Privacy Policy

1. Introduction

Oliver Rayns Limited (“we”, “us”, “our”) is committed to protecting your personal data.

This Privacy Policy explains how we collect, use and protect your personal data when you:

• use our website
• contact us
• use our property services

2. Who We Are

Oliver Rayns Limited is a residential estate and lettings agency.

We act as a Data Controller for the purposes of the UK General Data Protection Regulation (“UK GDPR”).

Contact:

[email protected]

3. The Information We Collect

We may collect and process the following types of personal data:

Identity information	e.g. name, date of birth
Contact information	e.g. address, email, telephone number
Financial information	e.g. income, bank details where required
Verification information	ID documents, Right to Rent checks
Property and tenancy information
Communication records	including emails and call recordings
Technical data	e.g. IP address and website usage

4. How We Collect Information

We collect personal data in a number of ways, including:

• When you contact us via our website, email or telephone
• When you register for property services
• Through property portals (e.g. Rightmove, OnTheMarket or Zoopla)
• From referencing and identity verification providers
• Through social media interactions

5. How We Use Your Information

We only use your personal data where we have a lawful basis to do so.

This includes:

• Providing estate agency, lettings and property management services
• Carrying out identity and anti-money laundering checks
• Managing tenancies and property transactions
• Responding to enquiries
• Sending relevant marketing communications (where permitted)
• Improving our services

6. Sharing Your Information

We may share your personal data with:

• Landlords, tenants, buyers and sellers
• Referencing and credit check providers
• Deposit protection schemes
• Contractors and maintenance providers
• Professional advisors (such as solicitors and accountants)
• Regulatory or legal authorities where required

7. International Transfers

Some of the third-party services we use may transfer personal data outside the UK.

Where this happens, we ensure appropriate safeguards are in place.

8. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal and regulatory requirements.

9. Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss or misuse.

10. CCTV and Call Recording

We operate CCTV at our office premises for security purposes.

We may also record telephone calls for training, monitoring and compliance purposes.

11. Cookies

Our website uses cookies to:

• ensure the website functions correctly
• analyse usage
• improve user experience

You can manage your preferences via our cookie consent tool.

12. Your Rights

You have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion where applicable
• Object to or restrict processing
• Withdraw consent (where applicable)

13. Complaints

If you are not satisfied with how we handle your personal data, you can contact us.

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

14. Changes to This Policy

We may update this Privacy Policy from time to time.

Last updated: April 2026