Privacy Policy (UK GDPR Compliant)
Last Updated: 17/11/2025
Reinhardt Estate Agents ("we", "our", "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are (Data Controller)
Reinhardt Estate Agents is the data controller responsible for your personal data.
Address:
Reinhardt Estate Agents
48 Coldharbour Lane
Hayes
Middlesex
London
UB3 3EP
Email: lets@reinhardt.co.uk
Phone: 020 8756 0600
2. The Data We Collect
We may process the following categories of personal data:
2.1 Identity & Contact Details
- Name
- Address
- Email address
- Telephone numbers
- Proof of identity (passport, driving licence, etc.)
2.2 Transaction & Property Information
- Property address and ownership information
- Tenancy or sales details
- Maintenance and inspection records
- Landlord and tenant information
- Guarantor details (if applicable)
2.3 Financial & Verification Data
- Bank details for rental payments, deposits, or refunds
- Credit checks and referencing
- Anti-money laundering (AML) verification documents
- Proof of funds for sales transactions
2.4 Website & Technical Data
- IP address
- Device and browser information
- Cookies and tracking data
- Website usage analytics
2.5 Marketing Data
- Communication preferences
- Engagement with newsletters or property alerts
3. How We Collect Your Data
- Direct interactions (forms, emails, calls, visits to our office)
- Property viewings, valuations, and inspections
- Our website and online registration forms
- Third-party referencing and AML agencies
- Land Registry and other public databases
- Communication with solicitors, surveyors, or utility companies
4. How We Use Your Personal Data
- Providing estate agency services (sales, lettings, management)
- Marketing suitable properties or services (with consent)
- Conducting referencing and affordability checks
- Preparing legal agreements and documentation
- Rent collection, property maintenance, and tenancy management
- Meeting regulatory and compliance obligations (AML, HMRC, ICO)
- Maintaining records and improving our services
- Communication regarding your property or enquiry
5. Legal Basis for Processing (UK GDPR)
- Contractual necessity – to deliver the services you request
- Legal obligation – AML checks, tax compliance
- Legitimate interests – managing our business operations
- Consent – marketing communications or optional data collection
You may withdraw consent at any time.
6. Sharing Your Information
We may share your information with:
- Referencing and credit check agencies
- Maintenance contractors and service providers
- Solicitors, surveyors, and financial advisors
- Deposit protection schemes (e.g., DPS/TDS/MyDeposits)
- Utility companies and local authorities
- HMRC and law enforcement (where legally required)
- IT, software, website, and data storage providers
We never sell your personal information.
7. International Data Transfers
If personal data is transferred outside the UK, we ensure appropriate safeguards are in place, including:
- UK-approved Standard Contractual Clauses
- Adequacy regulations
- Contractual and organisational protections
8. Data Retention
We keep your data only as long as necessary for the purposes collected:
- Tenancy and property transaction records: 6–7 years
- AML documents: 5 years (as required by law)
- Marketing data: until you opt out
- Website analytics: varies by cookie settings
After the retention period, data is securely deleted or anonymised.
9. Your Rights Under UK GDPR
- Access – request a copy of your personal data
- Rectification – correct inaccurate or incomplete data
- Erasure – request deletion where applicable
- Restriction – limit processing
- Objection – to certain types of processing
- Data portability – request transfer of your data
- Withdraw consent – at any time
- Complain – to the Information Commissioner’s Office (ICO)
ICO website: www.ico.org.uk
To exercise your rights, contact us at: lets@reinhardt.co.uk or 020 8756 0600.
10. Marketing Communications
We will only send marketing materials where:
- You have given explicit consent, or
- You are an existing customer and the communication is relevant and lawful.
You may unsubscribe at any time.
11. Cookies
Our website uses cookies to:
- Improve your experience
- Analyse website performance
- Enable essential site functionality
You can manage cookie preferences via your browser or our cookie banner.
12. Data Security
We use appropriate physical, electronic, and procedural safeguards to protect your personal information, including:
- Secure servers
- Restricted staff access
- Encryption and password protection
- Regular data audits
13. Changes to This Policy
We may update this Privacy Policy from time to time. Any significant updates will be communicated on our website or via email where appropriate.
14. Contact Us
For any questions, concerns, or to exercise your privacy rights, please contact:
Reinhardt Estate Agents
48 Coldharbour Lane
Hayes
Middlesex
London
UB3 3EP
Email: lets@reinhardt.co.uk
Phone: 020 8756 0600