Last updated: September 2026
Who we are
The Private Realtor is an estate agency based at One Mayfair Place, London W1J 8AJ. For the purposes of UK data protection law (the UK GDPR and the Data Protection Act 2018), we are the controller of the personal information described in this notice.
The Private Realtor is operated by , registered in England & Wales under company number .
We are registered with the Information Commissioner's Office under registration number .
If you have any questions about this notice or how we handle your information, please contact us:
- Email: hello@theprivaterealtor.com
- Telephone: +44 (0)20 3916 5838
- Post: The Private Realtor, One Mayfair Place, London W1J 8AJ
The information we collect
We only collect information that we need to provide our services. Depending on how you deal with us, this may include:
- Contact details — your name, email address, telephone number and postal address.
- Property details — the address, type and features of a property you are selling, letting, buying or renting, and your plans and timescales.
- Enquiries and correspondence — what you tell us through our website forms, by email, by phone, in person or through property portals such as Rightmove and Zoopla.
- Identity and financial information — such as identification documents, proof of address, proof of funds or mortgage in principle, and source-of-funds information, which we are legally required to check before a sale proceeds.
- Technical information — when you visit our website, your IP address and basic browser information are processed by our hosting provider and by the services that deliver fonts, maps and video (see our Cookie Notice).
How we use your information, and why
| What we do | Our lawful basis |
|---|---|
| Respond to a valuation, viewing or general enquiry you send us | Taking steps at your request before entering into a contract, and our legitimate interest in responding to enquiries |
| Market, sell or let your property, arrange viewings and negotiate offers | Performance of our contract with you |
| Pass your details between buyer, seller, landlord, tenant and their solicitors so a transaction can proceed | Performance of a contract, and our legitimate interest in progressing the transaction |
| Carry out anti-money laundering, identity and proof-of-funds checks | Legal obligation (the Money Laundering Regulations 2017) |
| Keep records of transactions and correspondence | Legal obligation, and our legitimate interest in being able to deal with queries or claims |
| Let you know about suitable properties or market news | Your consent, or our legitimate interest where you are an existing client. You can opt out at any time. |
| Handle a complaint | Legal obligation (our redress scheme membership) and legitimate interest |
We will never sell your personal information, and we do not use it for automated decision-making or profiling.
Who we share it with
We share personal information only where it is needed, and only with:
- The other parties to your transaction and their solicitors or conveyancers, where you have instructed us or made an offer.
- Service providers who act on our behalf, including Netlify (website hosting and form handling), Apex27 (our property management system), our email and telephone providers, and identity-verification providers used for anti-money laundering checks.
- Property portals, where we advertise a property (property details only, not your personal contact information).
- Mortgage brokers, surveyors or removal firms, only if you ask us to introduce you.
- Regulators, law enforcement or our redress scheme, where the law requires it or to deal with a complaint.
Our service providers may only use your information to provide their services to us, and must keep it secure.
International transfers
Some of our service providers, including our website host, store or process information outside the UK. Where this happens, we make sure appropriate safeguards are in place, such as UK adequacy regulations or the UK International Data Transfer Agreement or Addendum.
How long we keep it
- Enquiries that don't go further — up to two years from our last contact, unless you ask us to delete them sooner.
- Client and transaction records — six years after the transaction or our relationship ends, so we can deal with any queries or claims.
- Anti-money laundering records — five years after the transaction or business relationship ends, as the law requires.
Your rights
You have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct information that is wrong or incomplete;
- ask us to delete your information, or to restrict how we use it;
- object to our using your information on the basis of legitimate interests, and to stop direct marketing at any time;
- ask us to transfer information you gave us to another organisation; and
- withdraw your consent at any time, where we rely on consent.
Some of these rights are limited where we have a legal obligation to keep information, for example anti-money laundering records. To make a request, contact us using the details above. We will respond within one month.
Keeping your information secure
We use reputable providers, restrict access to the people who need it, and take appropriate technical and organisational measures to protect your information against loss or misuse.
Complaints
If you are unhappy with how we have handled your information, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.
Changes to this notice
We may update this notice from time to time. The latest version will always be on this page.