Envisage Sales & Lettings (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal data in a transparent, secure, and lawful manner. This Privacy Policy explains how we collect, use, store, and protect your information when you visit our website, enquire about our services, or engage with us as a landlord, tenant, vendor, buyer, guarantor, contractor, or applicant.
We comply fully with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all relevant ICO guidance.
1. Who We Are (Data Controller)
Envisage Sales & Lettings
89c Far Gosford Street, Coventry, West Midlands
Email: admin@envisageproperty.com
Telephone: 02476 470440
We act as the Data Controller for all personal data processed through our website and during the provision of our estate agency and lettings services.
2. What Personal Data We Collect
A. Website Visitors
- Name
- Email address
- Telephone number
- IP address & browser information
- Enquiry details submitted via forms
- Cookies & analytics data
B. Landlords
- Full name & contact details
- Proof of ID & proof of address
- Bank details for rent payments
- Property ownership documents
- Compliance certificates (EPC, Gas Safety, EICR, etc.)
C. Tenants & Guarantors
- Name, address, contact details
- Date of birth
- Employment & income details
- Right to Rent documentation
- Credit & referencing information
- Bank details for rent payments
- Tenancy agreement records
D. Vendors & Buyers
- Contact details
- Proof of ID (AML compliance)
- Property details
- Offer information
E. Contractors
- Business details
- Insurance documents
- Contact information
3. How We Collect Your Data
- Website enquiry forms
- Email, telephone, WhatsApp, SMS
- In-person appointments
- Property portals (Rightmove, Zoopla)
- Referencing platforms (Goodlord)
- Property management systems (Jupix, Goodlord)
- Tenancy deposit schemes (DPS, MyDeposits)
- Cookies & analytics tools
4. Lawful Basis for Processing
- Contractual necessity – to provide services
- Legal obligation – AML checks, Right to Rent, deposit protection
- Legitimate interests – responding to enquiries, marketing
- Consent – marketing opt-in
5. How We Use Your Data
- Respond to enquiries
- Arrange valuations and viewings
- Market properties
- Conduct referencing checks
- Prepare agreements and notices
- Manage maintenance
- Process payments and deposits
- Provide updates
- Improve website performance
6. Who We Share Your Data With
- Property portals: Rightmove, Zoopla
- Referencing providers: Goodlord
- Property management software: Jupix, Goodlord
- Deposit schemes: DPS
- Contractors & maintenance providers
- Utility management companies
- Solicitors & surveyors
- Accountants & financial providers
- Regulatory bodies (if required)
We never sell your data.
7. International Transfers
If data is stored outside the UK, we ensure safeguards such as:
- UK GDPR-approved Standard Contractual Clauses
- Adequacy decisions
8. Data Retention
- Tenancy records: 6 years after tenancy end
- AML & ID checks: 5 years
- Sales transaction files: 6 years
- Website enquiries: 12 months
- Contractor records: 6 years
After this period, data is securely deleted or anonymised.
9. How We Protect Your Data
- Encrypted cloud storage
- Password-protected systems
- Access-controlled software (Jupix, Goodlord)
- Secure email systems
- Staff training & GDPR procedures
- Regular audits & data minimisation
10. Your Rights Under UK GDPR
- Access your data
- Correct inaccurate data
- Request deletion
- Restrict processing
- Object to processing
- Data portability
- Withdraw consent
- Lodge a complaint with the ICO
Information Commissioner’s Office (ICO):
www.ico.org.uk
11. Cookies & Website Tracking
- Improve functionality
- Analyse traffic
- Enhance user experience
You can manage cookies via your browser settings.
12. Marketing Communications
We may send marketing emails only if you have opted in. You can unsubscribe at any time.
13. Automated Decision-Making
We do not use automated decision-making or profiling with significant effects.
14. Third-Party Links
We are not responsible for the privacy practices of external websites.
15. Changes to This Policy
We may update this policy periodically. The latest version will always appear on our website.
16. Contact Us
Data Protection Officer
Envisage Sales & Lettings
Email: admin@envisageproperty.com
Telephone: 02476 470440
