Privacy Policy

Effective date: 29 June 2025

Alan Jacob Estates is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please read this policy carefully.

1. Who We Are

Alan Jacob Estates is a property agency registered in England and Wales, operating from Office 27, 321-323 High Road, Romford, RM6 6AX. We act as the data controller for personal information collected through this website and in the course of providing our services. For any data-related enquiries, please contact us at admin@alanjacob.co.uk.

2. Information We Collect

We may collect and process the following categories of personal data: • Identity & contact data - name, email address, telephone number, and postal address provided when you enquire about a property or our services. • Property preferences - details about the properties you are interested in, budget, and preferred locations. • Financial information - general affordability details shared in the context of property transactions (we do not store payment card details). • Usage data - IP address, browser type, pages visited, and time spent on our website, collected automatically via cookies and analytics tools. • Communications - records of correspondence you send to us by email, telephone, or through our website.

3. How We Use Your Information

We use personal data to: • Respond to your property enquiries and provide estate agency services. • Match your requirements with suitable properties and contact you with relevant listings. • Comply with our legal obligations under the Estate Agents Act 1979, Anti-Money Laundering regulations, and other applicable legislation. • Send you marketing communications about properties and services (where you have given consent or where we have a legitimate interest to do so). • Improve our website and analyse usage patterns.

4. Legal Basis for Processing

We rely on the following lawful bases under UK GDPR: • Contract - processing necessary to perform a contract with you or take steps at your request before entering a contract. • Legal obligation - where we are required to process data to comply with the law (e.g., Anti-Money Laundering checks). • Legitimate interests - to manage our business operations and provide you with relevant property information, provided your rights and interests are not overridden. • Consent - for direct marketing communications; you may withdraw consent at any time.

5. Sharing Your Information

We may share your personal data with: • Solicitors, surveyors, mortgage advisers, and other professionals involved in your property transaction. • Referencing and credit-check agencies where required. • Our IT and software service providers who process data on our behalf under strict data processing agreements. • HMRC, the National Crime Agency, or other public authorities where legally required. We do not sell your personal data to third parties.

6. International Transfers

Where we transfer personal data outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR, including Standard Contractual Clauses or equivalent approved mechanisms.

7. Retention

We retain personal data for as long as necessary to fulfil the purposes for which it was collected, including meeting legal, regulatory, and reporting requirements. As a general guide: • Enquiry data - up to 2 years from last contact if no transaction proceeds. • Transaction data - at least 6 years from completion to comply with financial and legal record-keeping obligations. • Marketing preferences - until you withdraw consent or unsubscribe.

8. Cookies

Our website uses cookies to improve your browsing experience and to collect anonymised analytics data. Strictly necessary cookies are placed automatically. You may control or disable non-essential cookies through your browser settings. By continuing to use our website, you consent to our use of cookies as described here.

9. Your Rights

Under UK GDPR you have the right to: • Access - request a copy of the personal data we hold about you. • Rectification - ask us to correct inaccurate or incomplete data. • Erasure - request deletion of your data in certain circumstances. • Restriction - ask us to restrict processing while a dispute is resolved. • Portability - receive your data in a structured, machine-readable format. • Object - object to processing based on legitimate interests or for direct marketing. • Withdraw consent - at any time where processing is based on consent. To exercise any right, please contact us at admin@alanjacob.co.uk. We will respond within one calendar month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

10. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or destruction. Access to personal data is restricted to authorised personnel on a need-to-know basis.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The revised policy will be published on this page with an updated effective date. We encourage you to review this page periodically.

12. Contact Us

If you have any questions or concerns about how we handle your personal data, please contact us: Alan Jacob Estates Office 27, 321-323 High Road, Romford, RM6 6AX Email: admin@alanjacob.co.uk Telephone: +44 1708 921380

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