Privacy policy
Last updated: 26 September 2026
This policy explains what personal information Frog Estate and Letting Ltd ("Frog", "we", "us") collects, why we collect it, who we share it with and what your rights are. It applies to this website, our Client Portal, and the services we provide to sellers, buyers, landlords and tenants.
Who we are
Frog Estate and Letting Ltd is the data controller for your personal information. We are a private limited company registered in Scotland (company number SC898480), with our registered office at 37 Viewforth, Edinburgh, EH10 4JE.
If you have any questions about this policy or how we use your information, contact Steven Ng, Director:
- Email: contact@frogestateandletting.com
- Phone: 0131 516 1372
- Post: Frog Estate and Letting Ltd, 37 Viewforth, Edinburgh, EH10 4JE
What information we collect
Information you give us
- Enquiries: your name, email address, what you're looking to do (sell, buy, let or rent), how you heard about us, and anything you write in your message.
- Clients: contact details, property addresses and details, and the documents and correspondence needed to market, sell or let a property, or to manage a tenancy.
- Identity and anti-money-laundering checks: proof of identity and address, and, where required, information about the source of funds.
- Tenants and applicants: information needed for referencing, affordability and right-to-rent checks where these apply, and to set up and run a tenancy.
- Client Portal users: your email address (used to send you a secure sign-in link), and any documents or messages you upload or send through the portal.
Information from our instant valuation tool
When you use the instant valuation, the postcode and property details you enter are used to calculate an estimate. Your postcode is sent to postcodes.io and HM Land Registry's public price-paid data service to look up the area and recent sales. Your answers are also saved in your own browser (see Cookies and browser storage) so they're still there if you come back. We don't receive or store your valuation details unless you then contact us.
Information from other people
We may receive information about you from other people involved in a property transaction or tenancy, for example solicitors, mortgage brokers, referencing agencies, other agents, or the landlord or tenant on the other side.
How and why we use your information
Data protection law says we must have a lawful basis for each way we use your information. Ours are:
| What we do | Lawful basis |
|---|---|
| Reply to your enquiry and arrange a valuation, viewing or call | Steps you've asked us to take before entering a contract; our legitimate interest in responding to enquiries |
| Market, sell or let your property, manage your tenancy, and run the Client Portal | Performing our contract with you |
| Verify identity and carry out anti-money-laundering checks | Legal obligation (Money Laundering Regulations 2017) |
| Meet letting and tenancy rules, keep business, accounting and tax records, and deal with complaints or legal claims | Legal obligation; our legitimate interests |
| Understand which marketing works (the "How did you hear about us?" question) | Our legitimate interest in running and improving our business |
| Send you news or property alerts you've asked for | Your consent, which you can withdraw at any time |
We don't sell your personal information, and we don't use it for automated decisions that have a legal or similarly significant effect on you.
Who we share it with
We only share your information where we need to. The organisations below process data on our behalf, under contract and only on our instructions:
- Netlify: hosts this website.
- Formslist: receives messages sent through our contact form and forwards them to our email.
- Google (Google Workspace): our business email and document storage.
- Supabase: the database behind our property listings and Client Portal, including portal sign-in and uploaded documents.
- jsDelivr: a content delivery network that serves some of the code used by the Client Portal.
Depending on the service, we may also share relevant information with:
- solicitors, conveyancers, mortgage brokers and surveyors involved in your transaction
- buyers, sellers, landlords or tenants on the other side of a transaction (only what's needed)
- property portals such as Rightmove and OnTheMarket (property details and photos, not your personal contact details)
- referencing and identity-verification providers
- tenancy deposit schemes, contractors and tradespeople carrying out repairs
- our professional advisers, insurers, and redress or client money protection schemes
- regulators, HMRC, the police or courts, where the law requires it
International transfers
Some of our service providers may store or process data outside the UK. Where they do, we make sure there are appropriate safeguards in place, such as a UK adequacy decision or the UK International Data Transfer Agreement or Addendum.
How long we keep it
- Enquiries that don't go further: up to 2 years after our last contact.
- Client and tenancy records: 6 years after the sale completes or the tenancy ends, to meet tax and accounting rules and deal with any claims.
- Anti-money-laundering records: 5 years after the end of our business relationship or the transaction, as the law requires.
- Marketing preferences: until you unsubscribe or ask us to stop.
After that, we securely delete or anonymise the information.
Cookies and browser storage
This website doesn't use advertising or analytics cookies, and we don't track you across other websites. Our fonts and videos are hosted on our own site, so loading a page doesn't send your details to font or video providers.
We do use your browser's local storage in two places, both only to make features you choose to use work:
- Instant valuation: saves the details you entered on your device so you don't have to type them again. You can clear this at any time by clearing your browser's site data.
- Client Portal: keeps you signed in after you use your secure sign-in link.
Because these are strictly necessary for services you've asked for, they don't need your consent. If we ever add analytics or marketing cookies, we'll ask for your consent first and update this policy.
Your rights
You have the right to:
- ask for a copy of the personal information we hold about you
- ask us to correct information that's wrong or incomplete
- ask us to delete your information
- ask us to restrict how we use it, or object to our using it (including for direct marketing)
- ask for information you gave us to be transferred to you or another organisation
- withdraw your consent at any time, where we rely on consent
Some rights have exceptions, for example where we must keep records by law. To use any of these rights, contact us using the details above. We'll respond within one month and there's normally no charge.
Keeping your information safe
We use appropriate technical and organisational measures to protect your information, including encrypted connections (HTTPS), access controls and secure sign-in for the Client Portal. Only people who need your information to do their job can access it.
Complaints
If you're unhappy with how we've handled your information, please tell us first so we can put it right. See our complaints procedure.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK regulator for data protection: ico.org.uk/make-a-complaint or 0303 123 1113.
Changes to this policy
We may update this policy from time to time. The date at the top shows when it was last changed.