Privacy Notice

(Lettings & Estate Agency Services – UK GDPR)

1. Introduction

This Privacy Notice explains how Expert Estate Agents LTD (“we”, “us”, “our”) collects, uses, stores, and protects your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are committed to ensuring that your privacy is protected and that your personal data is handled in a transparent, lawful, and secure manner.

This notice applies to all individuals whose personal data we process in connection with our services, including but not limited to: landlords, tenants, guarantors, applicants, buyers, sellers, contractors, and website users.

2. Who We Are (Data Controller)

Expert Estate Agents LTD (Company No: 13430652)

Registered Office: Square Root Business Centre, 102–116 Windmill Road, Croydon, CR0 2XQ

Data Controller: Dalwinder Sandhu

Email: info@expertestateagents.co.uk

ICO Registration Number: ZB113514

We are registered with the Information Commissioner’s Office (ICO) and act as the data controller for the personal data we process.

3. The Personal Data We Collect

We may collect and process the following categories of personal data:

Identity Data: name, title, date of birth, passport/driving licence details
Contact Data: address, email address, telephone numbers
Financial Data: bank details, income, credit history, payment records
Transaction Data: details of property transactions, tenancy agreements, offers
Property Data: property ownership, rental history, property preferences
Compliance Data: identity verification, AML documentation, source of funds
Technical Data: IP address, browser type, cookies, website usage
Communications Data: records of correspondence, calls, and enquiries

We only collect data that is necessary for the purposes outlined in this notice.

4. How We Collect Your Data

We collect personal data in a variety of ways, including:

Directly from you (e.g. when you contact us, register, or instruct us)
Through property portals and third-party platforms
From referees, employers, and referencing agencies
From solicitors, mortgage brokers, and other professionals
From publicly available sources such as HM Land Registry
Through our website via cookies and analytics tools

5. How We Use Your Data

Lettings Services:

Processing tenancy applications and referencing
Preparing tenancy agreements
Managing tenancies, rent collection, and maintenance
Communicating with landlords, tenants, and contractors

Sales Services:

Marketing properties and arranging viewings
Negotiating offers and progressing sales
Liaising with solicitors, surveyors, and brokers

General Business Purposes:

Communicating with you and responding to enquiries
Improving our services and customer experience
Maintaining internal records
Complying with legal and regulatory obligations

6. Lawful Bases for Processing

Contractual Necessity: to perform a contract or take steps prior to entering into a contract
Legal Obligation: to comply with legal and regulatory requirements
Legitimate Interests: to operate and improve our business, provided your rights do not override these interests
Consent: where required (e.g. marketing communications)

7. Anti-Money Laundering (AML) and Compliance

To comply with the Money Laundering Regulations 2017, we are required to verify the identity of clients and, where applicable, establish the source of funds.

Requesting identification documents
Conducting electronic identity checks
Retaining records for statutory periods
Reporting suspicious activity to relevant authorities where required

Failure to provide required information may prevent us from proceeding with a transaction.

8. Sharing Your Personal Data

Landlords, tenants, buyers, and sellers
Referencing and credit-checking agencies
Solicitors, conveyancers, and legal advisers
Mortgage brokers and financial advisers
Contractors and maintenance providers
Property portals and marketing platforms
Local authorities, HMRC, and regulatory bodies
Law enforcement agencies where required

All third parties are required to respect the security of your personal data and process it in accordance with the law.

9. International Transfers

Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses.

10. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes it was collected for, including legal, accounting, and regulatory requirements.

Tenancy and sales records: up to 6 years after the end of the relationship
AML records: 5 years as required by law

After this period, data will be securely deleted or anonymised.

11. Data Security

Secure IT systems and encryption
Restricted access controls
Staff training on data protection
Procedures for handling data breaches

12. Your Rights

Access your personal data
Request correction of inaccurate data
Request erasure (“right to be forgotten”)
Restrict processing
Object to processing based on legitimate interests
Data portability
Withdraw consent at any time (where applicable)

To exercise your rights, please contact us using the details below.

13. Complaints

If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Website: www.ico.org.uk

We would, however, appreciate the opportunity to address your concerns first.

14. Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect legal, regulatory, or operational changes. The latest version will always be available upon request or on our website.

15. Contact Us

If you have any questions about this Privacy Notice or how your data is handled, please contact: