Last updated: March 2026
Freder Ltd ("we", "us", "our") is committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR), the EU General Data Protection Regulation (EU GDPR), and the Data Protection Act 2018. This Privacy Policy explains what personal data we collect, why we collect it, how we use it, and your rights in relation to it.
Please read this policy carefully. By using our website (www.freder.co.uk) or our services, you confirm that you have read and understood this policy.
Freder Ltd is a London-based property agency registered in England and Wales. We are the data controller for personal data collected through our website and services.
Contact details:
● Address: 180 Strand, 2nd Floor, London WC2R 1EA
● Email: accounts@freder.co.uk
● Telephone: +44 (0) 2033 756 374
When you use our website, contact us or engage with our services — including through our AI assistant Fred — you may provide us with:
● Your name, email address, phone number and postal address
● Property search criteria, budget and preferences
● Details of maintenance issues or complaints you report
● Information provided when registering as a tenant, buyer, landlord or vendor
● Any other information you choose to share in conversations with Fred or our team
When you visit our website, we may automatically collect:
● Your IP address, browser type and version
● Pages visited, time spent on each page, and clickstream data
● Device and operating system information
This information is collected anonymously and cannot be used to personally identify you.
Our website features an AI-powered chat assistant called Fred. When you interact with Fred, the content of your conversation — including any personal details you voluntarily share such as your name, contact number or property address — is processed in real time by Anthropic PBC, a US-based artificial intelligence company, solely for the purpose of generating Fred's responses.
Where you complete a workflow through Fred (such as reporting a maintenance issue, registering your details or making an enquiry), relevant personal information is transmitted to Freder Ltd by email via SendGrid, a US-based email delivery service, and retained in accordance with our standard data retention practices.
Fred does not store conversation content on Freder's servers. Conversations exist only within your browser session and are automatically deleted when you close or refresh the page.
A cookie is a small file stored on your browser or device when you visit a website. We use analytics performance cookies to understand how visitors use our website. These cookies collect anonymous, aggregated data only and cannot identify you personally.
Fred does not use cookies or tracking technologies.
You can manage or delete cookies at any time by adjusting your browser settings or visiting www.allaboutcookies.org/manage-cookies/. You may also decline cookies via the cookie notice displayed at the bottom of our website.
We use your personal data for the following purposes:
● To respond to your enquiries and property search requests
● To match you with suitable properties for rent or purchase
● To arrange viewings, valuations and property management services
● To fulfil our obligations under any contract entered into with you
● To administer and maintain our website
● To analyse how our website is used and improve its performance
● To ensure the security of our website and services
● To send you property alerts matching your registered criteria
● To notify you of changes to our services
● To respond to maintenance reports, complaints or other requests
● To process your queries and generate relevant, accurate responses
● To route completed workflows (such as maintenance reports or registrations) to the appropriate Freder team member by email
We process your personal data on the following legal bases under UK GDPR:
● Contract: where processing is necessary to perform a contract with you or take steps at your request before entering into one
● Legitimate interests: where we have a legitimate business interest in processing your data, such as improving our services or responding to enquiries, and that interest is not overridden by your rights
● Consent: where you have given us clear consent, such as opting in to property alerts or marketing communications
● Legal obligation: where processing is required to comply with a legal obligation
Some of our service providers are based outside the United Kingdom and European Economic Area (EEA). In particular:
● Anthropic PBC (United States) — processes conversation data through Fred in real time to generate AI responses
Our backend server infrastructure is hosted in Western Europe, which is within the EEA.
Where personal data is transferred outside the UK or EEA, we ensure that appropriate safeguards are in place in accordance with UK GDPR and EU GDPR, including standard contractual clauses or adequacy decisions where applicable. Anthropic's data processing practices are described in their Privacy Policy at anthropic.com/privacy.
We do not sell your personal data. We may share your information in the following limited circumstances:
● With members or subsidiaries of Freder Ltd for the purposes described in this policy
● With business partners, suppliers and sub-contractors where necessary to fulfil a contract or service request
● With analytics and search engine providers to help us improve our website
● With AI and technology service providers (including Anthropic and SendGrid) necessary to operate our services
● With regulatory authorities or law enforcement agencies where required by law
We require all third parties to respect the security of your personal data and to treat it in accordance with applicable data protection law.
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. In particular:
● Fred conversation content: not retained — deleted automatically at end of browser session
● Email records (maintenance reports, registrations, enquiries): retained for up to 7 years in line with standard business records obligations
● Website analytics data: retained in anonymised form for up to 26 months
● Marketing preferences: retained until you opt out or withdraw consent
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration or disclosure. However, no method of transmission over the internet is completely secure. While we take reasonable steps to protect your data, we cannot guarantee absolute security of data transmitted to our website.
Under UK GDPR and EU GDPR, you have the following rights in relation to your personal data:
● Right of access: to request a copy of the personal data we hold about you
● Right to rectification: to request correction of inaccurate or incomplete data
● Right to erasure: to request deletion of your personal data in certain circumstances
● Right to restrict processing: to request that we limit how we use your data
● Right to data portability: to receive your data in a structured, machine-readable format
● Right to object: to object to processing based on legitimate interests or for direct marketing
● Right to withdraw consent: where processing is based on consent, to withdraw it at any time
To exercise any of these rights, please contact us at accounts@freder.co.uk. We will respond within one calendar month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
We will only send you marketing communications (such as property alerts or service updates) where you have opted in to receive them. You may withdraw your consent or opt out of marketing at any time by contacting us at accounts@freder.co.uk or by clicking the unsubscribe link in any marketing email.
Our website may contain links to third-party websites including property portals, partner services and social media platforms. We are not responsible for the privacy practices of those websites and encourage you to read their privacy policies before submitting any personal data.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology or legal requirements. We will post any updated policy on this page with a revised "Last updated" date. We encourage you to review this policy periodically.
If you have any questions, concerns or requests regarding this Privacy Policy or the way we handle your personal data, please contact us:
● Email: accounts@freder.co.uk
● Post: Freder Ltd, 180 Strand, 2nd Floor, London WC2R 1EA
● Telephone: +44 (0) 2033 756 374
For information about how Anthropic processes data when you use Fred, please refer to Anthropic's Privacy Policy at anthropic.com/privacy.
Last updated December 2024
As part of the Money Laundering Regulations 2017 we have to obtain and hold identification and proof of address for all customers. The transactions that we deal with day in day are deemed as high risk for money laundering and this is why we take our Anti-Money Laundering processes seriously.
As part of our due diligence we have to obtain and hold identification and proof of address for all customers. We also establish whether there are any beneficial owners on whose behalf the transaction or activity is taking place. If necessary we may also need to identify the source or destination of funds.
Please see below for a full list of acceptable identity documents. Please note we will require sight of all original or certified documents.
Individual identity documents
We require one document from List A and one document from List B.
List A – Identity Document
Current signed passport
Valid UK driving licence
EEA member state identity card
List B – Proof of address
UK/EU/EEA Drivers Licence (if UK Drivers Licence not used as ID)
Must be valid, not expired. Photo only. Full or provisional.
Bank, Building Society or Credit Union Statement
Dated with 3 months. Must include account number and show recent activity. No general correspondence.
Credit Card Statement
Dated within 3 months. Must include account number and show recent activity. No general correspondence.
UK, EU, EEA Mortgage statement
Dated within 12 months. Must show account number. No general correspondence.
Utility Bill
Dated within 6 months E.g. Gas, electricity, water. Must show address for service and/or account number. No general correspondence.
Telephone Bill
Dated within 6 months E.g. Landline or mobile pay monthly (excluding pay as you go). Must show address for service and/or account number. No general correspondence.
Council Tax
Dated within 12 months. Must show address for service and/or account number. No general correspondence.
Tenancy Agreement
Dated with 12 months. Must state full name and full property address. Issued by local council, housing association, solicitor or reputable letting agent.
Benefits Entitlement Letter
Dated within 12 months. Issued by DWP or Jobcentre plus. Must confirm benefit payable at time of issue. E.g. Pension, disability, single parent, housing etc.
HMRC Tax Notification
Dated with 6 months. Must state national insurance number and tax calculation. No general correspondence.
Home or Motor Insurance Certificate
Dated within 12 months. Must state insured address or registered address for vehicle and policy number. No general correspondence.
UK solicitors letter confirming house purchase/land registration
Dated with 3 months. Must state full name of new proprietor and full property address.
NHS Medical Card or letter from GP confirming registration
Dated within 3 months. Must state individual’s date of birth and NHS number. No general correspondence.
Official confirmation of Electoral Register entry or official poll card
Dated within 12 months. Must state full name and full address. No general correspondence.
Police Registration Certificate
Dated within 12 months. Must state the full residential address of the individual.
Probate
If you are acting as a Representative of an Estate we require the following:
Limited company
If you are acting as a Representative of a UK Company we will also require the following:
If you are acting as a Representative of an Offshore Company we will also require the following:
Trust
If you are acting as a Representative of a Trust we require the following:
1. Client Account policy
Freder Ltd Client Account is operated in the United Kingdom.
Client money is money that a registered organisation receives and holds for its
clients. It can include, but is not limited to, payments made by a client in advance of
agreed work being completed by the registered organisation or payments made for
unpaid disbursements.
The purpose of a client account is to protect client money and prevent it from being
mixed with monies related to the registered organisation’s general business
activities.
A Client account is not necessary if the registered organisation invoices clients only
after the work is completed and arranged for clients to make any necessary
payments direct to the Home Office or other authorities.
2. The client account of:
Freder Ltd policy related to the operation of this account.
Company directors are responsibility for the account and how withdrawals and
transfers from the client account are made. Accounts department and administrators
have access to register expenses and set up payment to clients within a
password protected IT system but only directors can approve and make payments
from the client account.
This policy might additionally include the following:
• The account’s purpose; is to separate client money with company expenses.
• The bank details:
Bank: HSBC
Account Name: Freder Ltd Client Account
Account No: 13000192
Sort Code: 40-06-41
IBAN: GB37HBUK40064113000192
BIC: HBUKGB4B
• Payments into the client account are made upon receiving a tenant statement
or expense invoice detailing what the monies is being requested for.
• Withdrawal and transfers from the client account are made when
a landlord statement is due or when a property expense or bill is due to the
client.
The accounting records for the client account is stored with in a
3rd party password protected IT system with fully transparent audit trail
history available to view for each user.
• Reconciliations and errors in the account will be addressed on an
annual basis and any adjustment will be communicated in writing.
Freder Ltd pays client money received by the into their client account without delay.
Only company directors can approve payment going out of the client
account, accounts and administrators can set up expenses upload documents for
accounts to set up payment and only directors to approve payments.
Money held in a client account be immediately available to the client on demand.
Our client account must not become overdrawn at any time.
Any interest on a client account belongs to the client and not the registered
organisations.
Freder Ltd will solely use money in the client account for business purposes.
Payments into, and transfers or withdrawals from, a client account must be in
respect of instructions relating to a transaction or to service forming part of the
registered organisation’s normal registered activities.
3. Use of the client account
Further to Code 26(e) and Code 64, if a client pays money into Freder Ltd client
account in advance of work to be done, that such money remains the clients and will
be deposited into the client account.
If the fee is paid into the client account, Freder Ltd will inform the client when the
agreed work has been completed and that they will be using money in the client
account to pay the fee for that work. This is done by sending the client a written
invoice stating what work has been done.
After the invoice has been issued the relevant fee is transferred into the business
bank account. It is no longer client money.
If, at the conclusion of the client’s matter, there are any surplus funds remaining in
the client account, those funds (including any interest accrued) this will be promptly
returned to the client.
4. Withdrawals from a client account
There is no option to withdraw physical cash from the client account and only
internal transfers or payment authorisations can be made by
following company procedures and by directors’ approval before any monies can
leave the account.
Client money may only be withdrawn from a client account when it is:
a) properly required for a payment to, or on behalf of, the client.
b) properly required for payment of a disbursement on behalf of the client (see
below).
c) properly required in full or partial reimbursement of money spent by the
organisation on the client’s behalf.
d) transferred to another client account within the same organisation if appropriate
and agreed in writing by the clients involved
e) withdrawn on the client’s instructions provided that these instructions are in
writing; and
f) money which has been paid into an account in breach of the Code. Such money
must be promptly withdrawn upon discovery
Money held for a client in a separate designated client account must not be used for
payments for another client unless (d) above is satisfied.
Money withdrawn from a client account, which is required for payment for work
completed, must only be paid directly into the registered organisations business
account.
Disbursements are generally expenses that a registered organisation must pay on
behalf of a client for services provided to the client or on the client’s behalf. These
are payments that may be made from the client account.
Examples of disbursements might include office fees (such as special postage/
courier) or travel and accommodation costs, where such costs are not already
included in the agreed client fee for the work to be undertaken.
As an alternative to clients paying fees to registered organisations that will
subsequently need to be passed to authorities, clients should be encouraged to pay
fees directly to the authorities. The Commissioner recognised that there may be
exceptional instances where this is not possible, for example where the client does
not have a bank account and in such circumstances these fees may be paid into the
client account.
Organisations may be found to be in breach of Code 61 as overcharging the client
where, for example, the standards of advice and service fall below what could
reasonably be expected to have been delivered given the agreed instruction, or
where the work agreed to be undertaken is not delivered because of a fault of the
registered organisation.
If a registered organisation charges a fee at an hourly rate, they must maintain and
retain detailed and accurate records evidencing the work completed and the time
taken to justify the fee charged.
Freder Ltd operate in a transparency in all dealings with clients’ monies.
Freder Ltd Incorporated in England and Wales Company Number 11945314
Member of Client Money Protect
