Forrest & Mac

Privacy Policy

Last updated: 22 September 2026

1. Who we are

Forrest & Mac provides short stay property management and related property services in Manchester and surrounding areas.

For the purposes of UK data protection law, Forrest and Mac Limited is the data controller for the personal information described in this policy.

2. What this policy covers

This policy explains how we collect, use, store and share personal information when you:

make an enquiry through our website;
submit a Meta, Facebook or Instagram Lead Ad or Instant Form;
contact us by phone, email, WhatsApp or another messaging service;
ask for a property assessment, quotation, proposal or information about our services;
become, or are considering becoming, a client of Forrest & Mac; or
otherwise interact with our website, advertising or communications.

3. Personal information we collect

Depending on how you contact us, we may collect:

Identity and contact information: your name, telephone number, email address and preferred contact method.
Property information: property address, postcode, number of bedrooms, property type, current use or tenancy status, short stay history, availability, ownership or management status, and other property details you choose to provide.
Enquiry information: the service you are interested in, your objectives, intended timing, questions, notes from calls and information used to assess whether our services may be suitable.
Communications: emails, messages, call notes, WhatsApp conversations and other correspondence with us.
Marketing preferences: whether you have asked to receive, or asked us to stop sending, particular marketing communications.
Lead source information: where your enquiry came from, including a Meta/Facebook/Instagram campaign, advert or Instant Form, where this information is supplied to us.
Technical information: limited website or security information such as IP address, device or browser information, timestamps and server logs where this is collected by our website or hosting providers.

Please do not provide special category information, such as health, religious or political information, unless it is genuinely necessary and we have specifically asked for it.

4. Where we obtain your information

We normally receive personal information directly from you, including through our website, Meta/Facebook/Instagram Instant Forms, telephone calls, email, WhatsApp and other messages.

Where you submit a Meta Lead Ad or Instant Form, the information you enter is collected through Meta's platform and made available to Forrest & Mac. Meta also processes information under its own terms and privacy policy.

Where reasonably necessary to assess a property enquiry, we may also use publicly available property or planning information associated with the property you have asked us to assess.

5. How we use your information and our lawful bases

We may use personal information to:

Respond to your enquiry and contact you about the property or service you asked about. We rely on steps taken at your request before entering into a contract and/or our legitimate interests in responding to genuine business enquiries.
Assess the property, prepare indicative earnings information, arrange calls, quotations or proposals, and discuss whether our service is suitable. We rely on steps taken at your request before entering into a contract and our legitimate interests in providing and developing our services.
Provide and manage services where you become a client. We rely on performance of a contract and, where relevant, compliance with legal obligations.
Manage enquiries through our CRM, automation and communication systems, including reminders, lead routing, appointment booking and follow-up messages relating to your enquiry. We rely on our legitimate interests in operating an efficient enquiry and client-management process and, where applicable, steps taken at your request before entering into a contract.
Send direct marketing about our services. We will only do this where permitted by applicable data protection and electronic marketing rules. Where consent is required, we will obtain it. You can opt out at any time.
Keep appropriate records, prevent fraud or misuse, maintain security, establish or defend legal claims, and comply with legal or regulatory requirements. We rely on our legitimate interests and/or legal obligations as appropriate.

Where we rely on legitimate interests, those interests include responding to people who have asked about our services, managing our sales and client processes, protecting our business and systems, and improving our service. We consider whether those interests are necessary and balanced against your rights and interests.

6. Meta, Facebook and Instagram lead forms

If you submit an enquiry through a Meta, Facebook or Instagram Lead Ad or Instant Form, we may receive the information you enter, such as your name, telephone number, email address, property address or postcode, number of bedrooms and other property details or answers you provide.

We use that information to respond to the property or management enquiry you submitted, assess whether our services may be suitable, contact you about the enquiry, and manage the enquiry in our CRM and automation systems.

Your lead information may be transferred automatically from Meta into our CRM or automation provider so that we can respond promptly and maintain a record of the enquiry.

Submitting an enquiry does not give us unlimited permission to send unrelated marketing. Any ongoing direct marketing by email, text or similar electronic message will be handled in accordance with applicable UK data protection and electronic marketing rules, and you can object or opt out at any time.

7. Who we share information with

We do not sell your personal information.

Where necessary for the purposes described above, we may share personal information with trusted service providers acting on our behalf or providing services to us, including:

CRM and automation providers, including HighLevel / GoHighLevel where used for lead management, workflows and communications;
Meta in connection with Facebook and Instagram advertising, Lead Ads and Instant Forms;
website hosting, form, domain and technical service providers;
email, telephone, WhatsApp, messaging and calendar providers;
IT, security, analytics or support providers where used;
professional advisers such as accountants, solicitors, insurers or consultants where necessary; and
regulators, courts, law-enforcement bodies or other authorities where disclosure is required or permitted by law.

Service providers that process personal information on our behalf are required to use it only for the relevant service and to protect it appropriately.

8. International transfers

Some of our technology, CRM, advertising, communications or hosting providers may process personal information outside the United Kingdom, including in the United States.

Where UK data protection law requires safeguards for an international transfer, we will rely on an applicable adequacy regulation, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another lawful transfer mechanism.

9. How long we keep personal information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, security and claims requirements.

Prospective client and property enquiries: normally for up to 24 months after the last meaningful interaction, unless the enquiry progresses into a client relationship or there is another lawful reason to keep it longer.
Client and contractual records: normally for up to six years after the end of the relationship, or longer where a legal, tax, insurance or claims requirement applies.
Marketing preferences and suppression records: for as long as reasonably necessary to respect your opt-out and demonstrate that it has been honoured.
Technical and security logs: according to the security and retention settings of the relevant provider and only for as long as reasonably necessary.

We may anonymise information so that it can no longer identify you. Anonymised information may be retained for analysis or business planning.

10. Your data protection rights

Depending on the circumstances, you may have the right to:

ask for access to the personal information we hold about you;
ask us to correct inaccurate or incomplete information;
ask us to delete your information;
ask us to restrict how we use your information;
object to certain uses of your information, including processing based on legitimate interests;
receive certain information in a portable format where the right to data portability applies; and
withdraw consent at any time where we rely on consent.

You have an absolute right to object to your personal information being used for direct marketing. If you ask us to stop direct marketing, we will do so.

These rights are subject to the conditions and exemptions in UK data protection law.

11. Automated processing

We may use CRM and automation tools to route enquiries, record lead information, send enquiry acknowledgements or follow-up messages, and assist with appointment booking.

We do not currently make decisions about you based solely on automated processing that produce legal effects or similarly significant effects.

12. Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. Access is limited to people and service providers who need the information for legitimate business purposes.

13. Complaints

If you have a concern about how we use your personal information, please contact us first so that we can try to resolve it.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection.

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk/make-a-complaint

14. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, suppliers or legal requirements. The latest version will be published on this website with the date it was last updated.

15. Contact us

For privacy questions or to exercise a data protection right, contact:

Forrest and Mac Limited
Manchester, United Kingdom
Email: enquiries@forrestandmac.co.uk
Telephone: 0161 399 0371
Website: www.forrestandmac.co.uk