[AGENCY NAME] respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal data when you visit our website, contact us or use our estate agency, lettings and property management services, where applicable.

It also explains your rights under UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended.

1. Who we are

[AGENCY NAME] provides estate agency and related property services in [SERVICE AREA].

The business operating as [AGENCY NAME] is responsible for determining how and why personal information is processed in connection with its services, except where another organisation acts as an independent data controller.

Business details

• Trading name: [AGENCY NAME]

• Legal business name: [LEGAL BUSINESS NAME]

• Business address: [BUSINESS ADDRESS]

• Privacy contact email: [PRIVACY CONTACT EMAIL]

If you have questions about this Privacy Policy or how your information is handled, please contact us using the details above or visit our [Contact Us]([CONTACT PAGE URL]) page.

2. Information we collect

Depending on how you interact with us, we may collect the following categories of personal information.

Contact and communication information

Your name, email address, telephone number, postal address and information you provide when contacting us by telephone, email, website forms or other communication channels.

This may include enquiries about properties, valuations, lettings, sales, maintenance or other services.

Property and transaction information

Information relevant to buying, selling, renting, letting or managing a property.

This may include property addresses, ownership or tenancy details, viewing arrangements, preferences, offers, references and information needed to progress a transaction or provide an agreed service.

Identity and compliance information

Where required, we may collect information needed to verify identity, establish the right to rent, carry out anti-money laundering checks or meet other legal and regulatory obligations.

Website and technical information

When you visit our website, certain technical information may be collected, such as your IP address, browser type, device information, pages visited and interactions with the website.

This information may be collected through website logs, cookies and analytics technologies, where applicable.

Marketing preferences

If you subscribe to property alerts, newsletters or other communications, we may record your preferences and the information needed to provide those services.

We may also retain records of consent, objections and unsubscribe requests where appropriate.

3. How we use your personal information

We use personal information for purposes connected with operating our business and providing our services.

These may include:

• Responding to enquiries and arranging property valuations.

• Arranging and managing property viewings.

• Marketing properties for sale or rent.

• Providing sales, lettings and property management services.

• Communicating with buyers, sellers, landlords and tenants.

• Managing property transactions, tenancy arrangements and maintenance requests.

• Carrying out identity verification and other required compliance checks.

• Maintaining appropriate business and transaction records.

• Managing our website and protecting its security.

• Sending property alerts or marketing communications where permitted.

• Complying with legal and regulatory obligations.

• Establishing, exercising or defending legal claims.

We will not use your personal information for purposes incompatible with those for which it was originally collected unless permitted or required by law.

4. Our lawful bases for processing

Under UK data protection law, we must have an appropriate lawful basis for processing personal information.

Depending on the circumstances, we may rely on:

Contract: Where processing is necessary to enter into or fulfil a contract with you.

Legal obligation: Where information must be processed to comply with applicable laws or regulatory requirements.

Legitimate interests: Where processing is reasonably necessary for operating and protecting our business, communicating with customers, administering property services or maintaining appropriate records, provided those interests are not overridden by your rights and freedoms.

Consent: Where you have given valid consent for a particular activity, such as certain marketing communications or the use of non-essential cookies.

Where processing relies on consent, you may withdraw that consent at any time.

Some activities may involve additional legal requirements or conditions, including the handling of more sensitive personal information.

5. Marketing communications

We may send you information about properties, services or updates where you have requested it or where we are otherwise permitted to do so by law.

Electronic marketing communications will be sent in accordance with applicable data protection legislation and the Privacy and Electronic Communications Regulations.

You can opt out of marketing communications at any time by using an unsubscribe facility where provided or by contacting us through our [Contact Us]([CONTACT PAGE URL]) page.

Opting out of marketing does not prevent us from contacting you about ongoing transactions, contractual matters or other necessary service communications.

We do not sell personal information to third parties for their own marketing purposes.

6. Who we may share information with

Where necessary and appropriate, personal information may be shared with organisations involved in providing our services or meeting legal obligations.

Depending on the circumstances, these may include:

• Property owners, prospective buyers, landlords and tenants where relevant to a transaction.

• Solicitors, conveyancers, surveyors and other professional advisers.

• Referencing, identity verification and compliance service providers.

• Deposit protection and client money protection providers.

• Contractors carrying out maintenance, inspections or repairs.

• Property management, CRM and other business software providers.

• Website hosting, IT support and communications providers.

• Professional regulators, public authorities and law enforcement bodies where disclosure is required or legally permitted.

We expect organisations processing information on our behalf to handle it securely and in accordance with applicable data protection requirements.

Some third parties may act as independent data controllers and may provide their own privacy information.

7. International data transfers

Some technology and service providers may process personal information outside the United Kingdom.

Where this occurs, we will take appropriate steps to ensure that transfers comply with UK data protection law.

These may include relying on recognised adequacy regulations or approved contractual safeguards, where applicable.

Further information about relevant safeguards can be requested by contacting us.

8. Keeping your information secure

We take reasonable technical and organisational measures to protect personal information against unauthorised access, disclosure, alteration, loss or misuse.

Access to personal information is restricted to individuals and service providers who have a legitimate need to use it.

Where a personal data breach occurs, we will take appropriate action, including notifying affected individuals or relevant authorities where required by law.

9. How long we keep your information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including satisfying legal, regulatory, accounting and contractual requirements.

Retention periods depend on the type of information involved and the circumstances in which it was collected.

For example:

• Transaction and contractual records may need to be retained after the relevant sale, letting or management arrangement has concluded.

• Identity verification and anti-money laundering records may be subject to statutory retention requirements.

• Enquiry information will be retained for an appropriate period according to the nature of the enquiry and any subsequent relationship.

• Marketing information will be retained in accordance with the relevant marketing purpose, applicable legal requirements and individual preferences.

• Certain records may be retained where necessary to establish, exercise or defend legal claims.

When personal information is no longer required, we will take appropriate steps to delete it securely or anonymise it.

10. Your data protection rights

Depending on the circumstances, you have rights under UK data protection law, including the right to:

• Request access to personal information held about you.

• Request correction of inaccurate or incomplete information.

• Request deletion of personal information in certain circumstances.

• Request that processing be restricted in certain circumstances.

• Object to certain types of processing, including direct marketing.

• Request data portability where applicable.

• Withdraw consent where processing is based on consent.

These rights are subject to applicable legal conditions and exceptions.

You have the right to object at any time to the processing of your personal information for direct marketing purposes.

To exercise your rights, please contact us through our [Contact Us]([CONTACT PAGE URL]) page.

We may need to verify your identity before responding to a request.

We will respond within the timescales required by applicable data protection law. Where permitted, an extension may apply to particularly complex requests.

Further information about your rights is available from the Information Commissioner’s Office.

11. Complaints

If you are concerned about how [AGENCY NAME] has handled your personal information, please contact us so that we can investigate and attempt to resolve the matter.

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.

Website: www.ico.org.uk

Telephone: 0303 123 1113

12. Third-party websites

Our website may contain links to websites operated by other organisations.

We are not responsible for the privacy practices or content of third-party websites. We recommend reviewing their individual privacy notices before providing personal information.

13. Cookies and analytics

Our website may use cookies and similar technologies to support essential functionality, understand website usage and improve the visitor experience.

Where required by law, we will obtain consent before using non-essential cookies or similar technologies.

Further information is available in our [Cookies Policy]([COOKIE POLICY URL]), where you can also review and change your cookie preferences.

14. Keeping your information accurate

We aim to keep personal information accurate and up to date.

Please contact us if your details change or if you believe any information we hold about you is incorrect.

15. Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes in our services, how we process personal information or applicable legislation.

The latest version will be published on this page.

Last updated: [DATE OF LAST REVIEW]