Privacy Policy

1. Who We Are

This Privacy Policy explains how we collect, use and protect your personal information when you engage with us for residential sales, lettings, rental management or related services.

The following companies act as Data Controllers:

Richard Greener Estate Agents Ltd
Company No. 07009851
Registered office: 9 Westleigh Office Park, Scirocco Close, Moulton Park, Northampton, NN3 6BW (“Sales Division”)

Greener Rentals & Property Management Ltd
Company No. 08800836
Registered office: 9 Westleigh Office Park, Scirocco Close, Moulton Park, Northampton, NN3 6BW (“Lettings & Management Division”)

This Privacy Policy applies to both companies jointly.

2. How to Contact Us About Your Data

Data Protection Officer
Email: Richard@richardgreener.co.uk
Address: Data Protection Officer, 9 Westleigh Office Park, Scirocco Close, Moulton Park, Northampton, NN3 6BW.

3. What Personal Information We Collect

We collect and process the following categories of personal data depending on how you interact with us:

• Identity & Contact Information
• Financial Information
• Identity Verification & AML Information
• Tenancy, Sales & Property Information
• Employment & Income Details
• Special Category Data
• Technical & Website Data
• Communication Records, including emails, texts, WhatsApp messages, and recorded telephone calls for training, monitoring and evidential purposes.

4. How We Collect Your Information

We collect personal data directly from you, from third parties, from property portals, publicly available sources, third party service providers, and automatically via cookies. We also collect personal information when phone calls are recorded.

5. Why We Use Your Personal Data (Purposes & Legal Bases)

A. Performance of a Contract
Used when we need your data to provide services you have requested, including arranging viewings, managing tenancies, sales progression, repairs and inspections.

B. Legal Obligations
We must process certain information to comply with the law, including:

• Anti-money laundering (AML) checks
• Right to Rent checks
• Accounting, tax, and property legislation
• Compliance with the Renters’ Rights Act 2025 and Housing Act 2004

Providing Certain Information Is a Legal or Contractual Requirement: Some personal information is required by law for us to provide sales or lettings services.

For example:

• AML regulations require identity and address verification.
• Right to Rent legislation requires immigration checks.
• Tenancy deposit regulations require accurate landlord and tenant details.

If you do not provide required information, we may be unable to proceed with your sale, purchase, tenancy application or management service.

C. Legitimate Interests
We process data for purposes such as:

• marketing related services to previous or existing customers,
• internal record-keeping,
• preventing fraud,
• improving our services.

Legitimate Interests Explained:
When we rely on legitimate interests as a lawful basis, we ensure the processing is necessary and balanced against your rights. Our legitimate interests include:

• managing enquiries,
• marketing related services to existing or previous clients,
• ensuring system and data security,
• preventing fraud,
• maintaining accurate records,
• evidencing instructions and decisions (including call recordings),
• handling disputes and complaints.

You have the right to object to processing based on legitimate interests at any time.

D. Consent
Used only where required (e.g., certain marketing communications).

E. Automated Referencing & Credit Checks
We use third-party referencing systems involving automated decision-making. You may request human intervention or challenge a decision.

6. Marketing Communications

We may send updates or marketing information. You may opt out at any time by emailing Richard@richardgreener.co.uk.

7. Who We Share Your Information With

We may share data with referencing agencies, contractors, solicitors, deposit schemes, insurers, IT providers, debt recovery partners, and utility companies.

8. International Data Transfers

Some service providers store or process personal data outside the UK. Safeguards include Standard Contractual Clauses and adequacy decisions.

9. How Long We Keep Your Information

We are required to keep your information for as long as is reasonably necessary to fulfil our legal and regulatory obligations. We have a Retention and Destruction Schedule to ensure we comply with the relevant legislation when processing your information.

• For lettings we keep your information for 6 years + 1 after you have stopped using our service.
• For property sales we keep your information for 6 years + 1 year after the sale has been completed.
• For property auctions we keep your information for 8 years after the sale has been completed.
• For general enquiries and marketing, we will keep your information for 2 years.
• Any copies of ID documents needed to verify your identity will be kept on file for anti-money laundering for 5 years. For tenancy reference checks we will keep your information for 1 year.

Last Updated: 17th November 2025