Baileys and Partners Privacy and File Retention Notice
Baileys and Partners Limited (Trading as Baileys and Partners) is committed to protecting your personal information. In this notice, references to ‘we’, ‘us’ or ‘our’ mean Baileys and Partners. This notice explains how we collect and use the personal information about you.
When we use your personal data we are regulated under the General Data Protection Regulation (GDPR) which applies across the European Union (Including in the United Kingdom) and we are responsible as ‘controller’ of that personal data for the purposes of the GDPR. Our use of your personal data is subject to your instructions, the GDPR, other relevant UK and EU legislation and our professional duty of confidentiality.
Who we are
Baileys and Partners Limited (Trading as Baileys and Partners) registered in England and Wales with Company registration number 10425944 whose registered office is at Tyddyn Du, Llanbedr, Gwynedd, Wales. LL45 2LR. Baileys and Partners have a second office based at M-SParc, Menai Science Park, Gaerwen, Anglesey. LL60 6AG (in this letter Baileys and Partners are referred to as us, we and/or our).
Baileys and Partners operates the website https://baileysandpartners.co.uk/ (the “website”). Contact details are shown at the end of this notice.
We are regulated by the Royal Institution of Chartered Surveyors (RICS) and process personal data in accordance with RICS Rules of Conduct and professional standards.
Information we gather
Your personal data is required to enable us to provide our service to you. If you do not provide personal data we ask for, it may delay or prevent us from providing services to you.
Personal data which we may collect:
- Your name, address, electronic contact details and telephone number.
- Information to enable us to check and verify your identity, which may also include credit or other financial checks.
- Information relating to the matter in which you are seeking our advice.
- Your financial details so far as relevant to your instructions.
Your information is collected from:
- Information entered on our website
- Email, post, and mail
- Contact via phone
- Baileys and Partners social media channels
- In-person contacts with Baileys and Partners personnel
- Information we gathered via events
- Information we receive from external third parties
- Publicly accessible sources, for example Companies House or HM Land Registry
How and why we use your personal data
Under data protection law, we can only use your personal data if we have a proper reason for doing so:
- To comply with our legal and regulatory obligations
- For the performance of our contract with you or to take steps at your request before entering into a contract
- For our legitimate interests or those of a third party
- Where you have given consent
How we use your personal data
| How we use your personal data | Our reasons |
|---|---|
| To perform our obligations under our contract with you. | For the performance of our contract with you or to take steps at your request before entering into a contract. |
| To conduct checks to verify your identity, which may also include credit or other financial checks. | To comply with our legal and regulatory obligations. |
| Processing necessary to comply with professional, legal or regulatory obligations that apply to our business. | To comply with our legal and regulatory obligations. |
| Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies or to enable us to prepare reports which we are required to make by law or our professional regulator. | To comply with our legal and regulatory obligations. |
| Ensuring business policies are adhered to, e.g. policies covering security and internet use. |
For our legitimate interests or those of a third party; to make sure that we follow our internal procedures so that we can deliver the best service to our clients. |
| Operational reasons, such as improving efficiency, training and quality control, including external quality audits. |
For our legitimate interests or those of a third party; for monitoring of our efficiency so that we can deliver the best service to our clients. |
| To monitor our performance using statistical analysis to help us manage our business. | For our legitimate interests or those of a third party; so that we can deliver the best service to our clients. |
| Preventing unauthorised access and modifications to systems. | To comply with our legal and regulatory obligations and for our legitimate interests or those of a third party; to prevent and detect criminal activity. |
| Updating client records. | For the performance of our contract with you or to take steps at your request before entering into a contract. For our legitimate interests or those of a third party and to comply with our legal and regulatory obligations; to keep in contact with clients about existing and new services. |
| Marketing our services to existing and former clients. To provide you with company information, topical updates and details of services which may be of interest to you. | For our legitimate interests or those of a third party; to promote our business to existing and former clients. For the performance of our contract with you and consent from you. |
| To instruct third parties on your behalf pursuant to our contract with you | For the performance of our contract with you or to take steps at your request before entering into a contract. |
| Complaints handling and dealing with claims against us | For our legitimate interests or those of a third party; to make sure that we are following our own internal procedures and when required to report to our professional indemnity insurers. |
Who will have access to the information
We sometimes outsource some services to reputable third parties. We require third parties to comply strictly with our instructions and data protection laws. We enter into contracts with our data processors and monitor their activities.
With regards to Anti-Money Laundering checks we use a third party verification checker AMLcc. AMLcc processes your data solely for AML checks and acts as a data processor under contractual safeguards.
Baileys and Partners use your data to send professional blogs and updates. You can opt out of receiving marketing communications at any time.
We take reasonable organisational and technical measures to protect your information against unauthorised access, modification or misuse.
How long your personal data will be kept
Your personal data will be retained as long as necessary for the purposes listed above, unless legal requirements dictate otherwise.
How your file will be closed
Once your instruction has been completed, your file will be checked and original copies returned, along with any documents created by Baileys and Partners or third parties. Retention depends on the type of data and applicable regulations.
How to keep us updated with any changes to your information
Please inform us in writing if your personal data changes. Contact details are provided at the end of this notice.
Use of cookies
Cookies help websites remember who you are and information about your visit. For opt-out instructions, refer to your browser’s privacy and cookie policy.
Use of AI Tools
We use AI tools, including ChatGPT version 5, for administrative, drafting, summarisation, communication tasks, internal research, and efficiency improvements. AI is not used for fully automated decision-making. Human oversight is maintained.
Your rights
You have the right to:
- Update your data and correct inaccuracies
- Request a copy of your personal information
- Request deletion of personal data
- Restrict processing
- Object to certain types of processing, such as direct marketing
More information: ICO Guide to Individual Rights
Enquiries and Complaints
Please raise enquiries in writing to the Data Protection Officer at Baileys and Partners:
Tyddyn Du, Llanbedr, Gwynedd, Wales. LL45 2LR
Tel: 01341 241700
Email: enquires@baileysandpartners.co.uk
Website: https://baileysandpartners.co.uk/
You may also complain to the Information Commissioner’s Office:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113 or 01625 545745
Website: www.ico.gov.uk
Review of Baileys and Partners Privacy Notice
This notice was last reviewed in January 2026. It may be updated at any time; please check the website for changes.