Privacy Policy

Our Privacy Commitment

At ESTATE REAL LTD, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your data when you interact with our services, visit our website, or engage with our property consultancy business.

We believe in transparency and want you to understand exactly how your information is handled. This policy complies with the General Data Protection Regulation (GDPR), the Data Protection Act 2018, and other applicable privacy laws in the United Kingdom.

By using our services or providing us with your personal information, you acknowledge that you have read and understood this Privacy Policy. If you have any questions or concerns about how we handle your data, please contact us using the information provided at the end of this document.

Information We Collect

Personal Information You Provide

• Contact Details: Name, email address, phone number, postal address when you submit contact forms or request our services
• Property Information: Details about properties you own, wish to buy, sell, or rent, including property addresses, values, and preferences
• Financial Information: Budget ranges, mortgage information, and financial circumstances relevant to property transactions
• Communication Records: Content of emails, phone calls, and other communications with our team
• Documentation: Copies of identification, proof of address, financial statements, and other documents necessary for property services
• Feedback and Reviews: Comments, testimonials, and feedback you provide about our services

Information Collected Automatically

• Website Usage Data: Pages visited, time spent on site, browser type, device information, and IP address
• Cookie Information: Data collected through cookies and similar tracking technologies as described in our Cookie Policy
• Analytics Data: Information about how you interact with our website and digital services
• Marketing Data: Responses to marketing campaigns, email open rates, and click-through rates
• Technical Data: Information about your device, operating system, and network connection

Information from Third Parties

• Public Records: Property ownership records, land registry information, and other publicly available data
• Credit Agencies: Credit checks and financial verification information when required for property transactions
• Professional Partners: Information from solicitors, mortgage brokers, surveyors, and other professional contacts
• Marketing Partners: Data from legitimate marketing partners and lead generation services

How We Use Your Information

Service Provision

• Providing property consultancy, sales, rental management, and advisory services
• Matching you with suitable properties or potential buyers/tenants
• Conducting property valuations and market analyses
• Managing property transactions from initial contact through completion
• Coordinating with third parties such as solicitors, surveyors, and financial institutions
• Maintaining accurate records of property transactions and client interactions

Communication and Customer Service

• Responding to inquiries and providing customer support
• Sending appointment confirmations and service updates
• Providing market updates and property information relevant to your interests
• Following up on completed transactions and gathering feedback
• Resolving complaints and addressing service issues

Marketing and Business Development

• Sending newsletters, market reports, and promotional materials (with your consent)
• Notifying you about new properties or services that may interest you
• Conducting market research and surveys to improve our services
• Analysing customer preferences and behaviour to enhance our offerings
• Developing targeted marketing campaigns and content

Legal and Compliance

• Complying with legal obligations in property transactions
• Conducting anti-money laundering checks and fraud prevention
• Maintaining records for regulatory compliance and audit purposes
• Protecting our business interests and enforcing our terms of service
• Responding to legal requests and court orders

Legal Basis for Processing

We process your personal data based on the following legal grounds under GDPR:

Data Sharing and Disclosure

Professional Partners

We may share your information with trusted professional partners who assist in providing our services, including solicitors, mortgage brokers, surveyors, property developers, and other estate agents. All partners are bound by confidentiality agreements and data protection requirements.

Service Providers

We work with carefully selected third-party service providers for IT support, website hosting, marketing services, and administrative functions. These providers have access to personal data only as necessary to perform their services and are contractually obligated to maintain confidentiality.

Legal Requirements

We may disclose your information when required by law, such as compliance with court orders, regulatory investigations, anti-money laundering requirements, or to protect our legal rights and the safety of our clients and staff.

Marketing Partners

With your consent, we may share limited contact information with carefully vetted marketing partners who offer services relevant to property ownership, such as insurance, utilities, or home improvement services. You can opt out of such sharing at any time.

Data Security and Protection

Security Measures

• Encryption: All sensitive data is encrypted both in transit and at rest using industry-standard encryption protocols
• Access Controls: Strict access controls ensure only authorised personnel can access personal data on a need-to-know basis
• Regular Monitoring: Continuous monitoring of our systems for security threats and unauthorised access attempts
• Staff Training: Regular data protection training for all staff members handling personal information
• Secure Storage: Physical documents are stored in locked, access-controlled facilities
• Regular Updates: Software and security systems are regularly updated to protect against emerging threats

Data Breach Response

In the unlikely event of a data breach affecting your personal information, we have comprehensive incident response procedures in place. We will notify relevant authorities within 72 hours as required by law and will inform affected individuals promptly if there is a high risk to their rights and freedoms.

Data Retention

We retain personal data only for as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, or resolve disputes. Property transaction records are typically retained for 7 years, while marketing data may be retained for 3 years or until you withdraw consent.

Your Rights and Choices

How to Exercise Your Rights

To exercise any of these rights, please contact us using the contact information provided below. We will respond to your request within one month and may require verification of your identity for security purposes. There is no charge for most requests, though we may charge a reasonable fee for excessive or repetitive requests.

Marketing Preferences

You can unsubscribe from marketing communications at any time by clicking the unsubscribe link in our emails, contacting us directly, or updating your preferences through our website. Withdrawing consent for marketing will not affect our ability to send service-related communications necessary for our business relationship.

International Data Transfers

Your personal data is primarily processed within the United Kingdom. However, some of our service providers may process data outside the UK. In such cases, we ensure appropriate safeguards are in place, such as adequacy decisions, standard contractual clauses, or other approved transfer mechanisms to protect your data.

We only work with service providers who demonstrate adequate levels of data protection and are committed to maintaining the security and confidentiality of your personal information regardless of the processing location.