Property Legals
Legal

Privacy notice

How we handle your personal data under the UK GDPR and Data Protection Act 2018.

Last updated: July 2026.

This notice explains how Property Legals Ltd ("we", "us", "our") collects, uses, shares and protects the personal data of visitors, clients, estate agents and partner firms who use property-legals.com and our matching portal.

1. Data controller

Property Legals Ltd is the data controller for the personal data described in this notice. You can contact us at privacy@property-legals.com.

2. Personal data we collect

You provide to us

  • Identity and contact data: name, email, phone, postal address.
  • Property data: property address, tenure, price, service required, buyer/seller status, mortgage or cash, floor level.
  • Account data: email, password (hashed), role, firm details.
  • Financial data (for agents and partners): bank sort code and account number for referral payments.
  • Regulatory data (for partners): SRA / CLC / FCA FRN / RICS / Companies House / TPO / PRS numbers, firm details.

Collected automatically

  • Device and log data: IP address, browser, timestamps, pages viewed.
  • Cookies and similar tech (see our Cookie notice).

3. Lawful bases

  • Contract (Art. 6(1)(b)): to provide the matching service, deliver quotes, run the portal, and pay referral commission.
  • Legitimate interests (Art. 6(1)(f)): running our business, verifying partner credentials, preventing fraud, product improvement, service communications.
  • Legal obligation (Art. 6(1)(c)): accounting, tax, anti-money-laundering and responding to lawful requests.
  • Consent (Art. 6(1)(a)): optional marketing, non-essential cookies. You can withdraw consent at any time.

4. How we use your data

  • Match buyers, sellers and estate agents with regulated conveyancers, surveyors, mortgage brokers and removals firms.
  • Share your enquiry details with the partner firms you choose (or that we shortlist).
  • Verify partner regulatory registrations using automated checks and third-party sources.
  • Send transactional emails: quotes, stage updates, account and security notices.
  • Process referral commission payments.
  • Detect fraud, misuse and secure the platform.

5. Recipients

We share personal data with:

  • Partner firms you engage (conveyancers, surveyors, mortgage brokers, removals firms).
  • The estate agent that referred you, where applicable.
  • Our processors: Supabase (hosting and database), Cloudflare (delivery), our email delivery provider, and payment/accounting providers.
  • Our AI verification model provider, solely for validating partner registration numbers.
  • Regulators, courts and law-enforcement where legally required.

We do not sell your personal data.

6. International transfers

Some processors host or process data outside the UK. Where they do, transfers rely on adequacy decisions, the UK International Data Transfer Agreement or the EU Standard Contractual Clauses with the UK Addendum, together with appropriate safeguards.

7. Retention

  • Enquiry data: 24 months from last activity, then deleted or anonymised.
  • Account and referral records: 7 years after the last transaction (financial/tax retention).
  • Marketing consents: until withdrawn plus 12 months for audit.
  • Server and access logs: up to 12 months.

8. Your rights

Under UK GDPR you have the right to: access your data; rectification; erasure; restriction; portability; to object to processing based on legitimate interests or direct marketing; and to withdraw consent. To exercise any of these, email privacy@property-legals.com.

9. Automated decision-making and profiling

We use automated tools to verify partner registration numbers and to shortlist partners for a client enquiry based on service, location and specialism. These do not produce legal or similarly significant effects on you; a human can review any match on request.

10. Security

Data is stored on hardened cloud infrastructure with encryption in transit and at rest, role-based access controls and audit logging. See our Security page.

11. Cookies

See our Cookie notice for details of cookies used and how to control them.

12. Complaints

If you're unhappy with how we've handled your data, please contact us first at privacy@property-legals.com. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

13. Changes

We will update this notice when our practices change. Material changes will be notified in-app or by email.