Privacy Policy

Privacy Notice

Last updated: 18/12/2024 – Next review date: 18/12/2025

This statement is provided in compliance with your right to be informed under the General Data Protection Regulation (GDPR). It also considers your rights under the Privacy and Electronic Communications Regulations (PECR).

1. Personal Information We Collect

We may collect and use the following personal information about you:

Your name and contact details (email address, telephone number, and company details if applicable)
Information to verify your identity (e.g., date of birth)
Your gender (if you choose to provide it)
Billing details, transaction history, and payment card information
Professional or personal online presence (e.g., LinkedIn profile) if shared with us
Your contact history and transaction/instruction history with us
Nationality, immigration status, and ID documents (e.g., passport) — especially for tenancy applications
Anti Money Laundering (AML) and Terrorist Financing check data
Land registry search results relating to your property

This personal information is required for us to provide our services. Without it, services may be delayed or unavailable.

2. Information We May Hold by Department

Estate Agency

Name, address, telephone numbers, email
Financial ability to purchase property

Property Management

All of the above, plus employment details, previous addresses, landlord references, Right to Rent checks, immigration status, and biometric ID

Financial Services

All of the above, plus sensitive information about health and financial position

Telephone Calls

All calls are recorded for training, monitoring, and dispute resolution purposes
Call data is securely stored with restricted access

3. How We Obtain Your Data

We gather your data through:

Information you previously provided
Your subscription to our marketing communications
Your purchase of or interest in our products and services

We act as both the data controller and data processor.

4. How We Use Your Data

Your data will be used to:

Assist you with property transactions and related financial services
Provide information and updates about our products and services (legitimate interest or with your consent)

If you withdraw consent, we will retain your data on an Unsubscribed User List to ensure no further marketing communications are sent.

5. Data Sharing

We may share your personal data with trusted third parties, such as:

Conveyancing partners (with your consent)
Professional services (e.g., structural engineers, surveyors)
Tenant referencing agencies
Deposit Protection Service or similar providers
Local Authorities for council tax registration
Tradesmen for property maintenance
Financial advisers we recommend
Landlords or letting agents for references (with your consent)
Regulators or legal authorities when required by law

All third parties must follow our security policies and are prohibited from using your data for their own purposes.

6. Data Retention

Data is kept until you request removal, plus seven years after any transaction we manage. If a claim is filed, data is kept for seven years after the claim’s resolution.

This is for legal compliance and protection against breach of contract or professional negligence claims.

7. Your Rights

Under GDPR, you have the right to:

Access your personal data
Rectify inaccurate or incomplete data
Erase your data (in certain cases)
Restrict processing in certain circumstances
Data portability – obtain and reuse your data
Object to certain types of processing
Withdraw consent at any time
Lodge a complaint with the Information Commissioner’s Office (ICO) or relevant regulator

To exercise these rights, contact our Data Protection Officer:
Email: support@simandrealestate.com

8. Automated Decision-Making

We do not anticipate automated decision-making or profiling. If this changes, we will inform you and provide options to request human review.

9. Updates to This Notice

We reserve the right to update this notice at any time. We will notify you when substantial changes occur.