Privacy notice
Last updated: 26 October 2026
This notice explains how Giles Asset Management Limited (“we”, “us”) collects and uses personal information when you use this website, contact us, or work with us. We are committed to handling your information lawfully, fairly and transparently under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who we are
Giles Asset Management Limited, registered in Scotland, company number SC763834.
Registered office: 123 Irish Street, Dumfries, DG1 2PE.
Trading address: 3 North Laurieknowe Place, Dumfries, DG2 7AL.
ICO registration number: ZC285519.
Contact for data protection matters: Matthew Giles, matthew@gilesassetmanagement.co.uk, +44 (0)7870 959524.
We are the controller of the personal information described in this notice.
What we collect
- Enquiry details you send through our website form or by email: your name, email address, organisation, the nature of your enquiry and anything you include in your message.
- Client and contact records where you become a client or work with us: contact details, correspondence, property and ownership information relevant to the instruction, and billing details.
- Supplier and professional contacts: names, roles and business contact details of agents, contractors and advisers we work with.
- Technical data: when you visit the site, our hosting provider automatically records basic server logs (such as IP address, browser type and the pages requested) for security and to keep the site running.
We do not ask for, and ask you not to send, special category information (for example about health) through the website.
How we use it and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Responding to your enquiry and following up on it | Legitimate interests (responding to people who contact us), or steps at your request before entering a contract |
| Providing our services to clients | Performance of a contract |
| Invoicing, accounting, tax and VAT records | Legal obligation |
| Anti-money-laundering and identity checks where required | Legal obligation |
| Keeping the website secure and working | Legitimate interests |
| Occasional updates about our services to existing business contacts | Legitimate interests; you can opt out at any time |
We do not sell your information, and we do not use it for automated decision-making or profiling.
Who we share it with
We use a small number of service providers who process information on our behalf and under contract:
- Microsoft (Microsoft 365) for email, documents and file storage.
- Formspree to receive messages sent through our website form.
- Netlify to host this website.
- FreeAgent for accounting and invoicing (clients and suppliers only).
- Our accountants and professional advisers, where needed.
We may also share information where the law requires it, for example with HMRC. With your agreement, we may share relevant details with selling agents, solicitors or other parties involved in a transaction we are handling for you.
International transfers
Some of our providers (including Formspree and Netlify) are based in, or use servers in, the United States. Where personal information leaves the UK, we rely on the UK–US data bridge or the UK International Data Transfer Addendum to the EU standard contractual clauses, so that your information remains protected.
Cookies
This website does not use advertising or analytics cookies. Fonts on the site are loaded from Google Fonts, which means your browser connects to Google’s servers and shares your IP address with Google for that purpose.
How long we keep it
- Enquiries that do not lead to an instruction: up to 2 years from our last contact.
- Client files and correspondence: 7 years after the engagement ends, or longer where a property or legal matter requires it.
- Accounting and tax records: at least 6 years, as required by law.
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 is wrong or incomplete;
- ask us to delete your information, or restrict how we use it;
- object to our use of your information based on legitimate interests, including for updates about our services;
- ask for information you gave us to be transferred to another organisation.
To use any of these rights, email matthew@gilesassetmanagement.co.uk. We will respond within one month. There is normally no charge.
Complaints
If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint, telephone 0303 123 1113.
Changes to this notice
We will update this notice when our practices change. The date at the top shows when it was last revised.