Privacy Policy

1. Who we are

Residential Property Partners Ltd is the controller responsible for the personal data described in this Privacy Policy.

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us using the details above.

2. The information we collect

Depending on your relationship with us, we may collect and process personal information including:

• Identity information, such as your name, title and date of birth where required.
• Contact information, such as your postal address, email address and telephone number.
• Property information, including details of properties you own, occupy, wish to buy, sell, rent, let, manage, finance or invest in.
• Enquiry and correspondence information, including information you provide when contacting us through our website, by telephone, email or other communication channels.
• Transaction and financial information, where relevant to services we provide or transactions in which we are involved.
• Identification and compliance information, where required for identity verification, anti-money laundering, fraud prevention or other legal and regulatory purposes.
• Marketing preferences, including your preferences about receiving communications from us.
• Technical and website information, such as your IP address, browser type, device information and information about how you use our website.
• Referral and case information, including Part Exchange and Assisted Move referrals, Chain Break Support circumstances, details of the new home or development you are interested in, valuation and marketing information, case notes, status updates, milestones and correspondence.
• Documents and supporting information, including application forms, property reports and other documents supplied or uploaded in connection with an enquiry, referral or case.
• Consultation booking information, including your contact details, appointment preferences and information supplied to help us prepare for the consultation.
• Portal-user and account information, including your name, business contact details, organisation, role, account identifiers, access permissions and information associated with signing in and managing your account.
• Audit and security activity information, including records of account access and activity, changes to case records and documents, and technical information used to investigate misuse or security incidents.
• Any other information you choose to provide to us or which is reasonably necessary for us to provide our services.

We do not intentionally collect special category personal data unless it is necessary and lawful for us to do so.

3. How we collect your information

We may collect personal information:

• directly from you when you contact us, submit a website form, speak to us, enter into an agreement with us or otherwise provide information to us;
• directly from you when you book a consultation, use the Developer Portal, submit a referral, update a case or supply or upload documents;
• through your use of our website, including through cookies and similar technologies;
• from third parties involved in property transactions or property-related services;
• from new-build developers, their sales consultants and authorised representatives, estate agents and valuers who submit referrals or provide information, reports, documents or updates about a property or case;
• from professional advisers, agents, contractors and service providers;
• from publicly available sources, such as Companies House, HM Land Registry and other public registers or databases, where appropriate and lawful; and
• from other sources where you have authorised information to be provided to us or where we are otherwise legally permitted to obtain it.

4. How we use your personal information

We may use your personal information to:

• respond to enquiries and communicate with you;
• provide, administer and improve our property-related services;
• assess potential property opportunities, transactions or business relationships;
• manage our relationships with clients, customers, property owners, occupiers, investors, suppliers and other business contacts;
• arrange or support property purchases, sales, lettings, management, investment or related services, where applicable;
• verify identities and undertake anti-money laundering, fraud prevention or other compliance checks where required;
• process payments and maintain financial and business records;
• manage and improve our website;
• protect our business, website, systems and users against fraud, misuse and security threats;
• establish, exercise or defend legal claims;
• comply with our legal and regulatory obligations;
• send relevant business or marketing communications where we are legally permitted to do so; and
• analyse and improve our services and business operations.

Website, Part Exchange, Assisted Move and Developer Portal

We use our website and digital platform to manage online enquiries, consultation bookings, Part Exchange and Assisted Move referrals and cases, and our relationships with new-build developer partners. This includes referrals for Chain Break Support handled through the Part Exchange process.

For these purposes, we may use the information described in section 2 to assess referrals and property circumstances, arrange consultations and valuations, maintain case records, notes and documents, record progress and communicate relevant updates to the people involved in the case.

We also use portal-user and account information to administer accounts, organisation membership and access permissions. We use audit and security activity information to record relevant activity and changes, investigate problems or misuse, and help protect the platform and its users.

The lawful bases described in section 5 apply according to the purpose and circumstances of the processing. Sharing of information for these activities is described in section 7.

5. Our lawful bases for using your information

Under UK data protection law, we must have a lawful basis for processing your personal information.

Depending on the circumstances, we may rely on:

Contract – where processing is necessary to enter into or perform a contract with you.

Legal obligation – where we need to process information to comply with a legal or regulatory obligation.

Legitimate interests – where processing is necessary for our legitimate business interests or those of a third party, provided those interests are not overridden by your rights and interests. This may include operating and improving our business, responding to enquiries, managing property-related activities, protecting our business and establishing or defending legal rights.

Consent – where you have given us consent to process your information for a particular purpose. Where we rely on consent, you may withdraw it at any time.

In limited circumstances, other lawful bases permitted by data protection legislation may apply.

6. Marketing

We may contact you about our services, properties, investment opportunities or other relevant matters where permitted by law.

Where your consent is required for electronic marketing, we will obtain it before sending those communications.

You can ask us to stop sending marketing communications at any time by using the unsubscribe option provided in the communication, where available, or by contacting us.

Stopping marketing communications will not prevent us from contacting you where necessary in connection with an existing transaction, contract, enquiry or other non-marketing matter.

7. Sharing your personal information

Where necessary and lawful, we may share personal information with third parties including:

• solicitors, accountants, surveyors, valuers and other professional advisers;
• estate agents, letting agents, property managers and other property professionals;
• new-build developers and their authorised representatives, including sales consultants involved in the relevant enquiry, referral or case;
• contractors, tradespeople and property service providers;
• lenders, mortgage brokers, insurers and financial service providers where relevant;
• identity verification, anti-money laundering and fraud prevention providers;
• IT, website, hosting, communications and software providers;
• payment and banking service providers;
• prospective purchasers, sellers, landlords, tenants, investors or other parties involved in a relevant property transaction, where appropriate;
• government departments, regulators, law enforcement agencies, courts and other public authorities where required by law; and
• potential purchasers, investors or advisers in connection with a sale, restructuring or transfer of all or part of our business.

For Part Exchange, Assisted Move and Chain Break Support cases, this may include sharing relevant contact, property, valuation and marketing information, case progress and documents with the developer or authorised representative involved, including through the Developer Portal, where necessary and lawful for the relevant enquiry, referral or transaction.

We require service providers processing personal information on our behalf to handle it appropriately and in accordance with applicable data protection requirements.

We do not sell your personal information to third parties.

8. International transfers

Some of our service providers may process or store personal information outside the United Kingdom.

Where personal data is transferred internationally, we will take appropriate steps to ensure that the transfer complies with applicable UK data protection law. This may include relying on applicable adequacy regulations or using approved contractual safeguards.

You may contact us if you would like further information about the safeguards applying to international transfers of your personal data.

9. How long we keep your information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including satisfying legal, regulatory, tax, accounting and reporting requirements.

The appropriate retention period will depend on factors including:

• the nature and sensitivity of the information;
• why we collected and use it;
• applicable legal and regulatory requirements;
• potential or actual disputes and legal claims; and
• whether we can achieve the relevant purpose without continuing to retain the information.

When personal information is no longer required, we will delete or securely dispose of it, or anonymise it where appropriate.

These retention criteria also apply to online enquiries, consultation bookings, referral and case records, documents, portal-user and account information, and audit and security activity records.

10. How we protect your information

We take appropriate technical and organisational measures designed to protect personal information against accidental or unlawful loss, destruction, alteration, unauthorised disclosure or access.

Access to personal information is restricted to people who have an appropriate business need to access it.

However, no internet transmission or electronic storage system can be guaranteed to be completely secure.

11. Cookies

12. Your data protection rights

Depending on the circumstances and the lawful basis on which we process your information, you may have rights including:

• the right of access to personal information we hold about you;
• the right to rectification of inaccurate or incomplete information;
• the right to erasure of your personal information in certain circumstances;
• the right to restrict processing in certain circumstances;
• the right to data portability in certain circumstances;
• the right to withdraw consent at any time where we rely on consent; and
• rights relating to certain forms of automated decision-making.

You also have the right to object to processing in certain circumstances, including an absolute right to object to the use of your personal information for direct marketing.

These rights are subject to certain legal conditions and exemptions.

If you wish to exercise any of your rights, please contact us using the details provided in section 1. We may need to request information from you to confirm your identity before dealing with your request.

13. Automated decision-making

We do not currently use solely automated decision-making that produces legal effects, or similarly significant effects, concerning individuals unless we tell you otherwise at the relevant time.

14. Third-party websites

Our website may contain links to websites operated by third parties.

We are not responsible for the privacy practices of third-party websites. We recommend reviewing the privacy information provided by those organisations before providing them with personal information.

15. Complaints

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our business, website, services, legal obligations or the way we process personal information.

The latest version will be published on our website and the “Last updated” date at the top of this policy will be amended accordingly.

17. Contact us