Ascot, England, SL5 7EN

Email: info@fieldsliving.co.uk

20. Complaints

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

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's data protection regulator.

Information about your data protection rights and making a complaint is available from the ICO website at https://ico.org.uk.

21. Changes to This Policy

We may update this Privacy and Cookie Policy from time to time to reflect changes to our services, legal requirements, regulatory guidance, website technology or the way we process personal information.

The latest version will be available on our website.