Privacy Policy

Last Updated: 19 June 2026

1. Introduction

NOPM Swansea Ltd trading as Number One Sales & Property Management (“NOPM”, “we”, “our” or “us”) is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains how we collect, use, store and protect personal information when you:

• Visit our website;
• Contact us by telephone, email or online forms;
• Request a property valuation or market appraisal;
• Buy, sell, let, rent or manage a property through us;
• Become a landlord, seller, buyer, contract holder, guarantor or contractor; or
• Use any services provided by us.

We process personal data in accordance with:

• UK General Data Protection Regulation (UK GDPR);
• Data Protection Act 2018; and
• Privacy and Electronic Communications Regulations (PECR).

2. Who We Are

Data Controller

NOPM Swansea Ltd
Trading as Number One Sales & Property Management

Company Registration Number: 07370786

Registered Office:

436 Gower Road
Killay
Swansea
SA2 7AJ

Email: pmswansea@nopm.co.uk

NOPM Swansea Ltd is registered with the Information Commissioner’s Office (ICO).

3. Information We Collect

Depending on the services you require, we may collect:

Identity Information

• Full name
• Date of birth
• Nationality
• Photographic identification
• Proof of address documentation

Contact Information

• Postal address
• Email address
• Telephone number
• Correspondence records

Property Information

• Property addresses
• Property ownership information
• Property management records
• Maintenance records
• Occupation contract information

Financial Information

• Bank account details
• Rent payment information
• Deposit information
• Income and affordability information

Contract Holder Information

Where relevant, we may collect:

• Employment information
• References
• Credit information
• Previous address history
• Guarantor information
• Occupation contract records

Website Information

When you visit our website we may automatically collect:

• IP address
• Browser type and version
• Device information
• Pages viewed
• Referring website information
• Website usage statistics

4. How We Collect Information

We may collect personal information:

• Directly from you;
• Through website enquiry forms;
• Through telephone calls and meetings;
• Through email correspondence;
• Through property portals;
• From employers, referees and guarantors;
• From contract holder referencing agencies;
• From publicly available sources; and
• Through cookies and similar technologies.

5. How We Use Your Information

Providing Property Services

We use personal information to:

• Market properties;
• Arrange viewings;
• Conduct valuations and market appraisals;
• Facilitate property sales and purchases;
• Manage properties;
• Communicate with landlords, buyers, sellers and contract holders; and
• Coordinate maintenance and repairs.

Legal Basis: Contract or steps taken before entering into a contract.

Contract Holder Referencing and Compliance

We may process information to:

• Assess suitability for an occupation contract;
• Verify identity;
• Carry out affordability assessments;
• Obtain references;
• Prevent fraud; and
• Manage occupation contracts.

Legal Basis: Legal obligation and legitimate interests.

Anti-Money Laundering and Identity Verification

We may collect and process personal information for anti-money laundering, fraud prevention, identity verification and legal compliance purposes.

This may apply to landlords, sellers, buyers, contract holders, guarantors and other parties involved in property transactions or management services.

Information processed may include:

• Proof of identity;
• Proof of address;
• Source of funds information;
• Source of wealth information where required;
• Electronic verification checks; and
• Sanctions and politically exposed person (PEP) screening.

Information may be shared with verification providers, professional advisers, financial institutions, law enforcement agencies and regulatory authorities where required by law.

Legal Basis: Legal obligation.

Legal and Regulatory Compliance

We may process personal information to comply with obligations arising under:

• Renting Homes (Wales) Act 2016;
• Housing legislation;
• Anti-money laundering legislation;
• Tax and accounting requirements;
• Court orders and legal proceedings; and
• Regulatory requirements.

Legal Basis: Legal obligation.

Business Administration

We may use information to:

• Maintain records;
• Improve our services;
• Respond to enquiries;
• Manage complaints;
• Protect our legal rights; and
• Prevent fraud and misuse of our services.

Legal Basis: Legitimate interests.

Marketing Communications

Where you have consented, we may send:

• Property updates;
• Market reports;
• Newsletters; and
• Information about services that may be of interest to you.

You may withdraw your consent at any time.

Legal Basis: Consent.

6. Who We Share Information With

We do not sell personal information.

Where necessary, we may share information with:

Property Management and CRM Providers

• Street Group (including Street CRM)

Referencing Providers

• HomeLet

Deposit Protection Providers

• Deposit Protection Service (DPS)
• Other government-approved tenancy deposit protection schemes where required

Property Portals

• Rightmove
• Zoopla
• OnTheMarket

Utility Notification Providers

• Notify

Marketing and Communication Providers

• Mailchimp
• Microsoft 365

Website and Form Providers

• Fluent Forms
• Website hosting and maintenance providers

Professional Advisers

• Solicitors
• Conveyancers
• Accountants
• Insurers
• Debt recovery providers

Property Related Organisations

• Contractors and maintenance providers
• Inventory providers
• Utility suppliers where required
• Local authorities
• Regulatory bodies

Legal Authorities

Where disclosure is required by law or necessary to establish, exercise or defend legal claims.

7. Regulatory and Professional Memberships

NOPM Swansea Ltd trading as Number One Sales & Property Management is a member of and/or regulated by relevant professional and industry bodies including:

• Rent Smart Wales
• The Property Ombudsman (TPO)
• Money Shield Client Money Protection
• Information Commissioner’s Office (ICO)

Where required, personal information may be processed and shared to comply with the requirements of these organisations and applicable legislation.

8. International Transfers

Most personal information is processed within the United Kingdom.

Where information is transferred outside the UK, we will ensure appropriate safeguards are in place in accordance with UK data protection law.

9. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected and to meet legal, regulatory and contractual obligations.

Typical retention periods include:

We may retain information for longer where required by law or where necessary to establish, exercise or defend legal claims.

10. Your Rights

Under UK GDPR, you have the right to:

• Request access to your personal information;
• Request correction of inaccurate information;
• Request deletion of personal information;
• Request restriction of processing;
• Object to processing;
• Request transfer of your information to another organisation; and
• Withdraw consent where processing is based on consent.

To exercise any of these rights, please contact:

pmswansea@nopm.co.uk

We may require proof of identity before responding to a request.

11. Complaints About Personal Data

If you have concerns about how we handle your personal information, please contact us first so that we have an opportunity to investigate and resolve the matter.

You can contact us at: pmswansea@nopm.co.uk

We will investigate and seek to resolve any concerns relating to the collection, use, storage or processing of your personal information without undue delay.

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s independent authority for data protection matters.

Details of how to make a complaint to the ICO can be found on the ICO website: www.ico.org.uk

12. Information Commissioner’s Office (ICO)

The Information Commissioner’s Office is the UK’s independent authority for data protection and privacy rights.

Information Commissioner’s Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Website: www.ico.org.uk

Telephone: 0303 123 1113

13. Cookies

Our website uses cookies and similar technologies to:

• Ensure the website functions correctly;
• Improve security;
• Analyse website performance; and
• Remember user preferences.

Non-essential cookies will only be placed on your device where you have provided your consent.

Further information is available in our Cookie Policy.

14. Website Security

We implement appropriate technical and organisational measures to protect personal information from unauthorised access, loss, misuse, disclosure, alteration or destruction.

While we take reasonable precautions, no internet transmission can be guaranteed to be completely secure.

15. Third-Party Websites

Our website may contain links to third-party websites.

We are not responsible for the content, security or privacy practices of those websites and encourage users to review their privacy policies before providing personal information.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, technology or our business practices.

Any updates will be published on this page together with the revised “Last Updated” date.