Privacy Policy

Name: Privacy Policy
Brand: Sandra Davidson
Rating: 5 (445 reviews)

Sandra Davidson Estate Agents Limited

Policy Owner: Directors
Approved By: Board of Directors
Version: 1.0
Review Date: Annually
Effective Date: 7 May 2026

1. INTRODUCTION

Sandra Davidson Estate Agents Limited (“Sandra Davidson”, “we”, “us”, “our”) is committed to protecting the privacy, confidentiality and security of personal information.

This Privacy Policy explains how we collect, use, store, share and protect personal data in accordance with:

UK General Data Protection Regulation (UK GDPR)
Data Protection Act 2018
Privacy and Electronic Communications Regulations (PECR)
Applicable housing, estate agency and contractual obligations

This policy applies to:

Vendors
Purchasers
Landlords
Tenants
Applicants
Guarantors
Contractors
Employees
Website users
Local Authority referrals
Temporary accommodation residents
Individuals interacting with our services

2. DATA CONTROLLER

Sandra Davidson Estate Agents Limited is the Data Controller for the purposes of UK GDPR.

Contact Details:
Sandra Davidson Estate Agents Limited
6 Roding Lane South, Redbridge, IG4 5NX
Email: info@sandradavidson.com
Telephone: 020 8551 0211

For any privacy or data protection queries, please contact us using the details above.

3. INFORMATION WE COLLECT

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

Identity Data

Name
Date of birth
National insurance number
Passport or identification documents
Right to Rent documentation

Contact Data

Address
Telephone numbers
Email addresses

Financial Data

Bank account details
Rent payment information
Income details
Credit checks
Affordability assessments

Property Data

Property ownership details
Tenancy information
Maintenance records
Utility information

Employment Data

Employment status
Employer details
References

Technical Data

IP addresses
Browser type
Device information
Website usage information

Marketing Data

Preferences regarding marketing communications

CCTV and Security Data

CCTV footage where applicable
Access logs

4. SPECIAL CATEGORY DATA

In limited circumstances we may process special category personal data where necessary and lawful, including:

Health information
Vulnerability information
Safeguarding concerns
Domestic abuse accommodation information
Immigration status information where required by law

We only process such information where:

Required by law;
Necessary to protect an individual’s vital interests;
Necessary for safeguarding purposes;
Necessary for the provision of housing or support services;
Explicit consent has been obtained where appropriate.

5. HOW WE COLLECT INFORMATION

We collect information:

Directly from you
Through property enquiries
During tenancy applications
From Local Authorities
Through contractors and service providers
Through website usage and cookies
Through telephone calls and correspondence
Through Right to Rent and AML checks
Through CCTV systems where applicable

6. HOW WE USE PERSONAL DATA

We process personal data for the following purposes:

Estate Agency Services

Property sales
Lettings
Property management
Tenant referencing
Landlord services

Temporary Accommodation Services

Local Authority placements
Accommodation management
Resident support coordination
Property inspections
Safeguarding and welfare

Legal & Regulatory Compliance

Right to Rent checks
Anti-money laundering checks
Fraud prevention
HMRC compliance
Health & safety obligations

Operational Purposes

Managing payments and invoices
Maintenance coordination
Complaint handling
Business administration
Staff management

Marketing

Providing information regarding services where permitted by law

Security & Monitoring

Website security
Fraud prevention
CCTV monitoring where applicable

7. LEGAL BASIS FOR PROCESSING

We process personal data under one or more of the following lawful bases:

Purpose	Legal Basis
Property and tenancy management	Contract
Local Authority accommodation provision	Contract / Public Task
AML and Right to Rent checks	Legal Obligation
Financial administration	Contract / Legal Obligation
Safeguarding and welfare	Vital Interests / Substantial Public Interest
Marketing communications	Legitimate Interests / Consent
Website analytics	Consent
Security monitoring	Legitimate Interests

8. DISCLOSURE OF PERSONAL DATA

We may share personal data with:

Local Authorities
Contractors and maintenance providers
Utility providers
Legal advisors
Accountants and auditors
Referencing agencies
Insurance providers
IT and cloud service providers
Regulatory authorities
Law enforcement agencies where required

We only share information where necessary and lawful.

9. INTERNATIONAL DATA TRANSFERS

Some of our service providers may process personal data outside the United Kingdom.

Where this occurs, we ensure appropriate safeguards are implemented, including:

UK adequacy regulations
International Data Transfer Agreements (IDTAs)
Standard Contractual Clauses (SCCs)

10. DATA SECURITY

We take appropriate technical and organisational measures to protect personal data, including:

Access controls
Password protection
Multi-factor authentication
Secure cloud systems
Encryption where appropriate
Staff training
Secure disposal procedures
Business continuity and disaster recovery measures
Incident response procedures

We maintain information security controls aligned with our ISO management systems.

11. DATA RETENTION

We retain personal data only for as long as necessary.

Retention periods may include:

Record Type	Retention Period
Tenancy records	6 years after tenancy ends
Financial records	6 years
AML/Right to Rent records	5 years
Complaint records	6 years
CCTV footage	Typically 30–90 days
Employee records	6 years after employment ends
Safeguarding records	As required by law and operational need

Data is securely deleted or destroyed when no longer required.

12. YOUR RIGHTS

Under UK GDPR, individuals have the right to:

Access personal data
Correct inaccurate data
Request erasure
Restrict processing
Object to processing
Data portability
Withdraw consent where applicable

Requests should be submitted using the contact details above.

We will normally respond within one month.

13. MARKETING COMMUNICATIONS

Where permitted by law, we may contact you regarding services which may interest you.

You may opt out at any time by:

Using unsubscribe links;
Contacting us directly.

We do not sell personal data to third parties.

14. COOKIES

Our website uses cookies and similar technologies.

Cookies may be used for:

Website functionality
Analytics
Security
Performance monitoring

Where required, consent will be obtained before non-essential cookies are used.

Users may manage cookie preferences through browser settings or cookie banners.

15. CCTV

CCTV may be used at our offices and managed properties for:

Crime prevention
Staff and visitor safety
Property protection

CCTV footage is retained only as long as necessary.

16. AUTOMATED DECISION MAKING

We do not generally carry out automated decision-making producing legal or similarly significant effects.

Where referencing or affordability systems are used, human review may be undertaken.

17. DATA BREACHES

We maintain procedures for identifying, reporting and investigating personal data breaches.

Where required, breaches will be reported to:

The Information Commissioner’s Office (ICO)
Affected individuals

in accordance with legal obligations.

18. COMPLAINTS

If you have concerns regarding how we process personal data, please contact us first.

You also have the right to complain to:

Information Commissioner’s Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
www.ico.org.uk

19. POLICY REVIEW

This Privacy Policy will be reviewed regularly and updated where necessary to reflect:

Legal requirements
Operational changes
Regulatory guidance
Business activities

The latest version will always be available on our website.