Privacy Policy

PRIVACY POLICY 

Samuel Estates (UK) Ltd t/a Samuel Estates 

Who We Are 

Samuel Estates (UK) Ltd (“Samuel Estates”, “we”, “us”, “our”) is committed to protecting and respecting your privacy and ensuring that your personal data is handled in a safe, secure and transparent manner. 

For the purposes of applicable data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Samuel Estates (UK) Ltd is the data controller. 

Registered Address: 
30 Watermill Way, London, SW19 2RT 

We are registered with the Information Commissioner’s Office (ICO) under registration number Z981423. 

Contact Details: 
hello@samuelestates.com 
020 8090 9000 

Our Commitment to You 

At Samuel Estates, trust, honesty and integrity are at the core of our business. Protecting your personal data is a fundamental part of that commitment. We only collect and use your information where it is necessary, lawful and proportionate, and we are transparent about how and why we do so. 

What This Policy Covers 

This Privacy Policy explains: 

• What personal data we collect  

• How we collect it  

• How and why we use it  

• Who we share it with  

• How long we retain it  

• Your rights   

What Personal Data We Collect 

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

Information you provide to us 

• Full name, address, email address and telephone number  

• Identification documents (passport, driving licence)  

• Proof of address documentation  

• Financial information (for payments, referencing and transactions)  

• Property requirements, preferences and search criteria  

• Employment and professional information where relevant  

• Records of communication with us  

Information collected automatically 

• IP address and device identifiers  

• Browser type, operating system and device information  

• Website usage data including pages visited and time spent  

• Interaction data such as clicks, downloads and navigation paths  

Information from third parties 

We may receive information from: 

• Credit reference agencies and tenant referencing providers  

• Anti-money laundering (AML) and identity verification providers  

• Property portals such as Rightmove, Zoopla and OnTheMarket  

• Publicly available sources such as HM Land Registry and Companies House  

• Contractors and service providers involved in your property   

How We Collect Your Data 

We collect data through: 

• Direct interactions – when you contact us, register, request services or attend viewings  

• Third parties – including referencing, AML and property portal enquiries  

• Public sources – where data is publicly available  

• Technology – including cookies, analytics tools and communication systems   

How We Use Your Personal Data 

We only process your data where we have a lawful basis to do so: 

• Contract – to provide our services  

• Legal obligation – compliance with laws such as AML regulations  

• Legitimate interests – running and improving our business  

• Consent – where specifically required  

We always ensure our use of your data is fair, reasonable and proportionate. 

What We Use Your Data For 

Operational Monitoring and Communications 

To maintain high standards of service, compliance and security, we may: 

• Record telephone calls for training, monitoring and dispute resolution  

• Monitor email communications to protect sensitive data and prevent breaches  

• Track interactions with our systems and website  

We also use advertising platforms such as Google and Meta (Facebook). This may involve securely sharing limited, encrypted data (such as hashed email addresses) to deliver relevant advertising and measure campaign effectiveness.  

Marketing Communications 

We may contact you regarding: 

• Properties that match your requirements  

• Market updates and insights  

• Services we offer  

You can opt out at any time. We will always respect your preferences and never sell your data. 

Who We Share Your Data With 

We may share your data with trusted partners where necessary, including: 

• Referencing and credit check providers  

• AML and identity verification services  

• Contractors, inventory clerks and property professionals  

• Solicitors, brokers and surveyors (where instructed or recommended)  

• Property portals  

• Deposit protection schemes  

• Utility providers  

• IT and CRM systems  

• Regulatory bodies and law enforcement  

All third parties are required to handle your data securely and lawfully.  

International Transfers 

Where data is processed outside the UK, we ensure appropriate safeguards are in place in line with UK GDPR. 

How Long We Keep Your Data 

We retain your data only as long as necessary: 

• Client records: up to 6 years  

• AML records: 5 years (legal requirement)  

• Marketing data: until you opt out or become inactive  

Data Security 

We use robust technical and organisational measures to protect your data, including: 

• Secure systems and encrypted storage  

• Restricted access controls  

• Staff training and internal policies  

• Monitoring systems to detect and prevent breaches  

Anti-Money Laundering 

We comply with the Money Laundering Regulations 2017. This includes identity verification, electronic checks and source of funds verification where required. 

Your Rights 

You have the right to: 

• Access your data  

• Correct inaccuracies  

• Request deletion (where applicable)  

• Restrict or object to processing  

• Request data portability  

Complaints 

If you have any concerns about how we handle your personal data, we encourage you to contact us in the first instance so that we can investigate and resolve the matter promptly and fairly. 

We take all data protection concerns seriously and will make every effort to address your query as quickly as possible. 

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection matters: 

https://ico.org.uk 
0303 123 1113 

Changes to This Policy 

We may update this Privacy Policy from time to time to reflect changes in legislation, regulatory guidance, or how we operate our business. 

Where appropriate, we will notify you of any significant changes by email or through updates on our website. 

We encourage you to review this page periodically to stay informed about how we are protecting your personal data. 

This Privacy Policy was last reviewed and updated on 21 April 2026