Homes For Sale

Privacy Policy

Eastaway Property Services Limited

Last updated: February 2026

  1. Who we are

Eastaway Property Services Limited, trading as Eastaway Property, is an estate agency business registered in England and Wales.

Company name: Eastaway Property Services Limited

Company number: 15224768

ICO registration number: ZB615676

Registered office: 63 Scotgate, Stamford, Lincolnshire, PE9 2YB

Telephone: 01780 672030

Email: [email protected]

Website: https://eastaway.co.uk

For the purposes of data protection law, Eastaway Property Services Limited is the data controller for the personal data we collect and use.

Our Data Protection Lead is Kimbly Mackman. You can contact us about privacy or data protection matters by emailing [email protected].

  1. What this Privacy Notice covers

This Privacy Notice explains how we collect, use, store, share and protect personal data.

It applies to personal data relating to website visitors, property sellers, property buyers, valuation applicants, viewing applicants, people making offers, people involved in sales progression, marketing contacts, office visitors, complainants, contractors, suppliers, professional contacts and job applicants.

This notice applies to personal data collected through our website, online forms, CRM systems, property portals, email, telephone, recorded calls, WhatsApp, text message, social media, face to face contact, online advertising, CCTV, recruitment platforms and other business communication channels.

  1. Personal data we collect

Depending on your relationship with us, we may collect and use:

your name

your address

your email address

your telephone numbers

your property address

your correspondence address

details about your property

property valuation information

buyer search criteria

viewing preferences

viewing history

offer details

financial information relating to a property transaction

mortgage position

proof of funds

proof of ownership

solicitor or conveyancer details

identity documents

proof of address

source of funds information

source of wealth information

anti money laundering check results

sanctions screening results

politically exposed person screening results

communications with us by phone, email, WhatsApp, text message, social media or post

call recordings

CCTV images from our office

website usage data

cookie and tracking data

device and browser information

IP address

marketing preferences

consent records

property alert preferences

complaint information

recruitment information, including CVs and application details

supplier, contractor and professional contact information

We only collect personal data that is relevant, necessary and proportionate for the purpose for which it is collected.

  1. How we collect personal data

We may collect personal data directly from you when you complete a form on our website, request a property valuation, register as a buyer, book or request a viewing, make an enquiry, make an offer on a property, instruct us to sell a property, communicate with us by phone, email, WhatsApp, text message, social media or post, visit our office, attend a viewing or valuation, subscribe to property alerts, subscribe to marketing communications, respond to our marketing, apply for a role with us or make a complaint.

We may also collect personal data from third parties and public sources, including Street.co.uk, Spectre, ActiveCampaign, Rightmove, Zoopla, OnTheMarket, Thirdfort, Landmark, Gazeal, solicitors and conveyancers, mortgage brokers, surveyors, other estate agents involved in a transaction, professional advisers, Google Ads, Meta and Facebook Ads, LinkedIn Ads, auto.social, SocialPilot, WhatsApp, Invoco, recruitment platforms such as Indeed, social media platforms, HM Land Registry and other property related public sources.

We may also receive personal data through direct referrals from existing clients, applicants, suppliers, business contacts, portal messaging systems, WhatsApp communications and telephone conversations, including recorded calls.

  1. Why we use personal data

We use personal data to provide estate agency services. This includes valuations, property instructions, property marketing, arranging viewings, handling offers, progressing sales, communicating with buyers and sellers, and liaising with professional parties.

We use personal data to manage enquiries, buyer registrations, property alerts, viewing requests, offer updates, seller updates and sales progression.

We use personal data to comply with legal and regulatory obligations, including anti money laundering checks, sanctions checks, tax records, accounting records, complaints handling and responding to lawful requests from regulators, law enforcement bodies or public authorities.

We use personal data to run and improve our business. This includes maintaining accurate records, managing customer relationships, recording calls, monitoring service quality, training, system security, internal administration and protecting our legal position.

We use personal data for marketing where permitted by law. This may include email marketing, direct mail, property alerts, remarketing, social media advertising, online advertising and follow up communications.

We use website data, cookies and tracking technologies to understand how people use our website, improve our services, measure advertising performance and show relevant advertising.

We use CCTV at our office for security, safety and crime prevention.

We use recruitment information to manage job applications and recruitment decisions.

  1. Our lawful bases for processing personal data

We only use personal data where we have a lawful basis under UK GDPR.

Contract

We use personal data where it is necessary to provide estate agency services or to take steps before entering into a contract. This applies when you ask us to value, market or sell a property, register as a buyer, request a viewing, make an offer or otherwise use our services.

Legal obligation

We use personal data where we are required to comply with the law. This includes anti money laundering checks, sanctions checks, tax records, accounting records, regulatory requirements and legal claims.

Legitimate interests

We use personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This includes running our estate agency, managing enquiries, communicating with buyers and sellers, improving our services, protecting our business, recording calls, using CCTV, managing systems and carrying out appropriate marketing.

Consent

We rely on consent where required, including for certain marketing communications, non essential cookies, tracking technologies and some property alert or communication preferences.

Where we rely on consent, you can withdraw consent at any time.

  1. Marketing communications

We may send marketing communications about our services, property related advice, market updates, property alerts, guides, campaigns and services we think may be relevant to you.

We may use systems including Street.co.uk, Spectre, ActiveCampaign, auto.social, SocialPilot, WhatsApp, Google Ads, Meta Ads, Facebook Ads and LinkedIn Ads.

Marketing may be sent by email, post, text message, WhatsApp, social media advertising or online advertising where permitted by law.

You can unsubscribe from marketing emails at any time by using the unsubscribe link in the email or by contacting [email protected].

You can ask us to stop direct marketing at any time.

Service related messages are not marketing. For example, if you are buying or selling a property through us, we may still contact you with viewing updates, offer updates, sales progression updates or other transaction related information even if you have opted out of marketing.

  1. Automated communications, workflow systems and property matching

We use technology, workflow automation and customer relationship management systems to help us communicate efficiently with buyers, sellers, applicants and other parties involved in a property transaction.

These systems may automatically send emails, text messages, WhatsApp messages, notifications and reminders based on actions taken by individuals, our team or other authorised users of our systems.

Examples may include acknowledging enquiries, confirming viewing requests, sending viewing confirmations or reminders, sending offer updates, sending sales progression updates, sending property alerts, sending valuation follow up communications, sending marketing communications where permitted and sending updates relating to a property transaction.

We also use property matching technology. This compares the information and search criteria provided by applicants with available properties and may automatically send details of potentially suitable properties.

These systems are designed to improve communication, reduce delays and ensure information is delivered promptly.

Our systems do not make decisions on behalf of buyers, sellers, applicants or Eastaway Property.

Decisions such as whether to accept a viewing request, accept an offer, reject an offer, negotiate an offer, proceed with a transaction or instruct our services are made by the relevant individual or an authorised member of our team.

Where a property is empty and a seller does not need to confirm a viewing, the viewing is still confirmed by an agent or authorised member of our team before any automated confirmation is sent.

Where automated communications are sent, they are typically triggered by information entered into our systems following a decision, action or instruction made by a person.

You can contact us at [email protected] if you want to query an automated communication, update your details, change your property matching preferences, object to marketing or ask for human review of any communication you have received.

  1. Cookies, tracking and online advertising

Our website uses cookies and similar technologies.

These may include essential cookies, analytics cookies, advertising cookies and tracking technologies.

We use tools including Google Analytics 4, Google Search Console, Meta Pixel, Microsoft Clarity, Hotjar, Google Ads, Meta Ads, Facebook Ads and LinkedIn Ads.

These tools help us understand website performance, improve user experience, measure advertising effectiveness and show relevant advertising.

Non essential cookies and tracking technologies are used only where consent is required and has been given.

You can change or withdraw cookie consent through the website cookie controls.

More information is available in our Cookie Policy.

  1. Anti money laundering, identity and compliance checks

As an estate agency, we are legally required to carry out anti money laundering, identity, sanctions and compliance checks.

This may include collecting identity documents, proof of address, proof of ownership, source of funds information, source of wealth information and screening results.

We use approved systems and providers including Street.co.uk, Thirdfort and Landmark.

Anti money laundering data is used only for legal and compliance purposes and is not used for marketing.

If you do not provide information required for anti money laundering or legal compliance checks, we may not be able to provide services to you or continue with a property transaction.

  1. Call recording

We record telephone calls for training, monitoring, service quality, dispute resolution, compliance and record keeping.

All calls may be recorded.

Call recordings are retained for up to 5 years unless they need to be kept longer for legal, regulatory, complaint, transaction or dispute related reasons.

  1. CCTV

We use CCTV at our office for security, safety and crime prevention.

CCTV footage is only accessed where necessary and is not used for general staff monitoring.

CCTV footage is retained only for as long as necessary for the purpose for which it was collected, unless it needs to be kept longer because of an incident, investigation, legal claim or regulatory matter.

  1. Recruitment

If you apply to work with us, we may collect your name, contact details, CV, employment history, qualifications, references, interview notes and other information relevant to your application.

We may receive recruitment information directly from you, through email, through social media, through our website, through Indeed or through other recruitment platforms.

We use this information to assess your suitability, communicate with you, manage recruitment decisions and keep appropriate recruitment records.

If your application is unsuccessful, we usually keep recruitment records for up to 12 months unless a longer period is justified or agreed.

  1. Who we share personal data with

We may share personal data where necessary and lawful with solicitors and conveyancers, mortgage brokers where appropriate, surveyors, other estate agents involved in a transaction, buyers and sellers involved in a transaction, property portals including Rightmove, Zoopla and OnTheMarket, CRM and estate agency software providers, Street.co.uk, Spectre, ActiveCampaign, Thirdfort, Landmark, Gazeal, Google, Meta, Facebook, LinkedIn, Microsoft 365, WhatsApp, Invoco, auto.social, SocialPilot, website hosting providers, IT support providers, analytics providers, advertising providers, professional advisers, accountants, insurers, debt recovery providers where necessary, regulators and law enforcement bodies, HMRC and other public authorities where required, and recruitment platforms such as Indeed.

We do not sell personal data.

  1. International transfers

Some of the systems, platforms and service providers we use may process personal data outside the United Kingdom.

Where personal data is transferred internationally, we rely on appropriate safeguards such as UK adequacy regulations, standard contractual clauses, the UK International Data Transfer Agreement, the UK Addendum or another lawful transfer mechanism.

  1. How long we keep personal data

We keep personal data only for as long as necessary.

Our usual retention periods are:

Estate agency transaction records: 6 years following completion, withdrawal or closure of the matter

Anti money laundering records: at least 5 years following the end of the business relationship or completion of the transaction, in accordance with anti money laundering legislation

Accounting and tax records: 6 years

Complaints records: 6 years

Call recordings: up to 5 years

Buyer registration and property search records: 5 to 6 years unless removed earlier where appropriate

Property alert and marketing records: until consent is withdrawn, you object, or the data is no longer needed

Recruitment records for unsuccessful applicants: up to 12 months unless a longer period is justified or agreed

CCTV footage: retained only for as long as necessary, unless required for an incident, investigation, legal claim or regulatory matter

Where we need to keep data for legal, regulatory, accounting, complaint, transaction or dispute reasons, we may retain it for longer.

When personal data is no longer required, it will be securely deleted, destroyed, anonymised or archived where appropriate.

  1. How we protect personal data

We use appropriate technical and organisational measures to protect personal data.

These include secure cloud based systems, password protection, role based access controls, multi factor authentication, secure Microsoft 365 email, restricted access to personal data, staff and contractor confidentiality obligations, data protection training, secure handling of physical documents and approved company systems for storing business data.

Staff, contractors and agents must access personal data only through approved systems and must not store personal data on personal devices unless specifically authorised and protected by appropriate safeguards.

  1. Your data protection rights

You have rights under UK GDPR.

These include:

the right to be informed

the right of access

the right to rectification

the right to erasure

the right to restrict processing

the right to object

the right to data portability

the right to withdraw consent where processing is based on consent

rights relating to automated decision making and profiling

the right to complain to the Information Commissioner’s Office

You have the right to object to us using your personal data for direct marketing at any time.

Some rights may be limited where we need to keep or use personal data to meet legal obligations, including anti money laundering requirements.

  1. Subject access requests

You can ask for a copy of the personal data we hold about you by contacting [email protected].

We will usually respond within one calendar month.

We may need to confirm your identity before responding.

  1. How to object or withdraw consent

You can object to direct marketing or withdraw marketing consent at any time by using the unsubscribe link in our emails or by contacting [email protected].

You can also change cookie preferences through our website cookie controls.

If you receive property match alerts or property updates, you can ask us to update your search criteria, pause alerts or remove you from property matching.

  1. If you do not provide personal data

Where we need personal data to provide services, comply with legal obligations or progress a transaction, failure to provide the information may mean we cannot provide the service or continue with the transaction.

For example, if you do not provide information required for anti money laundering checks, we may not be able to act for you or continue with a property transaction.

  1. Third party websites and platforms

Our website may contain links to third party websites, platforms, plug ins or services.

We are not responsible for the privacy practices of third party websites or platforms.

You should read the privacy notice of any third party website or platform you visit.

  1. Complaints

If you have a concern about how we handle your personal data, please contact us first so we can try to resolve it.

Email: [email protected]

Post: Eastaway Property Services Limited, 63 Scotgate, Stamford, Lincolnshire, PE9 2YB

You also have the right to complain to the Information Commissioner’s Office.

Information Commissioner’s Office

Website: https://ico.org.uk

  1. Changes to this Privacy Notice

We may update this Privacy Notice from time to time.

We review this notice at least annually, or sooner if there are significant changes to our business, systems, services, legal requirements or data processing activities.

  1. Related policies

This Privacy Notice should be read alongside our Cookie Policy, Website Terms and Conditions, Complaints Policy and internal GDPR and Data Protection Policy.

Suggested wording for forms

Please read our Privacy Notice to understand how Eastaway Property Services Limited collects and uses your personal data.

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