Auckland Estates Limited (referred to as “Auckland Estates”, “us”, “we”, or “our” in this Privacy Notice) is a company registered in England under company number 11926729, with its registered address at 36 The Broadway, Darkes Lane, Potters Bar, Hertfordshire EN6 2HW. We are committed to ensuring that your privacy is protected and our use of your personal information is governed by this Privacy Notice.
This Privacy Notice applies to all majority-owned subsidiaries of Auckland Estates and their respective businesses, representative offices, branches, and applicable third parties. Any reference to “you” or “your” refers to anyone whose personal information we process.
We may update this Privacy Notice if there are changes to how we use your personal information. For substantial changes, we will endeavour to inform you directly.
The appropriate data controller, which determines the purpose and means of processing your personal information, will be the business you have instructed. If in doubt, you can ask your usual contact or representative or refer to any documentation we provide. The ICO Registration number of Auckland Estates is ZA594801.
Auckland Estates Limited acts as a controller for the personal information it collects and uses about you. We may also act as a processor in some instances. In all cases, we treat your personal information as confidential and in accordance with applicable data protection legislation, sharing it only as outlined in this Privacy Notice.
Personal data – Any information that tells us something about you, such as your name, contact details, date of birth, bank account details, or any information about your needs or circumstances.
Special Category data – Sensitive information under data protection legislation, including health data, religion, or sexual orientation. Additional lawful bases under the Data Protection Act 2018 are required to collect, store, and process this data.
We collect your full name and necessary contact details (such as phone number, email address, and address) whenever you engage with us. Depending on the service we provide, we may collect additional personal information as detailed below:
Buying, selling, or letting a property, or applying for a mortgage product or service:
| Personal information we may collect | Why we collect it |
|---|---|
| Your name, postal address, phone number, email address, and details of your requirements | To provide estate agency, land and new homes developments, auction, rental or lettings services. |
| Previous names, mother’s maiden name, previous addresses, health and family history, information about your status and dependents | To apply or inquire about mortgage or protection products, and to offer alternative properties. |
| Marital status, gender, date of birth, nationality, and tax status | To carry out referencing and credit checks. |
| Employment details, national insurance number, residential status, bank details, and credit history | To create and manage accounts and to provide customer surveys. |
| Proof of identity, such as passport, driving licence, and address documents | For ‘know your client’, anti-money laundering, counter terrorist financing requirements, and right to rent checks. |
| Bank account details or payment card information | For processing payments and transactions. |
| Financial information, such as bank statements, proof of deposit, payslips, tax documents | To support mortgage and/or insurance applications. |
| Evidence of right to let a property (for landlords) | To provide letting services. |
| Details relating to your property, such as photographs, floor plans, energy performance certificate ratings | To market and manage your property. |
| Move in and move out dates, utility meter serial numbers, and meter readings | For tenancy management. |
| Facial recognition technology | For client ID verification checks. |
| IP address, browser type, operating system, URL information | To improve our services through insight. |
| Communication and marketing preferences | To ensure relevant communication. |
We may request additional information relevant to the specific services we provide during our relationship with you.
We do not offer products or services to children. However, in certain circumstances, such as tenant or mortgage applications, we may need to collect information about children.
Telephone calls to or from our customer service teams or branches may be recorded for training, monitoring, compliance, and security purposes.
We process the information you provide or obtain from other sources to provide you with products and services and answer your questions. Our legal bases for processing your personal information include:
We process special categories of personal information and criminal conviction information under additional lawful bases of the Data Protection Act, including explicit consent or legal claims.
6.1 Personal data we share within Auckland Estates
6.2 Sharing with third parties
We share personal information with regulators, governmental or quasi-governmental organisations, law enforcement authorities, courts, tribunals, and arbitrators to comply with regulatory and legal obligations. We also share information with third-party service providers for business operations and services on our behalf, ensuring they protect your information securely and use it only for the requested service.
Indicatively, but not limited to, we may share your information with the following third parties for the purposes listed:
| Third party | Why we share it |
|---|---|
| Vendor, buyer, house builder, other estate agents | To support a sale progression. |
| Land and New Homes Developers | To support your enquiry or purchase. |
| Affiliate international partners | To support international property sales. |
| Approved contractors and suppliers | For installing for sale or to let boards, appointing managing agents, and arranging safety tests. |
| Surveyors | To undertake structural or Homebuyers surveys. |
| Firms on our conveyancing panel | To provide home conveyancing services. |
| Firms on our mortgage lender panel | For mortgage and insurance applications. |
| Referencing Companies, Credit and Risk agencies | For creditworthiness checks, fraud prevention, and money laundering checks. |
| Rent and Legal insurance providers | To set up landlord insurances and handle claims. |
| Solicitors and lawyers | To pursue tenancy breach claims. |
| Debt collection companies | To recover owed and overdue monies. |
| Law enforcement bodies | To comply with court orders or legal obligations. |
| The Property Ombudsman | For dispute resolution services. |
| Land Registry Office | For conveyancing services. |
6.3 Automated Decision Making
Some third-party services may involve automated decision-making, matching, and credit scoring processes. These methods are regularly tested for fairness, effectiveness, and unbiased outcomes.
We have measures in place to protect your personal information from damage, destruction, misuse, and unauthorized access. These include:
Where information is shared with third parties, similar security measures are used.
We retain your information as long as necessary for the purposes outlined in this Privacy Notice and to fulfill legal and regulatory obligations. Typically, information is kept for 7 years after last contact, but this period may vary depending on the type of service or product and any legal or contractual obligations.
We are based in the UK, but some third parties may be outside the European Economic Area (EEA). We ensure your information is protected during transfers by using safeguards such as transferring to countries with adequate protection levels or using specific contractual protections.
For details on data protection during transfers, contact us at info@aucklandestates.com.
To exercise any of these rights, email info@aucklandestates.com with details of your request. We will respond within recommended timescales.
If you have questions, comments, or requests regarding this Privacy Notice or how we handle your personal information, please contact us at:
Email: info@aucklandestates.com
Address: Auckland Estates Limited, 36 The Broadway, Darkes Lane, Potters Bar, Hertfordshire EN6 2HW
Phone: +44 (0) 1707 664 400
For unresolved concerns, you can also contact the Information Commissioner’s Office at www.ico.org.uk.
Update: 17th July 2024
