Privacy Policy

Effective Date: 20 February 2024

At Rightprop Estate Agency, your privacy is of the utmost importance to us. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By engaging with Rightprop (referred to as “we”, “our”, “us”), whether via our website, in person, by phone or email, you consent to the practices described in this policy.

1. Who We Are

Rightprop is a property agency offering services including residential sales, lettings, and property management. We are based in Caversham, Reading, UK.

Data Controller: Ruchika Pandhi
Rightprop Estate Agency
Caversham, Reading, UK
Email: rp@rightprop.co.uk
Phone: 07757307654

2. What Data We Collect

We may collect and process the following personal data:

For Sellers/Landlords:

Full name, address, and contact details
Proof of identity (e.g., passport, driving licence)
Proof of ownership (e.g., title deed, land registry)
Bank details (for rent or sales proceeds)
Property information and marketing preferences

For Buyers/Tenants:

Full name, address, and contact details
Proof of ID and right to rent (passport, share code, etc.)
Employment and income details
Credit history and references
Bank details for rent or deposits

For Website Users or Enquiries:

Name and contact details
IP address and browser information
Property preferences

3. How We Use Your Data

We use your personal data for the following purposes:

To respond to enquiries and provide requested services
To manage sales, lettings, and property management functions
To comply with legal obligations (e.g., AML and Right to Rent checks)
To carry out credit referencing and tenant vetting
To maintain internal records and billing
To send marketing communications (with your consent)

4. Legal Bases for Processing

We rely on the following legal bases for processing your data:

Contractual necessity: to fulfil our obligations under contracts with you
Legal obligation: to comply with anti-money laundering and property laws
Legitimate interest: for business efficiency, fraud prevention, and service improvement
Consent: for optional marketing and communications (you can withdraw this at any time)

5. How We Share Your Data

We may share your personal data with:

Solicitors, mortgage advisors, or surveyors involved in your transaction
Credit referencing and tenant referencing agencies
Utility providers and local councils
HMRC, regulatory bodies, or law enforcement if required
Our CRM, cloud storage, and IT providers (under strict data processing agreements)

We do not sell or share your data with third parties for unrelated marketing purposes.

6. Data Retention

We retain your personal data only for as long as necessary:

Tenant and landlord records: typically 6–7 years (for legal and tax reasons)
General enquiries: up to 1 year
AML-related documents: at least 5 years
You may request earlier deletion if there is no overriding legal requirement to retain your data.

7. Your Rights

Under the UK GDPR, you have the following rights:

Right to access the data we hold about you
Right to rectify any inaccuracies
Right to erasure (‘right to be forgotten’)
Right to restrict processing
Right to data portability
Right to object to certain uses (e.g., direct marketing)
Right to withdraw consent at any time (for marketing communications)

To exercise any of these rights, please contact us at rp@rightprop.co.uk.

8. Cookies and Website Tracking

Our website may use cookies to enhance user experience and collect basic analytics (e.g., Google Analytics). You can control cookies through your browser settings.

9. Data Security

We take appropriate physical, electronic, and organisational measures to protect your personal data from loss, misuse, or unauthorised access. Our systems are securely encrypted and access is limited to authorised personnel only.

10. Third-Party Links

Our website may contain links to external sites. We are not responsible for the privacy practices or content of third-party websites.

11. Changes to This Policy

We may update this policy occasionally to reflect changes in the law or services. The latest version will always be available on our website.

12. Contact Us

If you have questions about this Privacy Policy or how we handle your data, please contact:

Rightprop Estate Agency
All hallows road,Caversham, Reading, UK
Email: rp@rightprop.co.uk
Phone: 00441184050019

If you are not satisfied with our response, you can lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.