Privacy Policy

1. Who We Are

Radfords Estate Agents (“we”, “us”, “our”) is an estate and letting agency providing residential property sales, lettings, and property management services.

For the purposes of UK data protection law, we are the data controller responsible for your personal data.

We are registered with the Information Commissioner's Office (ICO) in accordance with the Data Protection Act 2018. Our ICO registration number is Z4938902.

If you have any questions about this Privacy Policy, you can contact us at:

Radfords Estate Agents
The Estate Office
High Street
Staplehurst
Kent
TN12 0AU

Email: enquiries@radfordsestates.co.uk
Telephone: 01580 891352

2. The Information We Collect

We may collect and process the following types of personal data:

• Full name
• Postal address
• Email address
• Telephone number
• Date of birth
• Identification documents (such as passport or driving licence)
• Proof of address documentation
• Financial information (including bank details and affordability information for tenants)
• Employment details and references (for tenancy applications)
• Property ownership and transaction details
• Tenancy agreements and rental payment records
• Maintenance and repair reports
• Records of communications with you
• Website usage data (see Cookies section)

We only collect personal data that is necessary to provide our estate agency, lettings, and property management services or to comply with legal obligations.

3. How We Use Your Information

We use your personal data to:

• Provide estate agency and property sales services
• Provide lettings and property management services
• Arrange and conduct property viewings
• Process tenancy applications and referencing checks
• Prepare contracts and tenancy agreements
• Collect and manage rent payments
• Arrange property maintenance and repairs
• Communicate with landlords, tenants, buyers, sellers, and professional advisers
• Carry out identity, anti-money laundering, and right-to-rent checks
• Comply with legal and regulatory obligations
• Maintain internal business records
• Respond to website enquiries
• Send marketing communications where you have consented

We will only process your personal data where we have a lawful basis to do so.

4. Lawful Basis for Processing

We process your personal data under the following lawful bases:

• Performance of a contract – to provide our sales, lettings, or management services
• Legal obligation – to comply with anti-money laundering, right-to-rent, tenancy deposit, tax, and regulatory requirements
• Legitimate interests – to operate, improve, and protect our business
• Consent – where you have agreed to receive marketing communications

You may withdraw marketing consent at any time.

5. How Long We Keep Your Data

We retain personal data for 6 years from:

• The completion date of a property transaction;
• The end of a tenancy; or
• The end of our business relationship with you.

This retention period enables us to:

• Comply with legal, regulatory, and tax requirements
• Meet anti-money laundering and right-to-rent obligations
• Respond to potential legal claims
• Maintain accurate business and tenancy records

After 6 years, your personal data will be securely deleted or anonymised unless we are legally required to retain it for a longer period.

6. Sharing Your Information

We may share your personal data with:

• Solicitors and conveyancers
• Mortgage brokers and financial advisers
• Tenant referencing agencies
• Tenancy deposit scheme providers
• Contractors and maintenance providers (for repairs, inspections, and property services)
• Inventory clerks
• Utility providers (where applicable)
• Anti-money laundering and identity verification providers
• IT and website hosting providers
• Regulatory authorities or law enforcement agencies (where legally required)

We only share your data where necessary for providing our services or complying with legal obligations. All third parties are required to handle your data securely and in accordance with data protection law.

We do not sell your personal data to third parties.

7. Data Security

We have implemented appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure.

8. Your Rights

Under UK data protection law, you have the right to:

• Request access to your personal data
• Request correction of inaccurate or incomplete information
• Request erasure of your personal data (in certain circumstances)
• Request restriction of processing
• Object to processing
• Request data portability
• Withdraw consent (where processing is based on consent)

To exercise any of your rights, please contact us using the details above.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

9. Cookies

Our website may use cookies to improve functionality and analyse website traffic. You can manage cookie preferences through your browser settings.

For further information, please see our Cookie Policy [insert link if separate page].

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be published on this page and the “Last updated” date will be revised accordingly.