Privacy & Cookies Policy

Last updated September 2026

Welcome to our privacy and cookies policy. We respect your privacy and we’re committed to protecting your personal data. This policy gives you information about how we collect and use your personal data through use of this website, including any data you may provide when you enquire about or use our residential sales agency services, and in connection with any other dealings you may have with us.

Important information and who we are

We are Rowan Property Edinburgh Ltd, a company registered in Scotland under company number SC894731 and have our registered office at 5 South Charlotte Street, Edinburgh, Scotland, EH2 4AN ("we" or "us"), the controller responsible for your personal data.

If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact us using the information set out in the contact details section below.

This website is not intended for children, and we do not knowingly collect data relating to children.

The data we collect about you

Personal data means any information about an individual from which that person can be identified. We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

Identity Data includes your name, title, date of birth, signature, and information generated through identity verification and anti-money laundering checks.
Contact Data includes your postal address, email address and phone numbers.
Financial Data includes financial information collected where required for anti-money laundering and other due diligence purposes. We do not collect or store your bank account or payment card details for payment purposes.
Transaction Data includes details of properties you own, enquire about, view or offer on, together with details relating to valuations, viewings, offers, property transactions and fees payable to us.
Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
Usage Data includes information about how you use our website and services.
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
Aggregated Data such as statistical or demographic data for any purpose, isn’t considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature.

We don’t collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). We also don’t collect any information about criminal convictions and offences.

How is your personal data collected?

We use different methods to collect data from and about you including through:

Direct interactions. You may give us your Identity and Contact Data by filling in forms, including enquiry, valuation, viewing and other property-related forms, or by corresponding or engaging with us by post, phone, email, social media or otherwise. You may also provide Financial Data where required for due diligence purposes.
Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies.
Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources, including:
- property portals and enquiry platforms, where you make an enquiry or request information about a property;
- other estate agents, property professionals, introducers or referral partners;
- other individuals involved in or connected with a property transaction, such as joint owners, prospective purchasers, occupiers, executors, attorneys or representatives;
- professional advisers and service providers involved in a property transaction, such as solicitors, conveyancers, surveyors and Home Report providers;
- identity verification, anti-money laundering, Politically Exposed Persons (PEP) and sanctions screening providers, including Kotini.
- public authorities and publicly available registers and records, such as Companies House, Registers of Scotland, the electoral register and other public records; and
- social media platforms and other publicly available online sources, where relevant to our dealings with you.

How we use your personal data

We will only use your personal data when we can rely on a legitimate (lawful) basis, such as:

To perform a contract with you or where we are about to enter into a contract with you.
For our legitimate interests, provided your rights and interests don’t override ours (for example, to run and improve our business or prevent fraud). We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
To comply with a legal obligation.
With your consent, where you have given clear permission (for example, signing up to marketing emails).

Purposes for which we will use your personal data

We use your personal data for the following purposes, in accordance with applicable data protection laws:

To deal with enquiries and provide our residential sales agency services, including responding to enquiries, arranging valuations and viewings, marketing properties, communicating with sellers and prospective purchasers, handling offers and liaising with solicitors, conveyancers, surveyors and others involved in a property transaction. We process this data where necessary to take steps at your request before entering into a contract, to perform our contract with you (where applicable), and/or for our legitimate interests in providing our services and facilitating property transactions.
To manage our relationship and communicate with you, including providing updates, responding to correspondence and notifying you about changes to our services, terms or this privacy policy. We process this data where necessary for the performance of a contract with you (where applicable), to comply with our legal obligations and/or for our legitimate interests in managing our relationships and keeping our records up to date.
To comply with our legal and regulatory obligations, including carrying out identity verification and due diligence checks, including obtaining proof of funds and information about source of funds or source of wealth where required, maintaining records and responding to lawful requests from regulators, law enforcement bodies and other authorities. We process this data where necessary to comply with our legal obligations.
To manage our fees and invoicing, including issuing invoices, recording sums due to us and recovering unpaid amounts. Our sales fees will normally be paid through the seller’s solicitor on settlement and we do not hold client money. We process this data where necessary for the performance of our contract with you and/or for our legitimate interests in administering payments and recovering debts.
To operate, protect and improve our business and website, including IT support, system maintenance, security, fraud prevention, hosting, analytics and improving our website and services. We process this data where necessary for our legitimate interests in running, protecting and developing our business and services and, where applicable, to comply with our legal obligations. Where non-essential cookies or similar technologies are used, we will obtain your consent where required.
To send marketing communications and request feedback, including occasional information or updates about properties or our services, where you have consented to receive them or where we are otherwise permitted by law to do so. You can opt out of marketing communications at any time.
To manage complaints, disputes and legal claims, including establishing, exercising or defending our legal rights. We process this data where necessary for our legitimate interests in protecting our business and legal rights and, where applicable, to comply with our legal obligations.

Marketing

You may receive occasional property or service updates where you have consented to receive them or where we are otherwise permitted by law to send them.

Opting out of marketing

You can opt out of receiving marketing communications at any time by following the unsubscribe link in any message or by contacting us.

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes.

Cookies

Our website uses cookies and similar technologies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our website. A cookie is a small file of letters and numbers that

we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer's hard drive.

We use the following cookies:

Strictly necessary cookies. These are cookies that are required for the operation of our website and its essential functionality.
Analytical or performance cookies. These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.

You can use your browser settings to block all cookies (including essential cookies) but you may not be able to access all or parts of our website.

Disclosures of your personal data

We may disclose your information in the following cases:

service providers who support our business, including IT, website hosting, CRM, communications, marketing and analytics providers, including Wix as our website platform and Loop as our CRM and property listing platform;
property portals and property marketing providers, including property listing portals, photographers, and other suppliers involved in marketing a property;
professional advisers and property-related service providers, including solicitors, conveyancers, surveyors, Home Report providers, and other professional advisers involved in a property transaction;
identity verification, anti-money laundering and fraud prevention service providers, including Kotini;
other persons involved in a property transaction, including sellers, prospective purchasers, buyers, other estate agents, representatives and other relevant parties, where necessary in connection with our services or the transaction;
regulators, public authorities and law enforcement bodies, where disclosure is required or permitted by law or is necessary to comply with our legal or regulatory obligations;
our professional and operational service providers, including accountants, auditors, insurers, and debt recovery providers, where applicable; and
third parties in connection with a business transfer. If a change occurs to our business, the new owners may use your personal data in the manner described in this privacy policy.

Where a third party processes personal data on our behalf, we require them to respect the security of your personal data and to treat it in accordance with the law. We don’t allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

International transfers

We may transfer your personal data outside of the UK or the European Economic Area (EEA) where we engage third parties to provide services on our behalf, including technology, hosting or other operational services. Whenever we transfer your personal data out of the UK or EEA, we ensure a similar degree of protection is afforded to it by ensuring safeguards are implemented, such as only transferring your personal data to countries that have been deemed to provide an adequate level of protection for personal data. Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK or the EEA.

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We also limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Data retention

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. The appropriate retention period will vary depending on the type of personal data collected. However, we are required to retain certain records obtained for anti-money laundering and customer due diligence purposes for five years after the relevant business relationship ends or, where applicable, the relevant transaction is completed. After that period, the personal data will be deleted unless we are legally permitted or required to retain it for longer.

Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data:

Request access to your personal data.
Request correction of your personal data.
Request erasure of your personal data.
Object to processing of your personal data.
Request restriction of processing your personal data.
Request transfer of your personal data.
Right to withdraw consent.

If you wish to exercise any of the rights set out above, please contact us.

You won’t have to pay a fee to access your personal data (or to exercise any of the other rights), but we can charge a reasonable fee if your request is clearly unfounded, repetitive or excessive, or we can refuse to comply in these circumstances.

We may need you to provide evidence of your identity as a security measure and we may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month, but it could take longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Contact details

If you have any questions about this privacy policy or about the use of your personal data or you want to exercise your privacy rights, please contact us in the following ways:

Email address: toby@rowan-property.co.uk
Phone number: 07502 350745

Complaints

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues www.ico.org.uk. Our ICO registration reference is ZC210721. However, before doing so please make sure you have first made your complaint to us or asked us for clarification if there is something you do not understand. The ICO will expect you to have done this before reviewing your complaint.

Changes to this privacy policy and your duty to inform us of changes

We may update this privacy and cookie policy from time to time to reflect changes in our services, our use of personal data, legal or regulatory developments, or updates to our website and use of cookies. The latest version will always be available on our website and will show the date of the most recent update at the top of the policy.

We encourage you to review this policy periodically to remain informed about how we use and protect personal data.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.

Third party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.