Last updated · 26 May 2026
Privacy policy
This policy explains what personal data Atlas Estates collects, why we collect it, how we use it, and your rights under UK GDPR and the Data Protection Act 2018.
Who we are
Atlas Estates Ltd is the data controller for the personal data described in this policy.
- Registered company: Atlas Estates Ltd · Co. No. 09482741 · Registered in England & Wales
- Email: info@atlasestates.co.uk
What data we collect
- Contact details: name, email, phone, postal address
- Identity verification: passport, photo ID, Right to Rent documents (lettings) and Anti-Money-Laundering proof of ID (sales) — as required by UK law
- Financial information: bank details, salary, employer, credit history (for tenant referencing); deposit and rent payment records
- Property preferences: what you're looking for, your budget, viewing history
- Communications: records of emails, calls, WhatsApp messages and viewing notes
- Technical data: IP address, browser type, pages visited (collected via Google Analytics 4 only after you accept cookies)
Why we collect it
We process your data on one or more of the following legal bases:
- Contract. To set up and manage your tenancy, sale or instruction.
- Legal obligation. Right to Rent (Immigration Act 2014), Anti-Money Laundering (MLR 2017), Tenancy Deposit Protection (Housing Act 2004), HMRC reporting.
- Legitimate interest. Marketing properties, responding to your enquiries, preventing fraud.
- Consent. Analytics cookies, marketing emails — you can withdraw consent at any time.
Who we share it with
- Landlords (your application is shared with the property's landlord)
- Government-authorised deposit protection schemes (DPS, MyDeposits, TDS)
- Tenant referencing partners (Goodlord, RentProfile or similar) — only with your consent
- HMRC, the Home Office, and local authorities — where required by law
- Our IT providers: Cloudflare (hosting), Crazy Domains (email)
- Our solicitors and conveyancers, on instructions specific to a sale
We never sell your data to third parties.
How long we keep it
- Tenancy records: 6 years after the tenancy ends (statute of limitations for contractual claims)
- AML records: 5 years (Money Laundering Regulations 2017)
- Marketing enquiries that don't progress: 2 years, then deleted unless you opt in for longer
- Accounting records: 7 years (HMRC requirement)
Your rights
Under UK GDPR you have the right to:
- Access the personal data we hold about you
- Correct inaccurate data
- Erase your data (subject to our legal retention obligations)
- Restrict or object to processing
- Data portability
- Withdraw consent (for marketing and analytics)
- Complain to the Information Commissioner's Office (ico.org.uk)
To exercise any of these rights, email info@atlasestates.co.uk. We will respond within one month.
Security
Your data is encrypted in transit (HTTPS with TLS 1.2/1.3) and at rest (AES-256 in our Cloudflare D1 database). Access is restricted to authorised staff with role-based permissions and audited. We never share full credit card numbers — payments are processed by external regulated providers.
Cookies
See our separate Cookie policy.
Changes to this policy
We update this policy from time to time. The "Last updated" date at the top reflects the most recent change. Material changes will be communicated by email to anyone with an active tenancy or instruction.