Privacy Policy
Last updated: 12/10/2025
This Privacy Policy explains how DB Capital Brokers Ltd trading as Property Mailer (“we”, “our”, “us”) collects, uses, and protects personal data when you visit our website at
https://www.propertymailer.co.uk, contact us, or receive email marketing communications sent by us.
1. who we are
DB Capital Brokers trading as Property Mailer
Company number: 12273449
Registered address: 116 Cardigan Road, Headingley, Leeds, LS6 3BJ
If you have any questions about this Privacy Policy or how we handle personal data, please contact:
Email:
data@propertymailer.co.uk 2. What Information We Collect
Website enquiries and subscriptions
When you use our website, we may collect personal data that you choose to provide, such as:
- Name
- Email address
- Phone number
- Company name (if provided)
- Message content and any other information you submit to us
This information is collected via:
- Contact forms for service enquiries
- Booking/demo request forms
- Subscription forms for marketing about our services (where offered)
B2B campaign business contact data
Separately, we may process business contact data obtained from third-party data providers for the purpose of delivering B2B email marketing campaigns on behalf of our clients (see Section 12). This data is not collected from our website forms and may include:
- Name
- Job title / role
- Business email address
- Company name
- Business phone number
- Company address
3. How We Use Your Information
Website enquiries (our own services)
If you submit personal information via our website (for example through a contact form or booking a demo), we will use that information only to:
- respond to your enquiry
- contact you about our services
- keep appropriate records of our communications
We do not use website enquiry data to run client email marketing campaigns, and we do not provide website enquiry data to our clients for their marketing.
B2B campaign data (used on behalf of clients)
Separately, we run B2B email marketing campaigns on behalf of our clients. The contact data used for these campaigns is not taken from our website forms. It is obtained from reputable third-party business data providers specifically for B2B marketing purposes (see Section 12).
How campaign data is used and shared
Campaign contact data is used only for the purpose of delivering email marketing campaigns through our email marketing platforms and maintaining suppression records (to ensure opted-out contacts are not emailed again). We only share campaign contact details with the relevant client where the recipient responds to the campaign (for example, by replying to the email or submitting a response form linked from the email).
Sharing your information
Service providers: We use third-party email marketing platforms to deliver campaigns and manage suppression lists. These providers only process personal data on our instructions. We do not upload campaign contact data to our website systems.
Clients: We only share campaign contact details with the relevant client where the recipient responds to a campaign, or where it is necessary to handle a complaint or data rights request.
We do not sell personal data.
4. Legal Basis for Processing
We process personal data under the following lawful bases (as set out in the UK GDPR), depending on how we obtained the data and what we are using it for:
Website enquiries (our own services)
Where you contact us via our website or request information about our services, we process your personal data because it is necessary to take steps at your request prior to entering into a contract and/or to perform a contract (where applicable). We may also process this data under our legitimate interests to respond to enquiries and operate our business effectively.
Marketing our services (subscribers)
Where you subscribe to receive marketing from us (for example, via a sign-up form), we send marketing emails on the basis of your consent. You can withdraw your consent at any time by using the unsubscribe link in our emails or contacting us at data@propertymailer.co.uk.
B2B email marketing campaigns on behalf of clients (third-party business contact data)
For B2B email marketing campaigns run on behalf of our clients, we rely on legitimate interests as the lawful basis under UK GDPR. We assess legitimate interests and, where appropriate, carry out a Legitimate Interests Assessment (LIA) to ensure our interests and our clients’ interests do not override the rights and freedoms of individuals. Individuals can object or opt out at any time.
Suppression, compliance, and record keeping
We process limited personal data (such as email address) to maintain suppression lists and ensure people who opt out are not contacted again. This processing is necessary for compliance with PECR and under our legitimate interests in operating lawful marketing and handling complaints.
Legal claims and regulatory matters
Where necessary, we may process personal data to establish, exercise, or defend legal claims, and to comply with legal or regulatory obligations.
5. Data Retention
We keep personal data only for as long as necessary for the purposes set out in this Privacy Policy.
Website enquiries (our own services)
If you contact us via our website, we will retain your enquiry details and related correspondence for up to 24 months from our last interaction, unless you ask us to delete it sooner or we need to retain it for legal, regulatory, or dispute purposes.
Subscriber marketing (our own services)
If you subscribe to receive marketing from us, we will retain your subscription details until you unsubscribe or ask us to delete your data. We may keep a record of your unsubscribe request to ensure we do not contact you again.
B2B campaign data (third-party business contact data)
For B2B email marketing campaigns run on behalf of our clients, we retain leased business contact data only for as long as it is required to run relevant campaigns and in accordance with the terms set by the data provider. We will delete or refresh campaign data when:
- the lease term ends or the data provider requires deletion/return,
- it is no longer necessary for the campaign purpose, or
- we are required to remove it following an objection, unsubscribe, or valid data rights request.
Suppression lists
Where someone unsubscribes or opts out, we retain a minimal record (typically email address and opt-out status) on a suppression list for as long as necessary to ensure we do not send them further marketing emails.
6. Data Security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure.
These measures include (as appropriate):
- access controls and role-based permissions
- secure passwords and multi-factor authentication where available
- secure storage and encryption where appropriate
- procedures designed to limit access to personal data to authorised personnel only
Where we use third-party email marketing platforms to deliver campaigns, we take steps to ensure appropriate security measures are in place and that providers only process personal data on our instructions.
7. Cookies and Tracking Technologies
Website
Our website does not use cookies for advertising, profiling, or analytics. We may use strictly necessary security cookies provided by our infrastructure providers (for example, to protect the site and prevent abuse). These cookies are required for the website to function securely.
Email campaigns
Our marketing emails may include standard campaign measurement such as link click tracking (and, where enabled, email open tracking) to understand engagement and improve campaign performance. You can opt out at any time using the unsubscribe link included in every email.
8. Your Data Protection Rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you (known as a Subject Access Request).
- Request correction of inaccurate or incomplete personal data.
- Request deletion of your personal data in certain circumstances.
- Object to our processing of your personal data in certain circumstances. You have an absolute right to object to processing for direct marketing, and if you object we will stop using your data for direct marketing.
- Request restriction of processing in certain circumstances.
- Request data portability where applicable.
- Withdraw consent at any time where we rely on consent (this will not affect processing already carried out).
How to exercise your rights
To exercise any of these rights, email
data@propertymailer.co.uk. If your request relates to a campaign run on behalf of a client, we may need to coordinate with that client to action your request, but you can contact us in the first instance.
Timescales and identity checks
We will respond without undue delay and within one month. For complex requests, the deadline can be extended in line with UK GDPR. We may ask for reasonable information to confirm your identity if necessary.
9. Marketing Communications
Marketing about our services
If you subscribe to receive marketing from us, we will send you information about our services by email. You can opt out at any time by using the unsubscribe link in our emails or by contacting us at data@propertymailer.co.uk.
B2B campaigns on behalf of clients
We also run B2B email marketing campaigns on behalf of our clients using business contact details obtained from third-party data providers (see Section 12). If you receive a campaign email from us, you can opt out at any time using the unsubscribe link included in that email. We maintain a suppression list to ensure opted-out contacts are not emailed again.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, legal requirements, or how we process personal data.
Any updates will be posted on this page and the “last updated” date will be changed accordingly. If we make material changes that significantly affect how we use personal data, we will take reasonable steps to bring this to your attention (for example, by updating notices on our website or within relevant communications).
11. Complaints
If you have any concerns about how we have handled your personal data, please contact us first at data@propertymailer.co.uk and we will try to resolve the issue.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection:
Website:
https://ico.org.uk12. B2B Email Marketing and Third-Party Data
We carry out B2B email marketing campaigns on behalf of our clients across a range of sectors.
Data we use for campaigns
The contact data used for these campaigns is separate from any data submitted through our website. Campaign data is obtained from reputable third-party business data providers for B2B marketing purposes and typically relates to individuals in their professional capacity.
Data Sources and Due Diligence
We take steps to ensure that third-party business contact data used for our campaigns has been collected and supplied in compliance with applicable data protection laws. This includes, where appropriate:
- assessing the supplier’s data collection methods and compliance statements,
- checking that the supplier can evidence lawful sourcing and permitted marketing use,
- requiring assurances relating to data protection compliance, and
- reviewing data quality and relevance before use.
Types of Data
The data we lease and process is strictly business contact information relating to professionals in the UK.
This may include:
- Name
- Job title
- Business email address
- Company name
- Business phone number
- Company address
We do not intentionally use campaign data to target consumers or sole traders/individual subscribers. Where we identify contacts that appear to be sole traders or other individual subscribers, we suppress them from marketing.
We do not lease or process sensitive personal data or any B2C data.
How campaign data is used
Campaign contact data is used only to:
- deliver B2B email marketing campaigns through our email marketing platforms, and
- maintain suppression records (to ensure opted-out contacts are not emailed again).
We do not upload campaign contact data to our website systems.
Sharing campaign data with clients
We do not provide campaign contact lists to our clients. We only share contact details with the relevant client where the recipient responds to a campaign (for example, by replying to the email or submitting a response form linked from the email), or where it is necessary to handle a complaint or data rights request.
Legal basis
For B2B email marketing campaigns run on behalf of our clients, we rely on Legitimate Interests under UK GDPR. Where appropriate, we carry out Legitimate Interests Assessments (LIAs) to ensure our interests and our clients’ interests do not override the rights and freedoms of individuals.
Under PECR, we provide a clear opt-out in every marketing email. You can object to direct marketing at any time and we will stop using your data for direct marketing.
Opt-Outs and Data Subject Rights
All marketing emails include a clear unsubscribe link. If you opt out, we will add your details to a suppression list so that you are not contacted again.
Complaints and Subject Access Requests (SARs)
If you have a complaint or wish to exercise your data protection rights (including making a Subject Access Request), please contact us at data@propertymailer.co.uk. Where a request relates to a campaign run on behalf of a client, we may coordinate with the relevant client to action the request, but you can contact us in the first instance.
