Privacy Policy & Notice

🏠 Crowther Key Ltd  Privacy Policy & Notice

Last Updated: December 2025

Company: Crowther Key Limited (trading as Crowther Key Estate Agents)

Registered Number: 9290852

Registered Office: Crowther House, The Quadrant, Buxton, SK17 6AW

Email: [email protected]

Website: www.crowtherkey.co.uk

1. Introduction

Crowther Key Limited (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy.

This Privacy Notice explains:

• what information we collect about you
• how and why we use it
• who we share it with
• how long we keep it
• your rights under UK GDPR and the Data Protection Act 2018

This policy applies when you use our estate agency, lettings, valuations, and related property services (the “Services”).

2. Your Rights

Under UK data protection law, you have the right:

• to be informed about how we use your data
• to request access to the data we hold
• to request correction of inaccurate or incomplete data
• to request erasure (“right to be forgotten”)
• to object to or restrict certain processing
• to withdraw consent at any time (where consent is the basis of processing)
• to object to automated decision-making or profiling

Requests should be emailed to [email protected].

We may need to verify your identity and will respond within 30 days.

If you’re unhappy with how we’ve handled your data, you can complain to the Information Commissioner’s Office (ICO): www.ico.org.uk.

3. Who We Are

Crowther Key Limited is the Data Controller for your personal data.

We collect information:

• directly from you (valuations, viewings, offers, tenancy applications)
• via property portals (Rightmove, Zoopla, OnTheMarket)
• through our website, contact forms, WhatsApp Business and phone calls
• from contractors and partners (photography, EPC, AML checks)
• automatically through cookies and website analytics

4. The Data We Collect

We may collect and process the following:

Identity Data

Name, title, date of birth, nationality.

Contact Data

Address, email, phone numbers.

Financial Data

Bank details, payment history, rent payments, deposits.

AML & Verification Data

As required by the Money Laundering Regulations 2017, we collect:

• passport/driving licence copies
• proof of address
• source of funds / source of wealth
• results of sanctions, fraud, and PEP checks
• information from identity verification software (if used)

Property & Transaction Data

Property details, ownership, offers, contracts, valuations, tenancy information.

Technical Data

IP addresses, browser details, cookies, device data.

Marketing Data

Preferences, engagement with emails, marketing activity.

We do not knowingly collect special category data unless legally required (e.g., Right to Rent checks).

5. How We Use Your Information

We use your data to:

• provide sales, lettings and property-related services
• communicate with you regarding properties, offers, tenancies
• manage valuations, viewings, negotiations and contracts
• verify identity and comply with AML and Right to Rent checks
• comply with legal, regulatory, accounting and tax requirements
• send relevant property updates, similar listings and services (via HubSpot), where legitimate interest applies
• send marketing communications where you have opted in or where legitimate interest applies
• improve our website, marketing performance, and customer experience

You can unsubscribe from marketing at any time via the link in emails or by contacting us.

6. Lawful Bases for Processing

We rely on:

• Contractual Necessity – to deliver our services
• Legal Obligation – AML checks, tenancy law, HMRC rules
• Legitimate Interests – marketing related properties, managing enquiries, business optimisation
• Consent – where required for email marketing or sharing certain information

7. Legitimate Interests

Our legitimate interests include:

• marketing relevant property listings to enquirers
• delivering efficient estate agency and lettings services
• maintaining client/contractor relationships
• improving our website and communications
• ensuring business performance and service quality

You may object at any time by emailing [email protected].

8. Consequences of Not Providing Data

Where information is required:

• to verify identity
• to comply with AML regulations
• to conduct property transactions or tenancy agreements

…we may be unable to proceed without the necessary documentation.

9. Data Retention

We retain personal data only as long as necessary:

10. Data Sharing & Third Parties

We only share your data when necessary to deliver our services or comply with the law.

Core Business Systems

Media, Photography & Suppliers

Property Portals

Rightmove, Zoopla, OnTheMarket – to advertise property listings and generate enquiries.

All third parties comply with UK GDPR standards.

11. Call Recording

Some inbound and outbound calls may be recorded via Aircall for:

• training
• service monitoring
• compliance

Recordings are stored securely and retained for up to 12 months unless required longer for regulatory reasons.

12. WhatsApp Business

Messages sent via WhatsApp Business are end-to-end encrypted.

However, WhatsApp processes metadata outside the UK/EU under its own privacy terms.

We recommend not sending sensitive documents through WhatsApp where possible.

13. CCTV

If CCTV operates at our premises, footage may be recorded for security, safety and crime prevention.

Footage is typically retained for up to 30 days unless required for investigations.

14. International Transfers

Some partners (HubSpot, Aircall, Zapier) may transfer limited data outside the UK/EU.

Where this occurs, safeguards such as Standard Contractual Clauses (SCCs) or approved data frameworks are used.

15. Data Security

We use robust security measures including:

• encrypted devices and secure servers
• access controls and staff training
• regular security updates
• limited-access permissions
• monitored cloud platforms (Microsoft 365 & HubSpot)

16. Cookies & Tracking

Our website uses cookies for:

• analytics (Google Analytics, HubSpot tracking)
• security
• performance and usability

You may disable cookies in your browser.

See our Cookie Policy for more details.

17. Automated Decision-Making

We do not make automated decisions or conduct profiling that produces legal or significant effects on individuals.

18. Links to Other Websites

Our website may include links to third-party sites.

We are not responsible for their privacy practices.

Please review their policies when visiting.

19. Updates to This Policy

We may update this notice periodically.

The latest version will always be available at:

www.crowtherkey.co.uk/privacy

Significant changes will be communicated via email or website updates.

20. Contact Us

Data Protection Lead: Managing Director (Crowther Key Limited)

Address: Crowther House, The Quadrant, Buxton, SK17 6AW

📧 [email protected]

⚡ Short Summary for Website Footers or Pop-Ups

Crowther Key Limited collects and processes personal data to deliver estate agency and lettings services in compliance with UK GDPR.

We may send relevant property updates where legitimate interest applies.

We share data only with trusted partners such as Alto, HubSpot, Microsoft 365, Property Clicks Ltd, T5 Studios and EPC assessors.

We never sell your data.

You can request access, correction, or deletion at any time by emailing [email protected].