Privacy policy

Oakhill Estate Agents Ltd. Last Updated: June 2, 2025

Oakhill Estate Agents Ltd. (“we,” “us,” or “our”) operates the website https://www.oakhillagents.co.uk (the “Website”). We are an estate agency based in the United Kingdom, committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, share, and protect your personal information in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable laws.

1. Who We Are

Oakhill Estate Agents Ltd. is a UK-based estate agency providing property sales, lettings, and related services. Our registered address is 6 South Street, Isleworth, TW7 7BG. For data protection queries, please contact our Data Protection Officer at info@oakhillagents.co.uk.

2. Information We Collect

We collect personal information you provide directly, information collected automatically, and information from third parties. The types of personal data we may collect include:

  • Personal Identification Information: Name, address, email address, phone num- ber, and date of birth.
  • Financial Information: Bank account details, payment information, or credit checks (where necessary for services such as lettings or conveyancing).
  • Property-Related Information: Details about your property preferences, tenancy agreements, or property transactions.
  • Identification Documents: Copies of passports, driving licenses, or other IDs for identity verification or anti-money laundering checks.
  • Technical Data: IP address, browser type, device information, and website usage data collected via cookies and analytics tools.
  • Communications: Records of correspondence, including emails, phone calls, or in- quiries submitted through our Website.

3. How We Collect Your Information

We collect personal data in the following ways:

  • Directly from You: When you fill out forms on our Website, contact us via email or phone, or engage with our services (e.g., property viewings, tenancy applications).
  • Automatically: Through cookies and similar technologies when you visit our Website. You can manage cookie preferences through your browser settings.
  • Third Parties: From partners such as credit reference agencies, anti-money launder- ing services, or third-party providers listed in Section 6.

4. How We Use Your Information

We use your personal data for the following purposes, based on lawful grounds under the UK GDPR:

  • To Provide Services: To facilitate property sales, lettings, valuations, and related services (performance of a contract).
  • Legal Obligations: To comply with anti-money laundering regulations, identity ver- ification, or other legal requirements.
  • Communication: To respond to inquiries, provide updates on property transactions, or send marketing communications (with your consent where required).
  • Website Improvement: To analyze Website usage and improve our services (legiti- mate interests).
  • Fraud Prevention: To detect and prevent fraudulent activities (legitimate interests).

5. Legal Basis for Processing

We process your personal data based on the following legal grounds:

  • Contract: To fulfill our contractual obligations, such as processing tenancy agree- ments or property sales.
  • Legal Obligation: To comply with laws, such as anti-money laundering checks.
  • Consent: For marketing communications or non-essential cookies, where you have given explicit consent.
  • Legitimate Interests: For purposes such as improving our services, preventing fraud, or maintaining Website security, where our interests are not overridden by your rights.

6. Sharing Your Information

We may share your personal data with trusted third-party providers to deliver our ser- vices. These include, but are not limited to:

  • Street Group: For property management and customer relationship management tools.
  • Notify: For communication and notification services.
  • OneUtilityBill: For utility management services.
  • Home Inventories: For property inventory and inspection services.
  • Conveyancing Alliance: For conveyancing and legal services related to property transactions.
  • Goodlord: For tenancy referencing and agreement services.
  • DocuSign: For electronic signature and document management services.
  • We ensure all third parties comply with data protection laws and only process your data for specified purposes. We may also share data with:
  • Regulatory authorities or law enforcement to comply with legal obligations.
  • Professional advisors, such as solicitors or accountants, acting as data processors or controllers.

7. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy or to comply with legal obligations. For example:

  • Transactional data (e.g., tenancy agreements) may be kept for up to 7 years to comply with tax and legal requirements.
  • Marketing data will be retained until you withdraw consent.
  • Technical data (e.g., cookies) is typically retained for a shorter period, as outlined in our Cookie Policy.

8. Your Rights

Under the UK GDPR, you have the following rights regarding your personal data:

  • Access: Request a copy of the personal data we hold about you.
  • Rectification: Correct inaccurate or incomplete data.
  • Erasure: Request deletion of your data in certain circumstances.
  • Restriction: Restrict processing of your data in certain cases.
  • Data Portability: Receive your data in a structured, commonly used format.
  • Object: Object to processing based on legitimate interests or for direct marketing.
  • Withdraw Consent: Withdraw consent at any time where processing is based on consent.

To exercise these rights, contact our Data Protection Officer at info@oakhillagents.co.uk. We will respond within one month, as required by law. You also have the right to lodge a complaint with the Information Commissioners Office (ICO) at https://ico.org.uk or by calling 0303 123 1113.

9. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including encryption, access controls, and secure servers. However, no system is completely secure, and we cannot guarantee absolute security.

10. International Data Transfers

If we transfer your personal data outside the UK (e.g., to third-party providers with international operations), we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions, to comply with UK GDPR requirements.

11. Cookies and Tracking Technologies

Our Website uses cookies to enhance user experience and analyze usage. For details, please see our Cookie Policy, available on our Website. You can manage cookie preferences through your browser settings.

12. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices or legal require- ments. The latest version will be available on our Website, with the “Last Updated” date at the top.

13. Contact Us

For questions about this Privacy Policy or our data practices, please contact:

Email: info@oakhillagents.co.uk

Address: 6 South Street, Isleworth, TW7 7BG