Estate Boards Privacy Policy

Last updated: December 2025

1. Introduction
This Privacy Policy explains how Estate Boards (a trading name of Le Gallez & Co Ltd) collects, uses, stores,
and protects your personal data when providing estate agent board installation and related services.
By using our services or submitting instructions, you agree to the terms outlined in this policy.

2. Who We Are
Estate Boards is operated by:
Le Gallez & Co Ltd
Company No: 07844151
Registered Office: 3 Mallock Road, Torquay, Devon, TQ2 6AF
VAT Number: 4984283774

All data is processed in accordance with UK GDPR and the Data Protection Act 2018.

3. Data We Collect
We may collect and process the following types of data:
• Contact details (name, email, phone number)
• Business details (agency name, office address, billing information)
• Property information (addresses, What3Words locations, access notes)
• Board installation data (photos, timestamps, placement locations)
• Communication data (instructions, messages, emails)
• Payment and invoicing information
• Website analytics and cookies (see Cookies section)

We only collect data necessary for providing our services.

4. How We Use Your Data
We use personal and business data to:
• Process and manage board installation instructions
• Record installation locations and provide service updates
• Handle billing, invoicing, and account management
• Store boards and maintain service records
• Improve our internal systems and service efficiency
• Communicate with agents and authorised staff
• Meet legal or regulatory obligations

We do not sell or share your data with third‑party marketers.

5. BoardTrack System
We use our own internal software, BoardTrack, to manage board installation instructions,
location data, photographs, timestamps, client contact details, and service history.

BoardTrack is owned and operated by Le Gallez & Co Ltd and is fully GDPR‑compliant.
Data held within BoardTrack is used solely for the purpose of delivering and managing estate agent board services
and is not shared with any third parties except where legally required.

Access to BoardTrack is restricted to authorised staff only.
All data is encrypted, securely stored, and backed up using UK‑based systems.

6. Legal Basis for Processing
We process data under the following lawful bases:
• Contractual necessity (providing our service)
• Legitimate interests (service improvements, communication)
• Legal obligations (financial records, regulatory compliance)

7. Sharing Your Data
We may share your data with:
• Our internal staff who manage board installations
• Service providers who support our operations (e.g. IT systems)
• HMRC or regulatory bodies when legally required
• Payment processors for billing purposes

We do not share data with unrelated third parties.

8. Data Storage & Security
We store data securely using encrypted systems and restricted access.
We retain data only for as long as necessary to fulfil service delivery, comply with legal obligations,
or maintain business records.

9. Your Rights
You have the right to:
• Request a copy of your data
• Ask for corrections to inaccurate information
• Request deletion of your data (where legally possible)
• Object to or restrict processing
• Withdraw consent where applicable

Requests can be submitted to: info@estateboards.co.uk

10. Cookies & Website Tracking
Our website may use cookies for:
• Basic functionality
• Analytics
• Performance monitoring

You can manage cookie preferences via your browser settings.

11. Data Retention
We retain:
• Account and invoicing records for a minimum of 6 years (legal requirement)
• Installation photos and service logs for operational needs
• Communication history as long as needed for service continuity
12. Third‑Party Services
We may use trusted third‑party tools such as:
• Email service providers
• Cloud storage and backup systems

All providers follow GDPR‑compliant standards.

13. Changes to This Policy
We may update this Privacy Policy from time to time.
The latest version will always be published on our website.

14. Contact Us
If you have any questions about this policy or your data rights, contact:
Email: info@estateboards.co.uk
Address: 3 Mallock Road, Torquay, Devon, TQ2 6AF

 

Copyright Notice
This Privacy Policy is the intellectual property of Le Gallez & Co Ltd, trading as Estate Boards.
It is protected by UK copyright law and may not be copied, reproduced, distributed, or adapted without written permission.

No part of this Privacy Policy may be reused for commercial purposes, competitor websites, or third-party documentation without authorisation from Le Gallez & Co Ltd.