Privacy Policy
Pinewood Property Estates
Pinewood Property Estates is committed to protecting your personal information and respecting your privacy.
This Privacy Policy explains how we collect, use, store and protect your personal data when you use our services, visit our website, or communicate with us.
1. Who We Are
Pinewood Property Estates provides property sales, residential lettings, property management and estate management services.
Registered Office
Pinewood Property Estates
33 Holywell Street
Chesterfield
Derbyshire
S41 7SA
Email: info@pinewoodproperties.co.uk
2. What Information We Collect
We may collect and process the following types of personal data:
Personal Details
Name
Date of birth
Previous names (where applicable)
Nationality
Marital status
Contact Information
Email address
Telephone numbers
Current and previous addresses
Identity Verification
To comply with legal requirements we may collect:
Passport or driving licence
Proof of address
Bank statements
Mortgage statements
Proof of deposit
Payslips or self-employment accounts
Financial Information
Where required for property transactions we may collect:
Mortgage details
Bank details
Credit information
Employment details
Salary information
Property Transaction Information
Property details
Solicitor information
Estate agent information
Insurance details
Website Information
When you visit our website we may collect:
IP address
Browser type
Device information
Pages visited
Cookies and analytics data
3. How We Collect Your Information
We collect information in several ways, including:
When you contact us
When you use our services
When you fill in website forms
When you register for property updates
Through email, telephone or in person
Through third parties such as lenders, solicitors or landlords
Through cookies and website analytics
4. Why We Use Your Information
We use your information to:
Provide property sales, lettings and management services
Process property transactions
Verify your identity
Carry out anti-money laundering checks
Communicate with you about your enquiry or property
Manage payments and financial transactions
Improve our services and website
Send relevant marketing communications (where permitted)
Meet legal and regulatory obligations
5. Legal Basis for Processing
We process personal data under the following lawful bases:
Contract
To provide services you request such as buying, selling, renting or managing property.
Legal Obligation
To comply with legal requirements such as anti-money laundering regulations.
Legitimate Interests
To operate and improve our business, prevent fraud and provide relevant services.
Consent
Where you have given consent, such as receiving marketing communications.
6. Anti-Money Laundering Requirements
Under the Money Laundering, Terrorist Financing and Transfer of Funds Regulations 2017, estate agents must verify the identity of clients involved in property transactions.
You may therefore be asked to provide:
Proof of identity (passport or driving licence)
Proof of address (utility bill, bank statement or council tax bill)
We may also use electronic identity verification services. These checks do not affect your credit score.
7. Sharing Your Information
We do not sell your personal data.
However, we may share your information with trusted third parties where necessary, including:
Landlords
Mortgage lenders
Insurance providers
Solicitors and conveyancers
Referencing agencies
Credit reference agencies
Local authorities
HMRC
Regulatory authorities
IT and cloud service providers
All third parties are required to keep your information secure and only use it for authorised purposes.
8. Home Setup and Utility Services
Where tenants choose to use Home Setup and Utility Management services, we may share relevant information with:
Ethical Introductions Ltd (trading as Just Move In)
This may include:
Move-in address
Moving date
Tenancy details
Council tax information
Just Move In acts as the data controller for these services.
Their privacy policy can be found at:
www.justmovein.com/privacy
9. Data Retention
We only keep your personal data for as long as necessary.
Typically, we retain personal data for up to 7 years after our last contact with you, in line with legal and regulatory requirements.
10. International Transfers
Some service providers we use may store or process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place to protect your data.
11. Your Rights
Under UK data protection law you have the right to:
Access the personal data we hold about you
Request correction of inaccurate information
Request deletion of your data
Object to certain processing activities
Restrict processing
Withdraw consent for marketing
To exercise any of these rights please contact us.
12. Marketing Communications
You may receive marketing communications from us if you have requested property updates or enquired about our services.
You can opt out at any time by:
Clicking the unsubscribe link in emails
Contacting us directly
Emailing info@pinewoodproperties.co.uk
13. Cookies
Our website uses cookies to improve user experience and analyse website traffic.
You can control cookie preferences through the cookie consent tool on our website or through your browser settings.
14. Data Security
We take appropriate technical and organisational measures to protect your personal information against loss, misuse or unauthorised access.
This includes secure systems, encrypted communications and restricted access to personal data.
15. Complaints
If you have concerns about how we handle your personal data, please contact us first so we can resolve the issue.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
https://ico.org.uk
16. Updates to This Policy
We may update this Privacy Policy from time to time. Any updates will be published on this page.
