Privacy Policy

PinDrop Property Ltd Privacy Policy

 
1. Introduction

At PinDrop Property, we are committed to safeguarding the privacy and personal data of our clients and website visitors. We will treat your personal information as confidential, sharing it only in accordance with this Privacy Notice, which outlines how we collect, use, store, and protect your data in compliance with the Data Protection Act 2018 and the UK General Data Protection Regulation (GDPR).

On this site, “PinDrop Property”, “our” and “we” each mean PinDrop Property Ltd (company number: 15727117) and any reference to “you” or “your” refers to anyone whose personal information we process.

 
2. Important information

PinDrop Property is the controller of the personal information that it collects and uses about you. We may update this policy from time to time. By using our website or otherwise providing us with your information, you acknowledge and agree to the collection, use and sharing of your information in accordance with this the terms outlined in this privacy policy. Personal Information is information, or any combination of separate pieces of information, that could be used to identify you.

Please do not send us any of your information that you do not wish to be used in the ways described in this privacy policy.

This website is not intended for children and we do not knowingly collect data relating to children.
It is essential that the personal data we have on file is accurate and up to date. Please let us know if any of your information changes during the course of our relationship, so we can ensure our records remain up to date and accurate.

 
3. Who we are

Full name of legal entity: PinDrop Property Ltd
Company Number: 15727117
Telephone: 02038690201
Email: [email protected]

 
4. What is personal information

Personal information is any information that tells us information about you. This could include information including your name, contact details, date of birth, bank account details or any information about your needs or circumstances which would allow us to identify you (“personal data”).


Some personal information is classified as “special category” personal data under data protection legislation. This includes information relating to health, racial or ethnic origin, religious beliefs, political opinions and sexual orientation. This information is more sensitive and we need to have further justifications for collecting, storing and using this type of personal information. There are also additional restrictions on the circumstances in which we are permitted to collect and use criminal conviction data. We wish to keep this category strictly limited to only those necessary and relevant.


Any references to personal information in this privacy notice will include personal data, and where relevant, special category personal data.

 
5. What information we collect about you

We may collect and process the following kinds of personal data about you to provide our services, or on your behalf, where we are required to do so by law:

  • name, title, date of birth and gender
  • identification documents including at least one form of photographic identification e.g. passport/driving licence and at least one form of documentation with proof of your place of residence e.g. a recent utility bill
  • home address, billing address, email address and telephone numbers
  • financial information including bank account and payment card details
  • whether you have any relatives or close connections working at PinDrop Property so that we can consider potential conflict of interests
  • any other information you choose to provide
  • call recordings, records of meetings and decisions
  • Where you are not the legal owner of the property we will request details from you as to your ability to sell or let the property such as a Power of Attorney, Guardianship Order or Grant of Probate.
  • information relating to compliments or complaints
  • transaction data including details about payments to and from you and other details of services we provide to you
  • if we are dealing with an entity such as a company, trust or charity, we may need to obtain personal information for the beneficiaries of the entity and those in a position of control including, but is not limited to, identity and address documents. We may also need to collect information on other individuals who have an interest in the property who are not considered to be our direct customers.
  • technical data including your IP address, login details, browser type and version, time zone settings and location, browser plug-in types and versions, operating system, device platform, cookie tracking and other technology used to access our website
  • profile data including your username and password, preferences, interests and any other related information
  • website usage data including information about how you use our website and services
  • marketing and communication information including your preferences in receiving marketing from us and our associated third parties and your communication preferences
  • If you are a tenant renting under the ‘Right to Rent’ scheme we will collect details of your Biometric residence card, your immigration status document and/or your birth certificate to carry out our required checks under this scheme
  • We may also need to collect specific identity documents from you for the purpose of preventing and detecting crime, fraud or money laundering.
  • We may also collect information about your use of our website via cookies, as detailed in our Cookie Policy.
  • Property Management
  • When you choose us to manage your property, we may request emergency contact details to reach you outside of office hours or if an urgent issue arises that requires your immediate attention.
  • If you engage us for portfolio management services, we may need to share your personal details with third-party lenders as required to fulfil our obligations and provide you with expert advice on your property investments.
  • If you’re a tenant in a property we manage, we may share your personal information with the property owner, but only after carefully considering your rights and privacy.
  • If we operate CCTV at any of our managed properties, please be aware that your image may be captured, which would be considered your personal data.
 
6. How your personal data is collected

There are different methods we may use to collect data from and about you including from:

  • you directly including by giving us your ID documents, by filling in forms or by corresponding with us by post, phone, email or otherwise.
  • third parties or public sources
  • previous landlords including via references
  • Automated technologies or interactions as you interact with our website

 

7. How We Use Your Information

Under data protection legislation we are only permitted to use your personal information if we have a legal basis for doing so. We will use your personal data to:

  • provide estate agency services (buying, selling, letting, or renting property)
  • contact you regarding properties or services that may be of interest
  • handle legal and administrative requirements related to your property transactions
  • improve our services and customer experience
  • comply with regulatory or regulatory requirements
  • perform the contract that we are about to enter into or have entered into with you
  • Where processing is necessary for our legitimate interests (or those of a third party), provided that such interests are not overridden by your own interests or fundamental rights
  • where we have your consent to do so
  • Where we are working alongside third parties such as solicitors, developers, joint or multi agents, we may need to share these documents on the basis of legitimate interests
  • third party referencing agencies for the purposes of the prevention and detection of crime, fraud and/or money laundering and checking your suitability to rent a property. In such circumstances, the third party referencing agency may act as a data controller for your information. 
Lawful bases

Our lawful bases for collecting or using your personal information to provide our services are one or more of the following:

  • direct consent from you
  • to perform our contract with you
  • a legal obligation including without limitation to conduct due diligence in accordance with legal or regulatory obligations
  • necessity for our legitimate business interests
  • For employment-related purposes

In more limited circumstances we may also rely on the following legal bases:

  • Where we need to protect your interests (or someone else’s interests); and/or
  • Where it is needed in the public interest or for official purposes

We may process special categories of personal information and criminal conviction information in the following limited circumstances:

  • With your explicit consent, in which case we will explain the purpose for which the information will be used at the point where we ask for your consent.

Service updates or marketing purposes

We collect or use the following information for service updates or marketing purposes:

  • Names and contact details
  • Addresses
  • Marketing preferences
  • Location data
  • Call recordings
  • Purchase or viewing history
  • Website and app user journey information
  • Information relating to sponsorship
  • Records of consent, where appropriate
Lawful bases

Our lawful bases for collecting or using personal information for service updates or marketing purposes is consent.

Other Uses of Your Personal Information

If we ever sell or merge part of our business with another company, your details may be shared with our advisors, potential buyers, or joint venture partners, along with their advisors. If this happens, the new owners will be required to use your information in the same way as outlined in this privacy notice.
We may need to share your personal information with regulators, government or quasi-government bodies, law enforcement, and courts as required to meet our legal and regulatory obligations.
We use third-party service providers who process personal information on our behalf to deliver services, such as IT system providers, IT contractors, and third-party referencing or screening agencies for crime prevention and detection purposes.

We may share your personal information with members of the PinDrop Property team on a need-to-know basis to ensure we can carry out our obligations to you.

We store your personal information in our client management systems and may use it to send you marketing information about services similar to those you’ve engaged with us for, which we believe may be of interest to you. You can opt-out of receiving this information at any time.

What Happens If You Do Not Provide Requested Information?

To provide you with the services you’ve requested, we need certain personal details. For example:

If we are selling a property for you, we need your contact information to keep you updated on viewings, offers, and the progress of the sale.

If you’re looking for a property with specific requirements, we may need additional information about your circumstances to find the best options for you.

We also need some information to comply with legal obligations, such as identity documents for fraud prevention and anti-money laundering purposes.

If you do not provide the necessary information, we may be unable to perform our services or continue providing certain services. We’ll let you know if this is the case when we collect information from you.

 
8. How We Keep Your Information Secure

We take the security of your personal information seriously and have measures in place to prevent unauthorised access, including:

Client files are securely stored on our client management systems, with access restricted to staff members who need it for legitimate business purposes.

Hard-copy documents are kept in locked cabinets.

All data is hosted on secure data servers with protections against unauthorised access and external threats. Access is strictly limited to authorised personnel only.

We ensure that only employees and contractors who need access to your information to perform their roles within PinDrop Property have it, and they receive training on handling personal data securely.

 

9. How long we keep your information

We will retain your personal information for as long as necessary to provide the services you’ve requested or for legal compliance, whichever is longer. After this period, we may anonymise or delete your personal data. In some cases, the retention period may extend beyond the duration of our service to you, particularly where we are required by law or regulatory obligations to retain the information for a longer period, or if it is needed for potential legal claims.

In determining the appropriate retention period for your personal data, we consider factors such as the amount and nature of the data, its sensitivity, the potential risks of unauthorised use or disclosure, the purposes for processing the data, and whether those purposes can be achieved through alternative means. We also take into account relevant legal requirements.

In certain circumstances, you may request the deletion of your data; please see the section on Request for Erasure for more information.

Additionally, we may anonymize your personal data so that it can no longer be associated with you for research or statistical purposes. In such cases, we may use this anonymized information indefinitely without further notice to you.

 

10. Who we share information with
  • Professional or legal advisors
  • Financial or fraud investigation authorities
  • Relevant regulatory authorities
  • Professional consultants
  • Organisations we’re legally obliged to share personal information with
  • Publicly on our website, social media or other marketing and information media (where appropriate)

 

11. Third-party Links

This website may include links to third-party websites, plug-ins and applications. By clicking on those links or enabling those connections, it may allow third parties to collect or share data about you. We do not control these third-party websites and we are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit, even if you landed on it through our website.

We are not responsible for the privacy practices or content of any third-party websites linked to from our site.

 

12. Your data protection rights

Under data protection laws, you have a number of rights in relation to your personal information, including the following:

Your right of access – You have the right to ask us for copies of your personal data.

Your right to rectification – You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal data in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.

Your right re automated decisions – Not be subject to wholly automated decisions which produce legal effects or which could have a similarly significant effect on you.

You don’t usually need to pay a fee to exercise your rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. If you make a request, we have one calendar month to respond to you.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Please note that we will keep a record of the fact that you have made a request to exercise your rights, and our response to your request, in order to demonstrate compliance with our data protection obligations and so that we can handle any queries, complaints or claims in relation to your request.

 

13. Complaints

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice and we will do our utmost to resolve the issue promptly.

In the unfortunate event that you remain unhappy with how we’ve used your data after raising a complaint with us, you can complain to the Information Commissioner’s Office (ICO) which is the UK supervisory authority for data protection issues (www.ico.org.uk).

The ICO’s details are below:           

Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

If you have any questions about this Privacy Policy, please contact us at [email protected].


Last updated: 13 March 2025