Wingate Estate Agents Limited is responsible for the personal information it uses in providing estate agency, residential lettings, property management and related services. In this notice, “Wingate”, “we”, “us” and “our” mean that company.
This notice applies to landlords, tenants, applicants, guarantors, buyers, sellers, contractors, website visitors and people who contact us. It explains the information relevant to those relationships, the reasons for using it, the organisations that may receive it and the choices available to you.
Who we are and how to contact us
- Data controller
- Wingate Estate Agents Limited
- Company registration
- 15700396 · registered in England and Wales
- Registered office
- 233 Regents Park Road, London, England, N3 3LF
- ICO registration
- ZB701860
- Privacy enquiries
- info@wingateestates.co.uk
020 4531 0143 - Website
- www.wingateestates.co.uk
Please address privacy requests to the Director responsible for data protection. We will route your enquiry to the appropriate person and explain any information reasonably needed to verify your identity or understand the request. Naming this contact does not imply that a statutory Data Protection Officer has been appointed.
Personal data we collect
The information needed depends on the service and your relationship with us. We seek information that is relevant to a stated purpose rather than collecting every category for every person.
2.1 Identity and contact information
- Names, contact details, current and previous addresses, and an emergency contact where appropriate.
- Date of birth and identity documents where needed for identification, referencing or a statutory check.
- Immigration-status evidence, an appropriate Home Office share code and the result of a Right to Rent check where the law requires it.
2.2 Property, tenancy and transaction information
- Property addresses, ownership and authority to instruct us, relevant title or mortgage information, and marketing particulars.
- Viewing arrangements, applications, offers, agreed terms, tenancy agreements, deposits, inventories and records of occupation.
- Repair requests, access arrangements, keyholders, pets and communications about the condition or use of a property.
- Notices, rent-increase proposals, tenancy-ending arrangements and material required for a tribunal, court or complaint.
2.3 Financial information
- Payment references, relevant bank details, receipts, rent accounts, arrears and client-account reconciliations.
- Income, employment and affordability evidence, credit-check results and information relevant to a guarantor.
- Transaction funding and payment evidence where necessary to perform a service or meet a legal obligation.
2.4 Compliance and regulatory records
Where applicable, these include anti-money laundering checks, source-of-funds evidence, sanctions and politically exposed person screening, Right to Rent records, licensing information and records required by a regulator. Information is supplied to a statutory property database only where the relevant requirement is operational and applies to the property or service.
2.5 Referencing information
This may include reports from an instructed referencing service, employment and previous-landlord references, relevant credit history, information supplied by an applicant and a guarantor assessment. We identify the checks being requested and the provider involved in the application process.
2.6 Communications and interactions
We retain relevant enquiries, correspondence, viewing feedback, telephone notes and complaint records. Calls are recorded only where a recording facility is actually in use and the appropriate notice is given. CCTV, where operated, is identified by a separate notice at the relevant location.
2.7 Household information and accessibility
We may need limited household information to establish permitted occupation, find a suitable home or make reasonable adjustments. Adults may provide necessary information about children living at a property; we do not seek unrelated information about children. Receiving benefits or having children is not, by itself, a basis for rejecting or disadvantaging an application.
2.8 Technical and website information
Depending on the website features used, information may include an IP address, browser and device details, security logs, enquiry-form submissions and page interactions. Optional analytics, advertising, embedded content and similar technologies are subject to the controls described in section 10.
2.9 Marketing and communication preferences
We keep the preferences you provide, such as the properties or services of interest, the channels you choose and records of consent or objections. Where message-interaction tracking is used, it must be disclosed and operated with the permissions required by law.
2.10 Sensitive information
Health or disability information may be relevant to an adjustment or a particular property issue. We use special-category information only with both a lawful basis and an applicable additional condition, such as explicit consent where suitable, an employment or social-protection condition where applicable, or the establishment, exercise or defence of legal claims. Criminal-offence information requires its own lawful authority and safeguards. Please avoid sending sensitive information that is not needed for your enquiry.
How we collect personal data
Directly from you
Through enquiries, appointments, application forms, agreements, emails, telephone calls, payments and service requests.
From relevant third parties
For example, an authorised representative, landlord, applicant, guarantor, employer, previous landlord, instructed referencing service or professional adviser.
From official or public sources
Where relevant and lawful, including company, property-title, sanctions, licensing or court records.
From our systems
Through service records, security logs and website features, with the permissions required for the technology involved.
Where information comes from someone else, we provide the required privacy information within the applicable period and explain the source when required. A joint applicant should not give another person's details without an appropriate reason and awareness of the disclosure.
Purposes and lawful bases
We identify the lawful basis appropriate to each use. A contract basis applies only where the processing is necessary for our contract with the individual or steps they ask us to take before entering that contract; it does not automatically cover everyone connected with a property.
4.1 Contractual purposes
Necessary uses can include taking instructions, arranging an agreed service, managing a property for our client, keeping the client informed and administering payments under our engagement.
4.2 Legal obligations
Where the duty applies to us, we process information to meet statutory checks, accounting requirements, lawful information requests and obligations relating to tenancy deposits, housing, sanctions or regulated transactions. A duty that rests with another party does not, by itself, become our own legal-obligation basis.
4.3 Legitimate interests
Our interests, or those of a client or another party, may justify necessary and proportionate processing to arrange viewings, assess applications fairly, coordinate repairs, prevent fraud, keep service records and deal with complaints or claims. We assess those interests against the effects on the individual and use a different basis or do not proceed where the balance does not justify the processing.
4.4 Consent
Consent is used where an activity requires it, including certain electronic marketing and non-essential tracking. It must be specific and freely given. You may withdraw it without affecting the lawfulness of processing before withdrawal; necessary service communications may continue on a different appropriate basis.
4.5 Purpose and basis summary
| Purpose | Relevant basis, depending on the circumstances |
|---|---|
| Viewings, enquiries and negotiations | Contractual steps requested by the individual, or legitimate interests in arranging a property transaction. |
| Sales, lettings and property management | Contract with our client; legitimate interests where the individual is not a party to that contract. |
| Repairs, access and contractor coordination | Contract and/or legitimate interests; a legal obligation where directly applicable. |
| Referencing and affordability | Relevant contractual steps or legitimate interests, with separate notices for the checks involved. |
| Statutory identity, sanctions and Right to Rent checks | Legal obligation where it applies; an appropriate alternative basis for lawful assistance with another party's obligation. |
| Rent, deposits and client-account records | Contract, applicable legal obligations and/or legitimate interests in accurate administration. |
| Housing notices and regulatory submissions | Applicable legal obligations or legitimate interests in administering a lawful tenancy. |
| Fair treatment and rental-bidding compliance | Applicable legal obligations and proportionate legitimate interests in evidencing fair decisions. |
| Complaints, disputes and legal claims | Legitimate interests and any applicable legal duty. |
| Optional referrals and electronic marketing | Consent where required; otherwise a valid basis together with all applicable electronic-marketing conditions. |
| Website operation and security | Legitimate interests and applicable legal duties; required consent for non-essential technologies. |
Additional safeguards apply to special-category and criminal-offence data. We do not treat a general privacy notice or a pre-ticked box as consent.
Who may receive your information
We limit disclosure to information needed for the stated purpose. A recipient may act on our instructions as a processor or may be independently responsible for its own use. Our arrangements must reflect that distinction. We do not sell personal information.
5.1 People involved in the property transaction
Relevant details may be shared with a landlord, tenant, applicant, guarantor, buyer, seller or authorised representative to consider an application, progress an agreement, manage the property or conclude the transaction. Full identity or financial documents are not routinely circulated where a limited outcome or summary will suffice.
5.2 Contractors and property services
We may provide the property address, a necessary contact, access details and the issue to an instructed engineer, electrician, assessor, inventory clerk, cleaner or maintenance contractor. Sensitive information unrelated to the task is not part of a routine instruction.
5.3 Professional, verification and regulatory recipients
These can include instructed reference or identity-check providers, a deposit-protection scheme, solicitors, accountants, auditors, insurers and regulators. Relevant records may also go to Property Redress, Propertymark client money protection, the ICO, a housing authority or another body with an applicable function. The provider for your check or deposit is identified in the relevant transaction documentation.
5.4 Technology and administrative services
Hosting, email, communications, property-management, document-signing, secure payment and record-storage providers may process information needed to operate our services. Access is restricted to the service they supply and subject to suitable contractual safeguards. Ask us for information about the recipients involved in your particular transaction.
5.5 Public authorities and legal requirements
Disclosure may be required to HMRC, law enforcement, a court, tribunal or local authority. We consider the request and the applicable legal basis; a request does not automatically justify disclosing the whole file. Where a lawful restriction prevents notice, we may be unable to tell you about the disclosure at that time.
5.6 Other organisations and business changes
This notice does not give unrelated businesses permission to use your information. If a business transfer or restructuring requires limited due-diligence disclosure, we protect the information and provide any required notice about a change of controller. Any joint-controller arrangement must be explained separately.
5.7 Optional introductions and home setup
A utility, broadband, mortgage or other introduction is explained before an optional referral is made. We identify the recipient, the purpose and any relevant commercial relationship, and obtain consent where required. Declining an optional introduction does not prevent an otherwise eligible application or tenancy from proceeding.
5.8 Advertising and measurement
Any advertising audience matching or measurement involving personal information requires a stated purpose, an appropriate basis and the permissions required for the technology. A hashed email address may still be personal information; hashing is not treated as making a customer anonymous. We explain any such activity before it is introduced rather than relying on an undisclosed general permission.
5.9 Address lookup and embedded tools
An address lookup, map, video or external calculation tool may send information to its provider when activated. Where such a feature is offered, we identify the provider and the information involved at the point of use, apply consent controls where required and explain an alternative route where practicable. Do not enter financial or sensitive information into an external tool without reading its notice.
Rental bidding, rent increases and fair treatment
For relevant private rented housing in England, we maintain proportionate records of advertised rent, offers, assessment decisions and the instructions received. These help evidence that an application was assessed lawfully, without accepting prohibited rental bids or unlawfully disadvantaging people because they receive benefits or have children.
Where a landlord instructs a lawful rent increase, records may include the existing rent, the proposed amount, market evidence, the prescribed notice, dates of service and any challenge or tribunal outcome. For assured periodic tenancies, the applicable statutory process must be followed rather than treating consent to this notice as agreement to a rent increase.
We may consider affordability and suitability using relevant evidence consistently. We do not use information about children, disability or benefits as an unlawful exclusion rule. Any equality or accessibility evidence is kept only to the extent justified for the adjustment, duty or dispute concerned.
International data transfers
Some service providers may store information outside the UK or provide support from another country. Before a restricted transfer takes place, we must identify a permitted transfer mechanism and any additional safeguards required.
- An applicable UK adequacy regulation may permit transfer to the relevant destination.
- Where appropriate, approved contractual safeguards may be used, such as the UK International Data Transfer Agreement or the UK Addendum to relevant standard contractual clauses.
- We assess the protection available and complete any required transfer-risk or data-protection assessment. A contractual document alone is not a substitute for considering the actual risks.
Contact us for information about the destination and safeguards relevant to your information. We provide the required details or a suitable copy of the safeguards, with limited redactions where necessary to protect confidential or third-party information.
How long information is kept
Information is not retained simply because storage is available. The schedule below sets the intended normal retention periods for relevant records. A specific statutory requirement, an unresolved dispute or a justified legal hold may require a different period, which we review.
| Record | Normal retention period or criterion |
|---|---|
| Core tenancy and management file | Up to 7 years after the tenancy or management relationship ends, retaining only the documents needed for that purpose. |
| Completed sales file | Up to 7 years after completion or the end of the relevant instruction. |
| Anti-money laundering records | Normally 5 years after the business relationship or relevant transaction ends where the money-laundering rules apply; subject to any lawful extension. |
| Right to Rent evidence | Throughout the tenancy and for at least 1 year afterwards, with any longer retention separately justified. |
| Accounts and client-money records | Normally 6 years after the end of the relevant financial year, or longer where a specific accounting or tax duty requires it. |
| Deposit administration and repayment records | Normally 6 years after the tenancy ends or a later related dispute is resolved. |
| Rent notices and associated evidence | With the relevant tenancy file, normally up to 7 years after the tenancy ends. |
| Records of fair assessment and discrimination complaints | Only necessary evidence, normally no longer than 6 years after the relevant event or closure of a related claim. |
| Complaints and outcomes | Normally 6 years after closure; related litigation or regulatory requirements may justify longer. |
| Enquiries not resulting in an instruction | Normally 12 months after the last meaningful contact, or up to 24 months where an active search or instruction is continuing. |
| Marketing permissions and objections | For as long as needed to evidence the permission relied upon. A minimal suppression record is kept as needed to honour an opt-out. |
| CCTV, where operated | Normally no more than 30 days unless footage is needed for a specific incident; the location notice confirms the actual arrangements. |
| Website security and analytics records | For the period justified by the security purpose or identified in the applicable cookie/technology notice; optional analytics settings must match that notice. |
At the end of the applicable period, we securely delete or genuinely anonymise information. Backups are subject to controlled retention and restricted restoration. A legal hold preserves only relevant material and is reviewed rather than becoming an indefinite reason to keep an entire customer record.
Your data protection rights
Subject to the conditions and exemptions in applicable law, you can ask us to:
- Explain whether we use your personal information and provide access to it.
- Correct information that is inaccurate or incomplete.
- Erase information where there is no continuing lawful reason to retain it.
- Restrict particular processing while an issue is considered.
- Provide eligible information in a portable format or transmit it where the right applies.
- Consider an objection to processing based on legitimate interests.
- Stop using your information for direct marketing, including related profiling.
- Give effect to a withdrawal of consent for processing that depends on it.
Automated decisions and human review
Referencing software or a credit score does not remove the need to consider an application fairly. Where a decision is made solely by automated means and has a legal or similarly significant effect, the applicable safeguards and information must be provided, including the ability to challenge the decision and obtain meaningful human involvement where required. Ask us how a particular assessment was made.
How to make a request
Contact info@wingateestates.co.uk or 020 4531 0143. You do not need to use a particular form or legal phrase. We may ask for proportionate identification or clarification where needed; please do not send a passport without first checking what is required.
We normally respond within one month of receiving a valid request. Any lawful extension, pause or applicable exception is explained, including the reason and the expected response date. Where the law allows an extension for a complex or multiple request, this may be up to two further months. Requests are normally free; any permitted fee or refusal must meet the statutory conditions and be explained.
Cookies and similar technologies
These standalone policy pages do not set cookies, load advertising pixels or request third-party fonts. Other areas of our website may use technologies that are explained in the notice and controls provided with those features.
Essential operation
Technology strictly necessary for a service you request, such as a relevant security or session function, is distinguished from optional tracking.
Optional technology
Non-essential analytics, advertising and other storage or access technologies are withheld until the required permission is obtained, unless a specific legal exception applies.
You must be able to reject optional technologies as well as accept them, and to change your choice. Browser settings can also control stored information, although blocking an essential function may affect the requested service. Any cookie schedule must identify the actual technology, provider, purpose and duration in use.
A link to another website does not by itself make that website's practices Wingate's practices. Once you choose to use an external service, its own privacy information may also apply.
Data security
Our information-handling requirements include proportionate access controls, confidentiality duties, secure transfer and storage, staff awareness, supplier due diligence and controls against accidental loss or unauthorised disclosure. The measures used must reflect the type of information and the risks involved.
Access is limited to people who need the information for their work. A service provider acting as a processor must have appropriate written obligations. We review security arrangements and investigate suspected incidents.
Please tell us promptly about a misdirected message, suspected fraudulent payment instruction or other concern. Verify a change of payment details through an independently checked contact method.
Marketing communications
Property alerts and information about relevant services are sent in accordance with your preferences and applicable marketing rules. Where consent is required, we ask for it separately from acceptance of general terms.
The electronic-mail “soft opt-in” is used only where every legal condition is met, including obtaining details during a sale or negotiations, marketing our own similar services and offering a clear opportunity to refuse at collection and in each subsequent message. Being a former client alone is not treated as permission for every campaign.
Use the unsubscribe method in the message or contact info@wingateestates.co.uk to stop marketing. Please allow a reasonable administrative interval for a request already in progress, but we will not send further marketing once the objection has been actioned. Necessary messages about a current tenancy, transaction, payment or repair are not optional marketing.
We do not make an unrelated service dependent on accepting an optional referral or promotional message.
Concerns and complaints
Please contact us first so that we can investigate a concern about your information: info@wingateestates.co.uk, 020 4531 0143, or write to the Director responsible for data protection at 233 Regents Park Road, London, England, N3 3LF. You can request our complaints procedure at any time.
You may also complain to the UK Information Commissioner's Office. Our internal procedure does not remove your right to contact the ICO or seek another available remedy.
- Regulator
- Information Commissioner's Office (ICO)
- Website
- ico.org.uk/make-a-complaint
- Telephone
- 0303 123 1113
- Postal address
- Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Changes to this notice
We review this notice when services, suppliers, technology or legal requirements change. The version and preparation date are shown at the top. Before using information for a new, incompatible purpose, we provide the required information and identify a lawful basis rather than relying on a silent edit to this page.
Material changes will be brought to the attention of affected people where appropriate. A current copy is available on request. Changes to the notice do not retrospectively remove rights or make previously unlawful processing lawful.
Company and regulatory details
- Registered company
- 15700396 · England and Wales
- Registered office
- 233 Regents Park Road, London, England, N3 3LF
- Property Redress
- PRS046304 · published certificate valid to 10 June 2027
- Client money protection
- Propertymark CMP · C0139849 · published certificate valid to 30 November 2026
- ICO registration
- ZB701860 · published certificate valid to 13 June 2027
These registrations and memberships serve different purposes. ICO registration is not an approval of every processing activity; redress and client money protection operate under their respective rules. Our certificates and current membership status should be checked when relevant to a transaction.
