Privacy Policy
1. Who we are
Oak & Acre is a trading name of Oak and Acre Estate Agents Ltd (company number applied for, coming soon), 128 City Road, London, EC1V 2NX. We are the controller of the personal information described in this policy. We have applied to register with the Information Commissioner's Office; our registration number will be published here once issued. For any privacy question, contact Dr James Aziz, Director and data protection lead, at info@oakandacreestateagents.com or 01732 600623.
2. Information we collect
- Contact details: name, address, email address and phone number.
- Identity and anti-money laundering information: photo ID, proof of address, proof of ownership and source of funds.
- Property information: details, photographs, floorplans and compliance certificates.
- For tenants: employment, income, credit history, previous landlord references and Right to Rent documents.
- Financial information: bank details for paying rent, deposits and sale proceeds.
- Communications: emails, messages, call notes and records of viewings and offers.
- Website information: details you enter in our forms, and technical data such as your device and pages viewed.
- Community support requests: information you choose to share when asking for help or nominating a cause. This may include information about health or personal circumstances, which we treat with extra care.
3. How we use it, and our lawful basis
4. Who we share it with
We only share your information where needed to provide our services or meet the law. This may include buyers, sellers, landlords and tenants involved in your transaction; solicitors and conveyancers; mortgage brokers, if you ask us to introduce you; referencing and identity verification providers; tenancy deposit schemes; contractors carrying out repairs; property portals; our IT, email and software providers; our insurers and professional advisers; and HMRC, the police or other authorities where the law requires it. We never sell your personal information.
5. International transfers
Some of our service providers may store information outside the UK. Where they do, we make sure appropriate safeguards are in place, such as UK adequacy regulations or the UK International Data Transfer Agreement.
6. How long we keep it
- Anti-money laundering records: 5 years after the transaction or the end of our relationship.
- Sales and lettings files: 6 years after the sale completes or the tenancy ends.
- Accounting records: 6 years from the end of the financial year.
- Applicant and enquiry details where no transaction follows: 12 months.
- Marketing preferences: until you unsubscribe.
7. Your rights
You have the right to ask for a copy of your information, to have it corrected or deleted, to restrict or object to how we use it, to move it to another provider, and to withdraw consent at any time. Some rights are limited where we must keep information by law. To use any of these rights, contact us at info@oakandacreestateagents.com. We will respond within one month.
8. Security
We keep your information secure with access controls, encrypted systems and secure key management. Only staff who need your information can see it.
9. Cookies
Our website does not currently use cookies. Our Cookies Policy explains this, and what will happen if that changes.
10. Complaints
If you have a concern about how we handle your information, please contact us first. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
11. Changes to this policy
We will update this policy when our practices or the law change, and publish the latest version here.
This policy is a working draft prepared for Oak & Acre. Items in square brackets must be completed, and the policy should be reviewed by a qualified adviser before use.
