Privacy Policy
This notice explains how Montclare handles applications, correspondence and Private Client records. Montclare is a service and brand of Stratos Holdings Ltd, company number 17461968, registered office Suite Ra01 195-197 Wood Street, London, United Kingdom, E17 3NU. Stratos Holdings Ltd is the controller responsible for the personal information described here.
Contact and your choices
Use the Contact the Private Office form and select Privacy request, or write to our registered office marked “Montclare — Privacy”. Please provide enough information to identify the record concerned. We may ask for proportionate evidence of identity before releasing or changing personal information.
Information we collect
Applications include your name, contact details, property information, selling circumstances, priorities, timeframe and any choices you make about marketing. We record a reference, submission time, privacy-notice version and campaign parameters included in the website address. Enquiries include your name, email address and message. Please provide information you are authorised to share and avoid unnecessary information about other people.
Private Client Access
Invited clients sign in with ChatGPT. The hosting platform supplies a Site-specific account identifier, email address and, where available, name. Montclare does not receive your ChatGPT password or conversation history through this sign-in. We keep the client invitation and access record, properties, requested documents, correspondence, assigned manager, progress and published Property Brief information. Administrative records may include review notes and transaction information.
Why information is used
We use application and enquiry information to understand a request, assess whether Montclare can assist and respond. These activities rely on our legitimate interests in operating a relevant, proportionate property introduction service. Where you request steps towards an agreed service or receive a service under an agreement, the applicable basis is taking those steps or performing that agreement. Access control, abuse prevention and audit records support our legitimate interests in maintaining a secure service. Where a specific legal obligation applies, information may also be processed to meet it.
Individual review and prioritisation
An internal prioritisation aid considers seller commitment, timeframe, readiness, route suitability and estimated value. This supports human review; it does not automatically accept or reject an application, make a partner referral or make a decision producing legal or similarly significant effects. You may explain or correct your circumstances through the contact form.
Who receives information
Authorised Private Office administration can access records needed to operate the service. A client can access their own records and published updates; internal notes and draft updates are not included in the client response. The website and its database, authentication and file storage use OpenAI Sites and its hosting infrastructure, including Cloudflare. Service providers process information to provide those functions. A proposed specialist property partner is identified separately before an introduction; the information needed, commercial arrangements and any required permission are addressed at that stage. Information may be disclosed where legally required.
Hosting and international processing
Hosting and authentication providers operate internationally, so processing may take place outside the United Kingdom. Where an international transfer requires a safeguard, the relevant provider arrangements and applicable UK transfer mechanism must cover that processing. You may contact us for information about the arrangements relevant to your records. We do not represent that this service stores all information exclusively in the UK.
How long information is kept
We retain information for the purpose for which it was collected, including application review, an active client relationship, responding to correspondence, resolving complaints and meeting applicable legal or record-keeping obligations. Retention is assessed against the status of the matter and the need to establish or defend claims; a record is not kept indefinitely merely because it was submitted. Contact us to request deletion or to ask about the retention assessment for your record. Optional application drafts on your device expire after seven days when the form next checks them.
Marketing choices
Email and text marketing choices are optional and separate from an application or service message. Where marketing is sent on the basis of consent, you can withdraw that consent at any time using the contact form with Marketing preferences selected. Withdrawing consent does not affect prior lawful use or necessary service correspondence. Submitting an application does not automatically authorise a partner to market to you.
Your rights
Depending on the circumstances, you can request access, correction, erasure, restriction and portability of your personal information. You have the right to object to processing based on legitimate interests, and an unconditional right to object to direct marketing. Where processing relies on consent, you may withdraw it. We consider requests under applicable data-protection law and explain any relevant limits. You may complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint without first complaining to us.
Security and browser storage
Portal records and documents are stored on the server and checked against the signed-in account on each request. File requests are restricted to the relevant client or administrator. We use validation, request limits and administrative audit events. No system is risk-free: protect your sign-in account, use a private device for saved drafts and sign out on shared devices. The Cookie Policy explains browser storage.