Depending On How You Deal With Us, We Collect:

• Identity and contact details: name, address, email, telephone, date of birth, emergency contacts.
• Identity verification: photographic ID, proof of address, proof of ownership and, where required, source of funds, together with the results of anti-money-laundering and sanctions checks.
• Financial details: bank details to pay or receive rent or sale proceeds, deposits, proof of funds and mortgage information.
• Property information: ownership, tenure, condition, and details given in a selling checklist or tenancy application.
• Tenant and applicant information: employment, income, references, right to rent checks, guarantor and household details.
• Residents of blocks we manage: contact details, leaseholder or tenant status, service charge records, and access and entry records.
• Communications: emails, letters, messages (including WhatsApp), and call notes.
• Photographs and video of properties, which may show people or personal belongings. (We will try to avoid best we can).
• Website and marketing data: IP address, device and browsing data from cookies, and your marketing preferences.
• Special category data: only where you volunteer it or where needed to make adjustments for you, such as health or disability information to arrange access or accessible properties. We ask for your explicit consent first.

3. Where We Get Your Data

From you directly; From your landlord, tenant, buyer or seller; from solicitors, mortgage brokers and other agents in a transaction; from referencing, credit and identity-checking agencies; from public sources such as the Land Registry and Companies House; and from property portals when you enquire about a property.

4. How we use your data and our legal basis

Purpose	Examples	Legal basis (UK GDPR)
Providing our services	Marketing and selling a property, letting and managing a property, handling offers and negotiations, progressing a sale or tenancy	Contract; steps taken before a contract
Legal and regulatory duties	Identity and source-of-funds checks, anti-money-laundering and sanctions screening, tax records, Estate Agents Act duties, right to rent checks, redress scheme membership	Legal obligation
Running our business	Keeping accurate records, handling complaints, fraud prevention, enforcing our terms, insurance, accounting, staff training and quality control	Legitimate interests (our need to run and protect our business); legal obligation
Marketing to you	Emails, calls, texts or post about our services, new instructions and the property market	Consent where required (email, text, automated calls); legitimate interests for post and for existing customers where the law allows. You can opt out at any time.
Sharing with third parties for their marketing	Passing your details to mortgage brokers, removal firms and similar only if you have ticked the box	Consent
Special category data	Health or disability information needed to provide access or adjustments	Explicit consent; or legal claims or substantial public interest where applicable
Property marketing images	Photographs, video and floor plans of properties	Contract (marketing this property); consent for other promotional use

5. Who we share your data with

We only share data where we need to. Recipients include:

• Solicitors, licensed conveyancers, mortgage advisers and other agents involved in your transaction.
• Our service providers: EPC assessors, board-erecting companies, photographers and video providers, referencing, credit and identity-verification providers, contractors and surveyors, IT, CRM and cloud providers.
• Property portals (Zoopla, PrimeLocation, Rightmove and OnTheMarket) and social media platforms where we advertise.
• Tenancy deposit schemes, utility companies and local authorities where a tenancy or property requires it.
• Freeholders, managing agents and resident management companies for blocks we manage.
• HM Revenue & Customs, the police, the National Crime Agency, the Land Registry and other authorities where the law requires.
• The Property Ombudsman if a complaint is made.
• Third parties for their own marketing, only if you have agreed.

We do not sell your data.

6. Transfers outside the UK

Some providers we use (for example cloud hosting, email, messaging and social media platforms) may process data outside the UK. Where they do, we make sure the transfer is protected by the UK’s adequacy regulations, an approved transfer agreement (such as the International Data Transfer Agreement or UK Addendum) or another safeguard allowed by law.

7. How long we keep your data

Type of record	How long we keep it (suggested)
Identity and anti-money-laundering records	5 years after the end of our business relationship (legal requirement)
Sales files (instruction, offers, memorandum of sale, correspondence)	6 years after completion or withdrawal of instruction
Lettings and management files, tenancy and deposit records	6 years after the tenancy or management ends
Unsuccessful applicant or enquiry data	12 months
Marketing contacts	Until you opt out; reviewed every 2 years
Photographs and videos for marketing the property	While marketed; kept on file with the sales file; wider promotional use only with your consent
Complaints	6 years from resolution

8. Providing your data

You do not have to give us your data, but if the law or our contract requires it (for example identity and anti-money-laundering information) and you do not provide it, we may be unable to act for you. We will tell you if this happens.

9. Your rights

You have the right to be told how we use your data, to access a copy of it, to have inaccurate data corrected, to have it erased in some circumstances, to restrict or object to our use of it, to receive it in a portable format, and to withdraw consent at any time (withdrawal does not affect earlier use). To exercise a right, contact Cory Gaskin using the details in section 1. We will reply within one month.

10. Complaints

If you are unhappy with how we use your data, please contact us first. We will acknowledge your complaint within 30 days and respond without undue delay. You may also complain to the Information Commissioner’s Office at www.ico.org.uk or on 0303 123 1113.

11. Cookies and website

Our website uses cookies. Non-essential cookies are used only if you accept them.

12. Changes to this notice

We may update this notice. The current version is always on our website, and the version date is at the top.

Member of The Property Ombudsman, No. T11724.

Rockley Properties Ltd. Registered in England and Wales, Company No. 14594954.

Registered Office: 24 Woodford Avenue, Gants Hill, Ilford, Essex, IG2 6XG.

ICO Registration No. C1341054.