Privacy Policy

 

HPS Property Solutions (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal data in accordance with:

  • UK General Data Protection Regulation (UK GDPR)
  • Data Protection Act 2018
  • Privacy and Electronic Communications Regulations (PECR)

We act as the Data Controller for all personal data processed as part of our estate agency, lettings, and property management services.

1. WHO WE ARE

HPS Property Solutions
Milton, Cambridge, United Kingdom

Email: hello@hpsproperties.co.uk
Phone: 01223 269962

Data Protection Lead: Hasan Osman (Director)

 

2. THE DATA WE COLLECT

We may collect and process the following types of personal data depending on your relationship with us:

Sellers & Landlords

  • Full name
  • Contact details (address, email, phone)
  • Proof of ID (Passport / Driving Licence)
  • Proof of ownership
  • Bank details
  • AML checks (sanction, PEP, right-to-rent etc.)
  • Property information & marketing materials

Buyers

  • Contact details
  • Proof of funds
  • Mortgage documentation
  • AML verification
  • ID documents

Tenants

  • Full name & contact details
  • Employment & income information
  • Credit & referencing data
  • Previous tenancy history
  • Right-to-rent documentation
  • Bank details (for rent)

Website Users

  • Contact form details
  • IP address
  • Cookies & analytics data

Contractors

  • Contact information
  • Insurance documents
  • Bank details

3. HOW WE COLLECT YOUR DATA

We collect information through:

  • Direct communication (phone, email, WhatsApp)
  • Website contact forms
  • Property portals (Rightmove, Zoopla, OnTheMarket)
  • Viewing/valuation forms
  • Referencing agencies
  • Tenancy applications
  • AML verification checks
  • Cookies and online analytics

4. WHY WE PROCESS YOUR DATA (LEGAL BASIS)

We process data under the following lawful bases:

a. Contractual necessity

To carry out our estate agency and lettings services, including:

  • Marketing and selling properties
  • Managing tenancies
  • Conducting viewings
  • Processing applications

b. Legal obligations

To comply with:

  • AML Regulations
  • Right-to-Rent checks
  • HMRC requirements
  • Deposit protection legislation

c. Legitimate interests

For:

  • Fraud prevention
  • Internal record keeping
  • Business operations
  • Property management
  • Client communication

d. Consent

Where specifically required, such as:

  • Marketing emails
  • Optional cookies

You may withdraw consent at any time.

5. HOW WE USE YOUR DATA

We use personal data to:

  • Provide estate agency, lettings, and property management services
  • Perform AML, credit, and right-to-rent checks
  • Advertise and market properties
  • Communicate updates, offers, or progress
  • Carry out tenancy referencing
  • Process rent & deposit payments
  • Improve customer experience and website performance

 

 

6. WHO WE SHARE YOUR DATA WITH

We may share your data with:

  • Solicitors and conveyancers
  • Referencing companies
  • Deposit protection schemes (TDS/DPS/MyDeposits)
  • Contractors and maintenance providers
  • Property portals
  • Utility suppliers
  • AML and identity verification providers
  • Law enforcement (when legally required)
  • Redress scheme (PRS) for complaint resolution

We do not sell personal data to any third party.

7. INTERNATIONAL TRANSFERS

Some software providers may store data outside the UK.
Where this occurs, we ensure one of the following:

  • UK adequacy decision
  • Standard Contractual Clauses (SCCs)
  • Appropriate compliance safeguards

8. DATA RETENTION

We retain personal data for:

  • AML records: 5 years
  • Tenancy files: 6 years
  • Sales files: 7 years
  • Complaint records: 6 years
  • Website enquiries: 12–24 months

After this, data is securely deleted.

9. DATA SECURITY

We protect your data using:

  • Encrypted systems
  • Secure cloud storage
  • Anti-virus protection
  • Controlled access for staff only
  • Secure password systems
  • Regular audits and updates

10. YOUR RIGHTS UNDER GDPR

You have the right to:

  • Access your personal data
  • Correct inaccurate information
  • Request deletion (where legally possible)
  • Restrict processing
  • Object to processing
  • Withdraw consent
  • Request data transfer
  • Lodge a complaint with the ICO

To exercise your rights, contact:
📧 hello@hpsproperties.co.uk

11. COOKIES AND WEBSITE TRACKING

We use cookies to improve:

  • Website functionality
  • Performance
  • Advertising
  • User experience

Visitors have full control to accept or refuse cookies.
A detailed Cookie Policy is available upon request.

12. CHANGES TO THIS POLICY

We may update this policy to reflect:

  • Legal changes
  • Service developments
  • Internal improvements

The most up-to-date version will always be available on our website.

13. CONTACT US

For privacy-related questions:

HPS Property Solutions
📧 hello@hpsproperties.co.uk
📞 01223 269962
Milton, Cambridge