1. Introduction
Option Estates Ltd ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our website, services, or otherwise interact with us. This policy is provided in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Option Estates Ltd is registered in England and Wales under company number 15783733. Our registered office is at 119a Friargate, Derby, DE1 1EX. We are the data controller responsible for your personal data.
2. Information We Collect
We may collect and process the following categories of personal data:
- Identity Data: Full name, title, date of birth, and photographic identification documents.
- Contact Data: Email address, telephone number, postal address.
- Financial Data: Proof of funds, mortgage details, and other financial information relevant to property transactions.
- Property Data: Details of properties you are interested in buying, selling, or letting.
- Technical Data: IP address, browser type, device information, and website usage data collected via cookies and similar technologies.
- Communication Data: Records of correspondence, enquiries, and feedback you provide to us.
3. How We Use Your Information
We use your personal data for the following purposes:
- To provide our estate agency, lettings, and property management services.
- To process property transactions, including sales, purchases, and lettings.
- To carry out anti-money laundering checks as required by law.
- To communicate with you regarding your property enquiries, viewings, and transactions.
- To send you marketing communications where you have given your consent or where we have a legitimate interest to do so.
- To comply with our legal and regulatory obligations.
- To improve our website, services, and customer experience.
4. Legal Basis for Processing
We process your personal data on the following legal bases:
- Contract: Where processing is necessary for the performance of a contract with you or to take steps at your request prior to entering into a contract.
- Legal Obligation: Where we are required to process your data to comply with a legal obligation, including anti-money laundering regulations.
- Legitimate Interests: Where processing is necessary for our legitimate business interests, provided these are not overridden by your rights and freedoms.
- Consent: Where you have given clear consent for us to process your personal data for a specific purpose, such as marketing communications.
5. Sharing Your Information
We may share your personal data with the following third parties where necessary:
- Other parties involved in a property transaction, such as solicitors, mortgage brokers, surveyors, and other estate agents.
- Property portals including Rightmove, Zoopla, and PrimeLocation for the purpose of marketing properties.
- Option Finance Ltd for the provision of mortgage and financial advice services.
- Credit reference and identity verification agencies for anti-money laundering purposes.
- Our professional advisers, including accountants, auditors, and legal advisers.
- Regulatory bodies, law enforcement agencies, or other authorities where required by law.
- IT service providers who support our business operations.
We will never sell your personal data to third parties for marketing purposes.
6. Your Rights Under UK GDPR
Under UK data protection law, you have the following rights:
- Right of Access: You have the right to request a copy of the personal data we hold about you.
- Right to Rectification: You have the right to request that we correct any inaccurate or incomplete personal data.
- Right to Erasure: You have the right to request that we delete your personal data, subject to certain conditions.
- Right to Restrict Processing: You have the right to request that we limit the way we use your data.
- Right to Data Portability: You have the right to request that we transfer your data to another organisation or directly to you.
- Right to Object: You have the right to object to processing based on legitimate interests or for direct marketing purposes.
- Right to Withdraw Consent: Where we rely on your consent to process your data, you have the right to withdraw that consent at any time.
To exercise any of these rights, please contact us at info@optionestates.co.uk or write to us at 119a Friargate, Derby, DE1 1EX. We will respond to your request within one month.
7. Cookies
Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyse website traffic, and understand where our visitors come from. For detailed information about the cookies we use and how to manage your preferences, please see our Cookie Policy.
8. Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. For property transactions, we typically retain records for a minimum of six years following the completion of a transaction, in line with anti-money laundering regulations and the Limitation Act 1980. Marketing data is retained until you unsubscribe or withdraw your consent. Website analytics data is retained for a maximum of 26 months.
9. Data Security
We have implemented appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encryption, access controls, secure data storage, and regular security reviews. However, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.
10. 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. We encourage you to review this policy periodically.
11. Contact Us
If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us:
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.