1. Who We Are
Alistair Properties Ltd ("we", "us", "our") is a property management and estate agency company registered in England and Wales. Our registered office is:
10 Valentine Place, Peterborough, PE2 8WG, United KingdomWe are the Data Controller responsible for your personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Data We Collect
We may collect the following categories of personal data:
- Identity data — full name, date of birth, identification documents (where required for tenancy or purchase agreements)
- Contact data — email address, phone number, postal address
- Financial data — bank details, credit references, proof of funds (for property transactions)
- Property data — property preferences, inspection notes, rental/purchase history
- Technical data — IP address, browser type, pages visited, cookies (see Section 8)
- Communications data — enquiries, emails, complaints, and feedback you send us
We do not knowingly collect data from children under 18. If you believe a minor has provided data, please contact us immediately.
3. How We Use Your Data
We use your personal data for the following purposes:
- Matching you with suitable properties (for sale, rent, or lease)
- Processing tenancy, purchase, or management agreements
- Carrying out right-to-rent and anti-money-laundering (AML) checks as required by law
- Responding to your enquiries and providing customer support
- Sending property alerts, newsletters, and marketing materials (with your consent)
- Maintaining our accounts and records
- Improving our website and services through analytics
- Complying with our legal and regulatory obligations
4. Legal Basis for Processing (GDPR Article 6)
Under UK GDPR, we rely on the following lawful bases:
| Purpose | Lawful Basis |
|---|---|
| Fulfilling a tenancy or sale agreement | Contract performance (Art. 6(1)(b)) |
| AML / right-to-rent checks | Legal obligation (Art. 6(1)(c)) |
| Marketing communications | Consent (Art. 6(1)(a)) |
| Website analytics & security | Legitimate interests (Art. 6(1)(f)) |
| General enquiry handling | Legitimate interests (Art. 6(1)(f)) |
6. Data Retention
We retain personal data only as long as necessary:
- Tenancy / purchase records — 6 years after the transaction completes (legal obligation)
- AML records — 5 years after the end of the business relationship (Regulation 40, MLRS 2017)
- Marketing preferences — until you withdraw consent or unsubscribe
- General enquiries — up to 2 years if no further relationship is established
- Website analytics — 26 months (anonymised)
7. Your Rights Under UK GDPR
You have the following rights regarding your personal data:
- Right of access — request a copy of the personal data we hold about you (Subject Access Request)
- Right to rectification — ask us to correct inaccurate or incomplete data
- Right to erasure — request deletion of your data where there is no lawful reason to retain it
- Right to restrict processing — ask us to pause processing in certain circumstances
- Right to data portability — receive your data in a machine-readable format
- Right to object — object to processing based on legitimate interests or for direct marketing
- Right not to be subject to automated decisions — we do not use automated decision-making that significantly affects you
- Right to withdraw consent — at any time, where processing is based on consent
To exercise any right, email us at privacy@alistairproperties.co.uk. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).
9. Security
We implement appropriate technical and organisational measures to protect your data against unauthorised access, loss, or disclosure — including SSL encryption, access controls, and regular security reviews. However, no transmission over the internet is 100% secure, and we cannot guarantee absolute security.
10. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for their privacy practices and encourage you to read their policies before submitting any personal data.
11. Changes to This Policy
We may update this Privacy Policy from time to time. Significant changes will be communicated via email or a prominent notice on our website. The "Last updated" date at the top of this page will always reflect the most recent revision.
12. Contact & Data Protection Officer
For any questions about this policy or to exercise your rights:
Alistair Properties Ltd10 Valentine Place, Peterborough, PE2 8WG
Email: privacy@alistairproperties.co.uk
Tel: 07739 998 984