Privacy Policy

This privacy notice sets out how we will process personal data we collect from or about you, or which you provide to us. Please read this notice carefully to understand why data is being collected and what we do with that data.

Our website and services may contain links to independent websites which are not provided by us. Such independent sites are not under our control, and we are not responsible for and have not checked and approved their content or their privacy policies.

We may change the privacy notice from time to time by amending this page.

Who are we?

For the purpose of the Data Protection Act 2018 and General Data Protection Regulation EU 2016/679, the data controller is Newman Property Services Ltd a company registered in England under company number 4018410, whose registered address 5 Regent Street, Rugby, Warwickshire, CV21 2PE. ICO Registration Number Z1364409 for The Property Experts ZB553814.

If you have any questions about this notice, please contact our Privacy Lead:

Name – Jim Harris

Email – jim@thepropertyexperts.co.uk

Postal Address: 5 Regent Street, Rugby, CV21 2PE

What personal data we collect

 We may collect and process the following categories of personal data:

Identity and contact information – name, address, email, telephone number.

Identity verification – copies of ID, proof of address, right-to-rent/right-to-work checks, to comply with legal obligations (e.g. Money Laundering Regulations 2017, Immigration Act).

Financial information – bank details (for rent collection, tenancy deposits, payments).

Property and service details – details of property transactions, tenancy agreements, valuations, offers, instructions.

Special category data – health/disability information if required to meet property access needs (only processed with your explicit consent or where necessary for legal claims).

Technical data – IP address, device/browser information, usage data from our website and apps.

Communications – records of emails, calls, correspondence with us.

Marketing preferences – areas of interest, consent to receive updates.

Why we process your data and the legal basis

We process your personal data for the following purposes and under these lawful bases:

Purpose of processing	Examples of personal data used	Lawful basis
Providing estate agency and lettings services	Name, contact details and property details	Performance of a contract
Verifying your identity and meeting anti-money laundering and other legal requirements	Identity documents and proof of address	Legal obligation
Arranging tenancy agreements and deposit accounts	Financial details and tenancy agreement information	Performance of a contract and legal obligation
Marketing our properties and services	Contact details and marketing preferences	Consent for electronic marketing Legitimate interests for similar services offered to existing customers
Sharing information with relevant third parties where needed to provide our services	Identity, financial and contact information	Performance of a contract and legitimate interests
Managing accounts, invoices and business records	Transaction records and invoices	Legal obligation, including tax and anti-money laundering requirements Legitimate interests
Improving our website, systems and services	Website usage data and technical information	Legitimate interests
Processing special category data where necessary, such as access requirements	Health, disability or access-related information	Explicit consent or legal claims

Who we share your data with

We share your information with trusted third parties where necessary to provide services, comply with legal obligations, or for business operations. These include but are not limited to:

Group companies/affiliates: Newman Property Services Ltd, The Property Experts Intl Ltd, Fine & Country Ltd, The Auction Company, F&C (Midlands) Limited, Nurtur.Group Ltd, The Commercial Experts, , DreamHome Films Ltd. Self Employed Partner Agents

Property portals & marketing partners: REX, Rightmove, Zoopla, OnTheMarket, Allagents, PrimeLocation, Property Logic, Yomdel, Guild of Professional Estate Agents, HIPLA, YOTI, DreamHome Films Ltd.
The Property Services, We may pass your data to Solicitors and Estate Agents that are in a chain in relation to your purchase and/or sale of property, , Owners of properties you arrange to view, National Crime Agency (Anti Money Laundering), Property Box, Barclaycard. Participate in one of our surveys,

Professional service providers: Mortgage Advice Bureau, Conveyancers, Surveyors, referencing agencies, energy/council/utility providers, Feedback and service reference agencies.

Technology & software providers: Rex Software, Rex Labs Ltd, Hipla Ltd, Homesearch Ltd, Orca Business Support Ltd, Brief Your Market Intl Ltd, PropertyBox, Facebook, Instagram WhatsApp, OpenAI Inc.

Specialist contractors & suppliers: Board Erection Company, Lemon & Lime Homes Ltd (property staging).

Service providers:  We may engage trusted third-party service providers to support the operation of our business.  For example, we use an external telephone answering service to handle incoming calls on our behalf (Orca Business Support Limited).  When doing so, they may collect and process personal information such as your name, contact details and the content of your message.  These providers act only on our instructions, are not permitted to use your date for the own purposes, and are bound by strict contractual and confidentiality obligations.

We do not sell your personal data to third parties.

International transfers

Some of our suppliers are based outside the UK/EEA (e.g. WhatsApp, OpenAI, some cloud/email providers). Where this occurs, we ensure appropriate safeguards are in place, such as:

Adequacy decisions,

International Data Transfer Agreements (IDTAs),

Standard Contractual Clauses (SCCs).

How long we keep your data

We keep personal data only as long as necessary. Typical retention periods are:

AML / identity checks – 5 years after the end of the business relationship.

Tenancy agreements / deposit records – 7 years.

Property transaction files (sales/lettings) – 6 years (limitation period for legal claims).

Marketing data – until you withdraw consent or unsubscribe (reviewed every 2 years).

Website/technical logs – up to 2 years.

Your rights

You have the following rights under UK data protection law:

Access – request a copy of your data.

Rectification – correct inaccurate or incomplete data.

Erasure – request deletion of your data where we no longer have a lawful reason.

Restriction – request we suspend processing.

Objection – to processing based on legitimate interests or for direct marketing.

Portability – request your data be transferred to another organisation.

Withdraw consent – where processing is based on consent.

Automated decision-making – you have the right not to be subject to decisions based solely on automated processing, unless necessary for a contract or required by law. We do not currently make solely automated decisions, but some referencing agencies may use automated systems alongside human review.

Security of your data

We use appropriate technical and organisational measures to protect your personal data, including encryption, access controls, and secure servers.

If we provide you with login details, you are responsible for keeping these confidential.

Complaints

If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated by writing to Jim Harris, Managing Director, The Property Experts jim@thepropertyexperts.co.uk

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the UK data protection regulator, the Information Commissioner’s Office ICO).  Further details can be found at www.ico.org.uk or 0303 123 1113.

Updates

We may update this Privacy Policy from time to time. The latest version will always be available on our website.

June 2026