Privacy Policy

Effective Date: 1st December 2024

Prime Property Agency Limited ("we," "us," or "our") is a property marketing and search agency committed to protecting the privacy and security of your personal data. This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal data through your use of our website (https://www.primepropertyagency.co.uk), engage our services, or otherwise interact with us.

We adhere to the principles outlined in the UK General Data Protection Regulation (UK GDPR) ((EU) 2016/679) and the Data Protection Act 2018 (DPA 2018).

We are the controller under the above data protection legislation and responsible for your personal data.  Personal data means any information about an individual from which that person can be identified. 

1. Information We Collect

We may collect, store, use and transfer the following types of personal data about you:

  • Personal Identification Information includes: Name, email address, phone number, postal address, and any other contact information you provide.

  • Property-Related Information includes: Property preferences, search history, transaction details, and enquiries made through the website.

  • Financial Information includes: For payment or transaction purposes, we may collect financial data such as bank account details though this is handled securely in line with payment regulations.

  • Technical Information includes: IP address, browser type, device type, operating system, and other technical data related to your use of our website.

  • Usage Data includes: Information on how you use our website, including which pages you visit, the length of your session, and links clicked.

  • Marketing and Communication Data includes: Your preferences in receiving marketing from us and our third parties, and your communication preferences including records of your communications with us, including emails, messages, or phone conversations.

We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity.  For example, we may aggregate individuals’ Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering.

 

2. How we collect your personal data

We use different methods to collect data from and about you including through:

  • Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

    • apply for our products or services;

    • create an account on our website;

    • subscribe to our service or publications;

    • request marketing to be sent to you;

    • enter a competition, promotion or survey; or

    • give us feedback or contact us.

  • Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Information about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Information about you if you visit other websites employing our cookies.  Please see our Cookie Policy for further details.

  • Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:

    • Technical Information is collected from the following parties:

      • analytics providers such as Google based outside the UK;

      • advertising networks such as Meta (Facebook & Instagram Ads), Google Ads (based outside the UK); and

      • search information providers such as Google Search Console (based outside the UK).

·   Contact, Financial, and Transaction Data is collected from providers of technical, payment, and delivery services such as Stripe, PayPal, or our banking partners (based inside or outside the UK, depending on the provider).

·   Identity and Contact Data is collected from data brokers or aggregators such as Experian or Zoopla data services (based inside the UK).

  • Identity and Contact Data is collected from publicly available sources such as Companies House and the Electoral Register (based inside the UK).

3.  How We Use Your Information

 We may use your personal data for one or more of the following purposes:

  • Registration: To register you as a new client.

  • Providing Property Search Services: To match your requirements with suitable properties, respond to enquiries, and facilitate viewings, offers, and negotiations.

  • Managing our relationship with you: Notifying you about changes to our Terms and Privacy Policy and dealing with your requests, complaints and queries.

  • To deliver relevant website content and online advertisements to you and measure or understand the effectiveness of the advertising we serve to you, for example, by way of Property Marketing: To advertise properties and contact potential buyers, investors, or sellers who may be interested in our offerings.

  • Client Communication: To respond to enquiries, send updates, and provide notifications about property listings or services.

  • Improving Our Services: To enhance the website’s functionality, analyse data analytics and customer usage trends, and personalise user experience.

  • Legal Compliance: To comply with our legal obligations, such as anti-money laundering (AML) requirements, and regulatory reporting.

  • Market research: To carry out market research through your voluntary participation in surveys.

 

4. Legal Basis for Processing

 The law requires us to have a legal basis for collecting and using your personal data.   We process your personal data based on the following legal grounds:

  • Consent: When you have provided explicit consent for us to process your data (e.g., subscribing to newsletters or marketing materials).

  • Contractual Necessity: When data processing is necessary for the performance of a contract (e.g., buying or selling property through us).

  • Legitimate Interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

  • Legal Obligations: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to, such as for financial or regulatory compliance. We will identify the relevant legal obligation when we rely on this legal basis.

 

5. How We Share Your Information

We do not sell your personal data. However, we may share your personal data where necessary with the parties set out below in the following ways:

  • Third-Party Service Providers: We may share data with trusted third parties who provide services such as payment processing, marketing, IT support, and customer relationship management. These third parties are contractually obligated to handle your data securely and in accordance with this Privacy Policy.

  • Partner Agencies: We may collaborate with estate agents, property developers, solicitors, or surveyors to assist with property searches and transactions.

  • Legal or Regulatory Bodies: We may disclose your personal information to regulatory or law enforcement authorities to comply with legal obligations or requests, such as compliance with anti-money laundering (AML) regulations.

 

6. Third-Party Marketing

We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.

 

7. Opting Out of Marketing

You can ask to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you or by contacting us on office@primepropertyagency.co.uk.

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes.

 

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance user experience on our website, track visitor activity, and enable targeted advertising. Cookies allow us to remember your preferences and optimise our services. You can manage your cookie preferences through your browser settings, though disabling cookies may affect the functionality of the website.  For more information about the cookies we use and how to change your cookie preferences, please see our Cookie Policy.

 

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data from loss, unauthorised access, misuse, alteration or disclosure. These measures include encryption, secure servers, firewalls, and restricted access to personal data. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.  However, no online transmission of data is entirely secure, and we cannot guarantee absolute security.  We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

 

10. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, tax, regulatory or reporting obligations. We may retain some data for longer periods where required by law (e.g., to comply with anti-money laundering regulations or there is a prospect of litigation).  To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.  In some circumstances you can ask us to delete your data: see Your Data Protection Rights below.

 

11. Your Data Protection Rights

Under the UK GDPR, you have the following rights concerning your personal data:

  • Right to Access: You can request a copy of the personal data we hold about you.

  • Right to Rectification: You can request corrections to any inaccurate or incomplete data.

  • Right to Erasure: You can request the deletion of your personal data, subject to certain legal exceptions.

  • Right to Restriction: You can request that we limit the processing of your personal data under specific conditions.

  • Right to Data Portability: You can request that we transfer your data to another organisation or directly to you in a structured, commonly used format.

  • Right to Object: You can object to the processing of your personal data for marketing purposes or based on legitimate interests.  In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.

  • Right to Opt Out: You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes 

  • Right to Withdraw Consent: If we rely on your consent to process your data, you can withdraw that consent at any time.

 To exercise any of these rights, please contact us at office@primepropertyagency.co.uk. We will endeavour to respond to legitimate requests within one month, in line with UK GDPR requirements.  Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

 

12. Third-Party Links 

Our website may contain links to third-party websites, plug-ins, applications or services that are not operated by us. Clicking on those links or enabling those connections may allow third parties to collect or share data about you.  We do not control these third-party sites and are not responsible for their privacy statements.  This Privacy Policy does not apply to third-party sites and we recommend reviewing the privacy policies of any external websites you visit.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services or legal obligations. Any updates will be posted on this page, and the "Effective Date" at the top will indicate the date of the most recent changes. We encourage you to review this Privacy Policy regularly.

 

14. Contact Us

 If you have any questions about this Privacy Policy or how we handle your personal data, please email: office@primepropertyagency.co.uk.

 

Prime Property Agency Limited

Riverbank House

1 Putney Bridge Approach

SW6 3JD