Privacy Policy
BPL Estates Limited trading as Bennett Phillips
Last updated: November 2026
1. Introduction
BPL Estates Limited, trading as Bennett Phillips ("Bennett Phillips", "we", "us" or "our"), is committed to protecting your personal information and respecting your privacy.
This Privacy Notice explains how we collect, use, store and share personal information when you visit our website, contact us, register as a prospective tenant or purchaser, instruct us to provide property services or otherwise interact with our business.
We operate exclusively within the commercial property sector, providing services including commercial property sales and lettings, property acquisition, property management, rent collection, service charge management, lease renewals, rent reviews and property advice.
We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection and privacy legislation.
We do not sell your personal information.
2. Who We Are
The data controller responsible for your personal information is:
BPL Estates Limited trading as Bennett Phillips
Registered office address:
Create Business Hub
Ground Floor
5 Rayleigh Road
Hutton
Brentwood
Essex
CM13 1AB
Email: enquiries@bennettphillips.com
Telephone: 020 8501 3000
Website: www.bennettphillips.com
If you have any questions about this Privacy Notice or how we handle your personal information, please contact us using the details above.
3. What Personal Information Do We Collect?
The personal information we collect will depend on the nature of your interaction with us and the services we provide.
This may include:
- Personal and contact details: Your name, address, telephone number, email address and other contact information.
- Property-related information: Property addresses, ownership details, property requirements, rental information, offers, negotiations and details relating to sales, lettings and management instructions.
- Financial information: Bank account details, payment information, rental payments, service charge contributions and other financial information where necessary to provide our services.
- Identity information: Copies of passports, driving licences, proof of address and other identification documents where required for identity verification and anti-money laundering checks.
- Business and company information: Company names, registered details, company officers, directors, shareholders, beneficial owners and other relevant business information.
- Correspondence: Emails, telephone records, enquiries, instructions and other communications between you and Bennett Phillips.
- Website information: Information submitted through our website, together with technical information such as IP addresses, browser information and website usage data collected through cookies and similar technologies, where applicable.
We may also receive information about you from third parties, including solicitors, landlords, tenants, purchasers, vendors, company records, identity verification providers and other professional advisers where relevant to the services we provide.
We only collect information that is reasonably necessary for the relevant purpose.
4. Property Applicants
If you register with Bennett Phillips as a prospective commercial tenant or purchaser, we collect information such as your name, contact details and property requirements.
You provide this information directly through our website or by contacting us.
We use your details to:
- Identify commercial properties that match your stated requirements.
- Send you details of suitable properties.
- Contact you to discuss your requirements further.
- Arrange property viewings where requested.
- Respond to enquiries and assist with your property search.
We only send property alerts relating to properties that fall within the requirements you have provided to us.
We do not sell your applicant information or use it for unrelated promotional marketing.
You may opt out of receiving property alerts at any time by contacting us at enquiries@bennettphillips.com. If you opt out, we will stop sending you property alerts and record your preference to ensure that you are not inadvertently added back to our marketing communications.
We may retain your details for as long as reasonably necessary to provide the applicant service, subject to our retention obligations and any request you make to stop receiving property alerts.
5. How We Use Your Personal Information
We use personal information for the purposes set out below.
Commercial Property Sales and Lettings
Where we are instructed to market a commercial property for sale or to let, we may use your information to:
- Communicate with landlords, vendors, tenants and prospective purchasers.
- Arrange and conduct property viewings.
- Provide property particulars and respond to enquiries.
- Communicate offers and negotiate proposed transactions.
- Prepare and progress heads of terms.
- Liaise with solicitors and other professional advisers.
- Assist with the progression and completion of transactions.
Property Acquisition
Where you instruct us to search for and acquire commercial property on your behalf, we may use your information to understand your requirements, identify suitable properties, arrange viewings, negotiate offers and liaise with relevant parties to progress the acquisition.
Property Management
Where we are instructed to manage commercial property, we may use your information to:
- Communicate with landlords, tenants and other relevant parties.
- Collect rent and monitor rental payments.
- Monitor and pursue outstanding arrears.
- Manage maintenance requests and arrange contractors.
- Deal with lease-related matters and tenant enquiries.
- Administer service charges and related payments where instructed.
- Maintain property and tenancy records.
- Deal with emergencies and other property management matters.
Lease Renewals, Rent Reviews and Property Advice
We may use your information to provide advice, negotiate lease renewals and rent reviews, communicate with relevant parties and assist with associated property matters.
Anti-Money Laundering and Identity Verification
Where applicable, we are required to undertake identity verification, customer due diligence and other anti-money laundering checks.
For these purposes, we may collect and process identification documents, proof of address, company information, beneficial ownership details and other information necessary to meet our legal obligations.
We may use specialist third-party identity verification and screening providers to assist with these checks.
We may also carry out additional checks where required by our risk assessment and applicable legislation.
General Business Administration
We may use personal information to:
- Respond to general enquiries and correspondence.
- Maintain accurate business records.
- Administer invoices, payments and accounts.
- Manage our business operations.
- Protect our business against fraud and other unlawful activity.
- Establish, exercise or defend legal claims.
- Comply with legal and regulatory obligations.
6. Our Lawful Basis for Processing Personal Information
Under UK GDPR, we must have a lawful basis for collecting and using personal information.
Depending on the circumstances, we rely on the following lawful bases:
Contractual necessity
Where processing is necessary to enter into or perform a contract with you, or to take steps at your request before entering into a contract.
For example, where we are instructed to sell, let or manage a property, or provide property acquisition services.
Legal obligation
Where we are required to process personal information to comply with a legal obligation.
For example, where we undertake anti-money laundering checks or comply with other applicable legal and regulatory requirements.
Legitimate interests
Where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and interests.
These interests may include:
- Operating and administering our commercial property business.
- Responding to enquiries and maintaining business relationships.
- Managing our applicant database and sending requested property alerts.
- Marketing commercial properties to prospective tenants and purchasers.
- Maintaining accurate records and preventing fraud.
- Protecting our business and pursuing or defending legal claims.
Where we rely on legitimate interests, we consider the impact of the processing on your rights and interests.
Consent
In certain circumstances, we may rely on your consent to process personal information. Where we do so, you may withdraw your consent at any time.
Where we send electronic marketing communications, we also comply with the applicable requirements of the Privacy and Electronic Communications Regulations 2003 (PECR).
7. Sharing Your Personal Information
We do not sell your personal information.
However, we may share personal information with third parties where necessary to provide our services, fulfil our legal obligations or operate our business.
These may include:
- Solicitors and legal advisers: To assist with property sales, purchases, lettings, lease renewals and other legal matters.
- Landlords, vendors, tenants and purchasers: Where information needs to be shared to progress a property transaction or provide our services.
- Contractors and maintenance providers: Where necessary to arrange repairs, maintenance and other property management services.
- Accountants and professional advisers: To obtain professional advice and assist with our business operations.
- Banks and payment providers: Where necessary to process payments and administer rental or service charge accounts.
- Identity verification and AML providers: To carry out identity checks, screening and anti-money laundering due diligence.
- IT and website service providers: To host, maintain and support our website, business systems and electronic records.
- Government bodies, regulators and law enforcement authorities: Where required by law or where necessary to comply with our legal obligations.
We only share information that is reasonably necessary for the relevant purpose.
Where third parties process personal information on our behalf, we take appropriate steps to ensure that suitable contractual and data protection safeguards are in place.
8. Anti-Money Laundering Checks and Third-Party Verification
As part of our legal and regulatory obligations, we may need to verify the identity of individuals and businesses involved in relevant property transactions.
This may involve using specialist providers, including electronic identity verification and screening services, to undertake checks such as:
- Identity verification.
- Address verification.
- Liveness checks.
- Politically exposed person (PEP) screening.
- Financial sanctions screening.
- Other relevant risk and due diligence checks.
We may also obtain information from public registers and other reliable sources to verify company ownership, beneficial ownership and other relevant details.
Where required, information obtained through these checks may be retained and disclosed to the relevant authorities in accordance with applicable legislation.
9. How Long We Keep Your Personal Information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected.
The retention period will depend on the nature of the information, the services provided and any applicable legal or regulatory requirements.
In determining how long information should be retained, we consider:
- The purpose for which the information was collected.
- Whether we have an ongoing contractual or business relationship with you.
- Our legal and regulatory obligations.
- Whether the information may be required to establish, exercise or defend legal claims.
- Whether the information is still necessary for our legitimate business interests.
Certain records, including anti-money laundering and customer due diligence records, must be retained for periods prescribed by applicable legislation.
Once personal information is no longer required, it will be securely deleted or destroyed, or otherwise anonymised where appropriate.
10. How We Protect Your Personal Information
We take appropriate technical and organisational measures to protect personal information against unauthorised access, accidental loss, destruction, alteration or disclosure.
These measures include:
- Restricting access to personal information to employees and individuals who require it for legitimate business purposes.
- Maintaining secure electronic client and property management records.
- Storing physical documentation in secure locations.
- Using appropriate IT systems and security measures.
- Providing relevant staff with guidance on handling personal information.
- Taking reasonable steps to ensure that third-party service providers protect information entrusted to them.
Although we take reasonable steps to protect your information, no method of electronic transmission or storage is completely secure.
11. International Transfers
Where personal information is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place in accordance with applicable data protection legislation.
These safeguards may include transfers to countries recognised as providing an adequate level of data protection or the use of approved contractual safeguards where required.
Further information about any relevant international transfers and safeguards can be requested by contacting us.
12. Your Rights
Under data protection legislation, you have a number of rights in relation to the personal information we hold about you.
Depending on the circumstances, these include:
Right of access: You can request a copy of the personal information we hold about you.
Right to rectification: You can ask us to correct personal information that is inaccurate or incomplete.
Right to erasure: You can ask us to delete your personal information where there is a legal basis to do so.
Right to restrict processing: You can ask us to restrict how we use your personal information in certain circumstances.
Right to data portability: You can request certain personal information in a commonly used electronic format where the relevant legal conditions are met.
Right to object: You can object to certain processing activities, including processing based on our legitimate interests.
Right to withdraw consent: Where we rely on your consent, you can withdraw it at any time.
Right to object to direct marketing: You have an absolute right to object to your personal information being used for direct marketing. If you do so, we will stop using your information for that purpose.
These rights are subject to certain legal conditions and exemptions.
If you wish to exercise any of these rights, please contact us at enquiries@bennettphillips.com.
We may need to verify your identity before responding to a request.
We will respond within the applicable statutory timeframe.
13. Cookies and Website Technologies
Our website uses cookies and similar technologies to ensure that it functions correctly and to understand how visitors use the website.
These may include:
- Essential cookies: Necessary for the website to operate correctly.
- Analytics cookies: Used to understand website traffic and how visitors interact with our website, where you have given permission.
- Other optional cookies: Where applicable, used for additional website functionality or services.
Non-essential cookies will only be used where the necessary consent has been obtained.
You can manage your cookie preferences through the cookie settings available on our website.
Further information about the cookies we use, their purposes and how you can manage them is available in our separate Cookie Policy.
14. Links to Other Websites
Our website may contain links to third-party websites.
If you follow a link to another website, please be aware that the website will have its own privacy policy and terms of use.
We are not responsible for the privacy practices or content of third-party websites.
We recommend that you review the relevant privacy notice before providing personal information to another organisation.
15. Changes to This Privacy Notice
We may update this Privacy Notice from time to time to reflect changes in our business, the services we provide, our data processing activities or applicable legislation.
Any updated version will be published on our website, together with the date on which it was last revised.
We recommend that you review this Privacy Notice periodically.
16. Complaints and Contact Details
If you have any questions, concerns or complaints about how Bennett Phillips handles your personal information, please contact us in the first instance:
BPL Estates Limited trading as Bennett PhillipsRegistered office address:
Create Business Hub
Ground Floor
5 Rayleigh Road
Hutton
Brentwood
Essex
CM13 1AB
Email: enquiries@bennettphillips.com
Telephone: 020 8501 3000
Website: www.bennettphillips.com
We will consider your concerns and seek to resolve any complaint.
You also have the right to raise a complaint with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
Information about how to contact the ICO is available at:
https://ico.org.uk/
Telephone: 0303 123 1113
