1. Introduction
Propertynest Estate Agents Ltd (“Propertynest”, “we”, “our” or “us”) is committed to protecting and respecting your personal data.
Propertynest Estate Agents Ltd is registered in England and Wales (Company No. 10617726) with its registered office at Parkhill Business Centre, Wetherby, LS22 5DZ.
Propertynest operates a network of property businesses throughout the United Kingdom under the “Propertynest” brand.
Branches operating under the Propertynest brand may be:
Independently owned businesses operating under licence from Propertynest Estate Agents Ltd (“Licensed Branches”); or
Subsidiary companies wholly or partially owned by Propertynest Estate Agents Ltd (“Subsidiary Branches”).
References in this Privacy Policy to “Propertynest”, “we”, “our” or “us” include Propertynest Estate Agents Ltd and, where applicable, its Licensed Branches and Subsidiary Branches operating under the Propertynest brand.
This Privacy Policy explains how personal data is collected, used and protected across the Propertynest network in accordance with:
The UK General Data Protection Regulation (“UK GDPR”)
The Data Protection Act 2018
The Privacy and Electronic Communications Regulations (“PECR”)
For the purposes of UK GDPR, Propertynest Estate Agents Ltd is a Data Controller.
2. Our Network Structure & Data Controller Status
Independent and Joint Controller Arrangements
Each Licensed Branch operates as an independent Data Controller in respect of personal data processed in connection with its own local estate agency and lettings activities.
Each Subsidiary Branch acts as a Data Controller in respect of personal data it processes for its own property agency activities.
Propertynest Estate Agents Ltd also processes personal data centrally for purposes including:
Brand management
Network compliance and quality assurance
Anti-Money Laundering (AML) oversight
Centralised CRM and IT system administration
Marketing and website services
Risk management and fraud prevention
Regulatory compliance monitoring
Where Propertynest Estate Agents Ltd and a Licensed Branch or Subsidiary Branch jointly determine the purposes and means of processing personal data — including in relation to shared systems, compliance oversight, AML monitoring, marketing platforms and network administration — the parties may act as Joint Data Controllers under UK GDPR.
In such circumstances, Propertynest Estate Agents Ltd may have access to personal data processed by Licensed Branches or Subsidiary Branches where necessary for:
Regulatory compliance
AML supervision
Network governance
Risk management
Central system administration
Brand protection
Where a joint controller arrangement applies, the essence of that arrangement will be made available upon request in accordance with Article 26 UK GDPR.
A list of Licensed Branches and Subsidiary Branches operating under the Propertynest brand is available upon request.
3. Personal Data We Collect
We may collect personal data directly from you, from third parties involved in property transactions, and from publicly available sources where necessary.
Identity Data
Full name
Date of birth
Nationality
Marital status (where required for transactions)
Contact Data
Address
Email address
Telephone numbers
Financial & Transaction Data
Bank account details (for payments or refunds)
Income and expenditure information
Tax details where legally required
Mortgage information
Deposit and rental records
Sale and purchase transaction details
Compliance Data (AML & Legal Requirements)
To comply with Anti-Money Laundering Regulations and related legislation:
Photographic identification
Proof of address
Source of funds documentation
Sanctions screening results
Politically Exposed Person (PEP) checks
Right to Rent documentation
Right to Let evidence
Property Data
Property addresses
Photographs and marketing images
Floor plans
EPC ratings
Inventories
Survey information
Technical & Usage Data
IP address
Device information
Browser type
Website interaction data
Cookie identifiers
Communications Data
Call recordings
Email correspondence
Enquiry records
Website session recordings (for analytics and usability)
CCTV Data
CCTV footage at our premises for security purposes
4. Lawful Basis for Processing
We process personal data under the following lawful bases:
Contractual Necessity
Where processing is necessary to:
Arrange property viewings
Market properties
Negotiate and manage sales
Negotiate and manage tenancies
Manage rental payments
Administer tenancy deposits
Provide related property services
Legal Obligation
Where required to comply with:
Anti-Money Laundering legislation
HMRC obligations
Right to Rent legislation
Court or regulatory requirements
Statutory accounting rules
Legitimate Interests
Where processing is necessary for our legitimate business interests, including:
Fraud prevention
Risk management
Network compliance oversight
Staff training and quality monitoring
CCTV security
Call monitoring
Business analytics
Client relationship management
We conduct balancing assessments where required.
Consent
We rely on consent where legally required, including:
Certain marketing communications
Non-essential website cookies
Optional third-party referrals
Consent may be withdrawn at any time.
5. Sharing of Personal Data
Personal data may be shared with:
Tenant referencing providers
Mortgage brokers and financial advisers
Conveyancers and solicitors
Surveyors and valuers
Energy assessors
Deposit protection schemes
Contractors and maintenance providers
Utility providers
CRM and cloud hosting providers
Marketing service providers
Accountants and auditors
Regulatory authorities and law enforcement agencies
All third parties are required to process personal data lawfully and securely.
6. International Transfers
Where personal data is transferred outside the United Kingdom, we ensure appropriate safeguards are in place, including:
UK International Data Transfer Agreements (IDTA)
UK adequacy regulations
Approved Standard Contractual Clauses
We take reasonable steps to ensure equivalent protection standards apply.
7. Data Retention
We retain personal data only for as long as necessary and in accordance with legal obligations.
Typical retention periods include:
Sales and tenancy files: 6 years after completion or termination
AML records: 5 years (as required by law)
Financial records: 6 years
Call recordings: up to 12 months
CCTV footage: typically 30 days unless required for investigation
Marketing data: until you withdraw consent or opt out
Data may be retained longer where required for legal claims.
8. Your Rights
Under UK GDPR, you have the right to:
Access your personal data
Rectify inaccurate data
Request erasure (subject to legal obligations)
Restrict processing
Object to processing
Data portability (where applicable)
Not be subject to solely automated decision-making
Requests should be made in writing to:
[email protected]
We will respond within one month.
9. Marketing Communications
We may send communications relating to property services based on:
Your consent; or
Our legitimate interests where appropriate.
You may opt out at any time.
10. Cookies
Our website uses cookies in accordance with PECR.
We use:
Strictly necessary cookies
Analytics cookies
Marketing cookies (subject to consent)
You may manage cookie preferences via our website banner.
11. Security Measures
We implement appropriate technical and organisational measures including:
Secure cloud-based systems
Role-based access controls
Encryption
Staff training
Confidentiality agreements
Regular compliance reviews
While we take appropriate safeguards, internet transmission cannot be guaranteed as completely secure.
12. CCTV & Call Recording
CCTV operates at our premises for security and crime prevention.
Telephone calls may be recorded for:
Training
Compliance
Dispute resolution
Fraud prevention
Website session tools may analyse aggregated behavioural patterns to improve usability.
13. Complaints
If you are dissatisfied with how your personal data has been handled, you may contact:
Information Commissioner's Office
www.ico.org.uk
Tel: 0303 123 1113
14. Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website.
Last updated: 23rd February 2026