How Rentals & Sales protects your data

We collect the details you provide when you book a valuation, submit a lead form, chat with our concierge, register for property alerts, sign legal documents or speak with our team. This may include identity data, contact details, property information, tenancy history, financial context and preferences.

We also receive data from referencing partners, maintenance suppliers, HM Land Registry, publicly available portals and marketing platforms so we can validate ownership, prevent fraud and tailor our service.

When you accept analytics cookies we record device identifiers, pages viewed, referral sources and event data (e.g. valuation submissions, concierge interactions, CTA clicks). Without consent we only store essential cookies that keep the site secure.

• Delivering valuations, lettings, sales progression and property management under our contract with you.
• Complying with legal duties (KYC/AML, anti-fraud checks, HMRC record keeping, health & safety compliance).
• Providing concierge/chat assistance, account dashboards and marketing nurture journeys when you have opted in or we have a legitimate interest.
• Improving the website and service offering through aggregated analytics, customer research and testing.

Our instant valuation tool and concierge use OpenAI's enterprise platform (model families gpt-4.1/5.1) to draft summaries and checklists. We send only the information needed to answer your question, we disable training on our data, and OpenAI is engaged under a UK GDPR-compliant DPA and SCCs.

You can opt out of AI processing at any time before submitting a form or within the chat preferences—we will route your enquiry directly to a human specialist instead.

Google Analytics 4, Google Tag Manager, Google Ads and Meta Pixel only load after you click “Accept all” on the cookie banner. Declining means only essential cookies (session security, consent storage, chat persistence) are set. You can reset your choice any time on the cookie policy page.

Marketing emails and remarketing audiences are sent only if you actively opt in. Every message includes an unsubscribe link which updates your preferences immediately.

We work with a small group of processors who support our operations: Google Cloud (hosting, logging, analytics), Vercel (frontend hosting), OpenAI (assistant), HubSpot/SendGrid or SMTP partners (email), third-party referencing agencies, maintenance contractors, legal advisers and HM Land Registry search providers.

Each supplier is bound by a Data Processing Agreement, is vetted for security posture, and only receives the information necessary for their task.

Some providers (including OpenAI and certain Google Cloud regions) are based outside the UK/EU. We rely on the UK Addendum to the EU Standard Contractual Clauses or the provider’s adequacy certification, and we keep transfer impact assessments on file. Copies are available on request.

Data is primarily stored in UK/EU data centres, with encrypted backups and strict access controls.

You can update cookie consent via the footer link, unsubscribe from marketing instantly, or request a manual (non-AI) service through any form or by emailing Wimbledon@rentalsandsales.co.uk. We log every consent/withdrawal with a timestamp so you have a full audit trail.

To exercise your data subject rights (access, portability, rectification, objection, restriction or erasure), contact us at Wimbledon@rentalsandsales.co.uk or call 020 8944 6212. We aim to respond within one month and will verify your identity before releasing data. You can escalate concerns to the ICO if you are dissatisfied.

• Valuation/chat history: 24 months by default (shorter if you request deletion or opt out of AI).
• Tenancy, AML and transaction files: up to seven years to meet legal/financial obligations.
• Lead/marketing data: reviewed every 12 months and deleted when consent is withdrawn or there is no ongoing relationship.
• Lawful bases: contract (service delivery), legal obligation (AML/compliance), legitimate interest (portfolio support) and consent (marketing, analytics, AI extras).