Privacy Policy

Effective Date: Nov 2025
Data Controller: Robinson Residential Sale and Lettings Ltd, registered in England and Wales, Company Number: 08649965 Registered address: 1st floor, 16 Reform Road, Maidenhead, SL6 8BY
Contact: Eddie Robinson, Managing Director

1. Introduction

We are committed to protecting your privacy and handling your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy explains what data we collect, how we use it, your rights, and how to contact us.

Except as set out below, we do not share, or sell, or disclose to a third party, any personal identifiable information collected by us.

2. Information We Collect

We may collect the following types of personal information:

Identification & Contact Details: Name, address, email, phone number.
Verification Data: Proof of identity (passport, driving licence), right-to-rent checks.
Financial Information: Bank details, proof of funds, mortgage details.
Property Details: Photographs, floor plans, EPC ratings, tenancy agreements.
Special Category Data: Health or access requirements (only where necessary and with consent).
Technical Data: IP address, browser type, and usage analytics via cookies.
Information on your close connections: where we are required to establish association required under regulatory obligations.
Your communication with us: including a record of email, WhatsApp or telephone correspondence. Calls may be recoded for training and monitoring purposes.

3. How We Collect Your Information

Directly from you: When you complete forms, make enquiries, or communicate with us.
Indirectly: From publicly available sources (e.g., Land Registry), credit reference agencies, or third-party service providers.

4. How We Use Your Information

We process your data for the following purposes:

• To provide estate agency services (sales, lettings, valuations).
• To comply with legal obligations (anti-money laundering, fraud prevention).
To manage payments and tenancy deposits.
To communicate with you regarding services and updates.
For marketing (only with your consent).
For internal analysis and service improvement.
Legal Bases:
Performance of a contract
Legal obligation
Consent (for marketing and special category data)
Legitimate interests (e.g., service improvement)

5. Sharing Your Information

We may share your data with:

Regulatory bodies: HMRC, law enforcement, ICO, local authority
Professional partners: Solicitors, surveyors, mortgage and insurance providers.
Service providers: Our database/CRM(Apex27), referencing agencies, contractors for property services, LettsPay, Credas, Acaboom, Land Registry, The Property Ombudsman, Rightmove Rent Guarantee, Stitch (WhatsApp integration), Fixflo, Aspect Inventories, Inventory Base, Tenancy Deposit Scheme, Docusign, IT support, contractor for EPC and photography,
Other parties in a transaction: Buyers, sellers, landlords, tenants.
We require all third parties to maintain appropriate security and confidentiality standards.

6. Data Security

We implement strict technical and organisational measures to protect your data from unauthorised access, loss, or misuse. This includes secure servers, encryption, and restricted access protocols. We provide data protection training to all employees and workers who need access to and process personal information.

7. Data Retention

We retain personal data only as long as necessary:

Typically up to 7 years for legal and regulatory purposes.
Marketing data is retained until you opt out.
Shorter periods apply for enquiries or viewings (usually 2 years).

8. International Transfers

If data is transferred outside the UK/EEA, we ensure adequate safeguards such as standard contractual clauses or transfers to countries with approved adequacy decisions.

9. Your Rights

As a user, you have the following rights:

A right to be informed about our collection and use of personal information
A right to access your personal information
A right to correct your personal information
A right to ask us to delete your personal information unless we are obliged to retain it for other legal reasons
A right to restrict or object to the processing or use of your personal information
A right to report to a supervisory authority about the use of your personal information

10. Cookies & Website Analytics

Our website uses cookies and analytics tools (e.g., Google Analytics) to improve functionality and user experience. For details, see our Cookies Policy.

11. Contact & Complaints

For questions or complaints about this policy or your data:

Email: eddie@robinsonestateagents.co.uk
Address: Robinson Residential Sales and Lettings Ltd, 1st Floor, 16 Reform Road, Maidenhead, SL6 8BY

You also have the right to lodge a complaint with the Information Commissioner’s Office.

Last Updated: Nov 2025