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Privacy Policy

  1. Who we are

This privacy policy explains how Cromwells Estate Agents ("we", "us", "our") collects, uses, and protects your personal data when you visit our website, contact us, or use our estate agency services.

We are the data controller for the personal data we collect.

Company details:

Company name: Cromwells Estate Agents Ltd
Registered address: 54–56 High Street, Cheam, Surrey, SM3 8RW
Company number: 05833026

If you have any questions about this policy or how we handle your personal data, please contact us using the details in Section 10 below.

  1. What personal data we collect

Depending on how you interact with us, we may collect:

Contact details — name, email address, postal address, telephone number
Property-related information — details of properties you are buying, selling, letting, or renting; your search criteria, budget, and preferences
Enquiry and communication records — messages sent via our website, phone calls, emails, and viewing requests
Financial information — income details, mortgage or affordability information, and proof of funds, where relevant to a transaction
Identity verification data — copies of ID documents (e.g. passport, driving licence) and proof of address, which we are legally required to collect under the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017
Technical data — IP address, browser type, device information, and pages visited on our website, collected via cookies and similar technologies (see Section 6)
Marketing preferences — whether you have consented to receive marketing communications from us

  1. How we use your personal data and our legal basis

Responding to enquiries about buying, selling, letting, or renting property — Contract / Legitimate interests
Arranging and conducting property viewings and valuations — Contract / Legitimate interests
Carrying out identity and anti-money laundering checks — Legal obligation
Progressing a sale, purchase, or tenancy — Contract
Sending property alerts and marketing communications — Consent
Improving our website and services — Legitimate interests
Maintaining business records and complying with regulatory requirements — Legal obligation
Preventing fraud and protecting our business — Legitimate interests

Where we rely on consent (for example, for marketing emails), you can withdraw that consent at any time — see Section 8.

  1. Who we share your data with

We may share your personal data with:

Solicitors, conveyancers, and mortgage brokers involved in a transaction
Landlords, tenants, buyers, or sellers, where necessary to progress a transaction
Referencing and credit check agencies (for lettings)
Identity verification and anti-money laundering compliance providers
IT, website hosting, and CRM service providers who process data on our behalf
Regulatory bodies, ombudsman schemes, or redress schemes we are a member of
Law enforcement or other authorities, where required by law

We do not sell your personal data to third parties.

  1. International data transfers

Where any of our service providers store or process data outside the UK, we ensure appropriate safeguards are in place, such as the UK's International Data Transfer Agreement or adequacy regulations, so your data remains protected to UK standards.

  1. Cookies

Our website uses cookies and similar technologies to:

Ensure the website functions correctly
Understand how visitors use our site (analytics)
Remember your preferences
Support marketing and advertising, where you have consented

You can control or disable cookies through your browser settings. Disabling some cookies may affect how our website functions.

  1. How long we keep your data

We retain personal data only for as long as necessary for the purposes it was collected, including to satisfy legal, accounting, or reporting requirements. As a guide:

Enquiry data with no resulting transaction: typically up to 2 years
Transaction and client records: typically 6 years after the transaction completes, in line with legal and regulatory obligations
Identity verification records: as required under anti-money laundering regulations, typically 5 years after the business relationship ends
Marketing consent records: until you withdraw consent, plus a record of that withdrawal

  1. Your rights

Under UK data protection law, you have the right to:

Access the personal data we hold about you
Rectify inaccurate or incomplete data
Erase your data in certain circumstances
Restrict how we use your data
Object to processing based on legitimate interests or for direct marketing
Data portability, where technically feasible
Withdraw consent at any time, where processing is based on consent

To exercise any of these rights, contact us using the details in Section 10. We may need to verify your identity before responding.

You also have the right to complain to the Information Commissioner's Office (ICO) if you believe we have not handled your data properly:

Website: ico.org.uk
Helpline: 0303 123 1113

  1. Data security

We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. Access to personal data is limited to staff and third parties who need it to perform their role.

  1. Contact us

If you have any questions about this privacy policy or how we handle your personal data, please contact us at:

Cromwells Estate Agents Ltd
54–56 High Street
Cheam Village
Surrey
SM3 8RW

Email: admin@cromwellscheam.co.uk
Telephone: 0208 642 4249
Company number: 05833026

  1. Changes to this policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on this page with an updated revision date.