Privacy Policy Clear, careful and proportionate.

1. Who we are

2. Information we collect

Depending on how you deal with us, we may collect:

• Identity and contact details: name, address, email address, telephone number, date of birth and signatures.
• Property information: property address, ownership, tenancy, condition, photographs, access arrangements, valuation details and marketing instructions.
• Enquiry and preference information: buying, selling or rental requirements, budget, preferred areas, bedrooms, viewing availability and communications.
• Tenancy and maintenance information: tenancy details, repair reports, contractor access, photographs, emergency information and correspondence.
• Transaction and payment information: offers, rent, deposits, invoices, bank details and payment records where required to provide a service.
• Compliance information: identity documents, source-of-funds information, sanctions and anti-money-laundering checks, Right to Rent evidence and other records required by law.
• Technical information: IP address, browser and device information, page URLs, security logs and basic website usage information.
• Marketing preferences: whether you want to receive property alerts, service updates or other marketing.

Sensitive information

We do not routinely ask for special category information. We may process limited health, vulnerability, criminal allegation or legal-dispute information where it is necessary to protect someone, make reasonable adjustments, manage a tenancy, establish or defend legal claims, or comply with the law.

Where information comes from

We usually collect information directly from you. We may also receive it from a landlord, seller, buyer, tenant, guarantor, property portal, referencing provider, contractor, solicitor, mortgage broker, insurer, local authority, public register, utility provider or another person involved in a transaction or tenancy.

3. How and why we use personal information

Where we rely on legitimate interests, those interests include operating a responsible property business, responding to customers, protecting property and funds, preventing fraud, maintaining records, improving services and securing our systems. We consider whether those interests are necessary and balanced against the rights and expectations of the people concerned.

We do not currently make decisions that produce legal or similarly significant effects solely by automated means. Website calculators and instant-estimate tools provide indicative information only and do not make final decisions.

4. Who we share information with

Where necessary and proportionate, we may share information with:

• landlords, sellers, buyers, tenants, guarantors and other parties to a property transaction or tenancy;
• contractors, surveyors, inventory providers, photographers, valuers and maintenance suppliers;
• referencing, identity-verification, anti-money-laundering, sanctions and fraud-prevention providers;
• solicitors, courts, bailiffs, insurers, accountants, mortgage brokers and other professional advisers;
• deposit-protection, client-money-protection, redress and regulatory organisations;
• property portals, marketing platforms and utility or tenancy-management providers;
• our website, hosting, email, CRM, document-storage, payment and IT-support providers;
• HMRC, the National Crime Agency, police, local authorities, courts, regulators or other public bodies where required or permitted by law.

Suppliers acting as processors may only use personal information on our instructions and must apply appropriate security and confidentiality measures. We do not sell or rent personal information to third parties.

International transfers

Some technology suppliers may process information outside the UK. Where that happens, we use an approved adequacy arrangement or appropriate contractual and organisational safeguards, unless another lawful transfer mechanism applies.

5. How long we keep information

We keep personal information only for as long as it is reasonably needed for the purpose collected, to meet legal and regulatory duties, and to establish or defend legal claims. Typical periods are:

• General enquiries: normally up to 24 months after the last meaningful contact.
• Sales, lettings, management, tenancy, maintenance and complaint records: normally for the relationship and up to six years afterwards, unless a longer or shorter period is justified.
• Anti-money-laundering records: normally five years after the business relationship ends or the relevant transaction completes.
• Accounting and payment records: for the period required by tax, company and accounting law.
• Marketing records: until you opt out or the information is no longer useful; we may keep a minimal suppression record to respect an opt-out.
• Security logs: for a limited period proportionate to security, fraud-prevention and troubleshooting needs.

We may retain information longer where a dispute, investigation, safeguarding concern or legal hold requires it.

Security

We use proportionate technical and organisational measures designed to protect personal information against loss, misuse, unauthorised access, alteration and disclosure. No internet service is completely risk-free, so please avoid sending unnecessary sensitive information through ordinary email or open website forms.

6. Cookies, website analytics and marketing

We may use cookies or similar technologies that are strictly necessary to operate, secure and remember essential website functions. Where consent is required for analytics, advertising or other non-essential technologies, we will ask before using them and provide a way to change your choice.

If you ask for property alerts or marketing, we may contact you about relevant properties and services. You can unsubscribe at any time by using an unsubscribe option, replying to the message, or contacting us. We will stop direct marketing when you object.

7. Your data protection rights

Depending on the circumstances, you may have the right to:

• be informed about how your information is used;
• request access to your personal information;
• ask us to correct incomplete or inaccurate information;
• ask us to erase information where the right applies;
• ask us to restrict how information is used;
• receive certain information in a portable format;
• object to processing based on legitimate interests;
• object at any time to direct marketing;
• withdraw consent, where processing depends on consent.

These rights are not absolute and exemptions may apply. We may ask for reasonable proof of identity before acting on a request. We normally respond without undue delay and within the period required by law.

8. Data protection complaints

Please give us the opportunity to resolve a concern first. Email info@dagenhamestates.co.uk with the subject “Data protection complaint”, or use our contact form.

Please explain what happened, the information involved and the outcome you are seeking. We will acknowledge a data protection complaint within 30 days and respond without undue delay.

You also have the right to complain to the Information Commissioner’s Office. Details are available at ico.org.uk.

9. Contact us and policy updates

Questions, rights requests and privacy concerns can be sent to info@dagenhamestates.co.uk or posted to Dagenham Estates, 425 Becontree Avenue, Dagenham, RM8 3UH.

We may update this policy when our services, suppliers or legal obligations change. The latest version will appear on this page with a revised date.