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Privacy Policy

Last updated: 29 September 2026

 

1. Who we are

Chancery Quarters Estates is a trading name of Chancery Quarters Limited, a company registered in England and Wales (company number 15743640), whose registered office is at Chancery Quarters, 124 Chancery Lane, London WC2A 1PU ("we", "us", "our").

We are the controller of the personal data described in this policy. We are registered with the Information Commissioner's Office (ICO) under registration number [ICO number].

If you have any questions about this policy or how we use your information, please contact us at info@cqestates.com or write to us at the address above.

 

2. Scope of this policy

This policy explains how we collect and use personal data when you:

  • visit www.cqestates.com;

  • send us an enquiry through the website, by email or by telephone;

  • instruct us to sell, let or manage a property;

  • rent, buy or stay in a property that we market or manage; or

  • otherwise deal with us, for example as a contractor or supplier.

We handle personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

 

3. The information we collect

Information you give us, including:

  • identity and contact details, such as your name, email address, telephone number and postal address;

  • details you enter on our enquiry form, including whether you are a landlord, owner, tenant or guest and the postcode of the property;

  • property details, such as its address, ownership, tenancy and condition;

  • for tenants, buyers and guests: information needed for referencing, affordability, Right to Rent and identity checks, such as proof of identity, immigration status (for Right to Rent only), employment and income details, previous addresses and guarantor details;

  • for sellers, buyers and landlords: identity and source-of-funds information we must collect under anti-money laundering law;

  • financial details needed to collect or pay rent, deposits, fees or sale proceeds, such as bank account details; and

  • the content of any correspondence with us.

Information we collect automatically. When you use our website, our website platform may record technical information such as your IP address, browser type, device, pages viewed and the date and time of your visit. See section 10 (Cookies).

Information from third parties. We may receive information from referencing agencies, credit reference agencies, identity-verification providers, property portals such as Rightmove, other agents, solicitors, and public sources such as HM Land Registry and Companies House.

 

4. How and why we use your information

We only use personal data where the law allows us to. Our purposes, and the lawful basis for each, are:

  • Responding to enquiries and arranging consultations or viewings – our legitimate interests in dealing with enquiries, or taking steps at your request before entering into a contract.

  • Providing lettings, sales, property management and short-stay services – performance of a contract.

  • Tenant referencing, affordability and credit checks – our legitimate interests in assessing the suitability of tenants on behalf of landlords, and performance of a contract.

  • Right to Rent checks – legal obligation (Immigration Act 2014).

  • Identity and anti-money laundering checks – legal obligation (Money Laundering, Terrorist Financing and Transfer of Funds Regulations 2017).

  • Protecting tenancy deposits in a government-approved scheme – legal obligation (Housing Act 2004).

  • Collecting rent, processing payments and keeping accounts – performance of a contract and legal obligation (tax and accounting records).

  • Arranging maintenance, repairs and safety compliance – performance of a contract and legal obligation.

  • Running, securing and improving our website – our legitimate interests in operating a secure and effective website.

  • Sending you information about our services where you have asked us to – consent, which you may withdraw at any time.

  • Establishing, exercising or defending legal claims – our legitimate interests.

We do not use your personal data for automated decision-making that has legal or similarly significant effects on you.

 

5. Who we share your information with

We share personal data only where necessary, and only with:

  • landlords, tenants, buyers, sellers and guests, to the extent needed to complete a letting, sale or stay;

  • referencing agencies, credit reference agencies and identity-verification providers;

  • tenancy deposit protection schemes;

  • property portals, including Rightmove, when marketing a property (property details only, not your personal contact details unless you agree);

  • short-stay booking platforms such as Airbnb and Booking.com, and our corporate booking partners;

  • contractors and tradespeople who carry out repairs, maintenance or safety checks;

  • solicitors, conveyancers, surveyors and mortgage providers involved in a transaction;

  • our professional advisers, such as accountants, lawyers and insurers;

  • IT, email and website service providers, including godaddy.com (our website host) and Microsoft (our email provider), who process data on our behalf under contract; and

  • HMRC, the police, local authorities, the courts or other regulators where the law requires it.

We do not sell your personal data.

 

6. International transfers

Some of our service providers, including our website host, may store or access personal data outside the UK. Where this happens, we make sure the transfer is protected, for example by using a country the UK has recognised as providing adequate protection, or the UK International Data Transfer Agreement or Addendum to the EU Standard Contractual Clauses.

 

7. How long we keep your information

We keep personal data only for as long as we need it, including to meet legal, tax and accounting requirements. As a guide:

  • Website enquiries that do not lead to instructions – 12 months from our last contact.

  • Tenancy and property management records – 6 years after the tenancy or management agreement ends.

  • Right to Rent check records – for the duration of the tenancy and 1 year after it ends.

  • Anti-money laundering records – 5 years after the transaction or business relationship ends.

  • Sales transaction records – 6 years after completion.

  • Financial and accounting records – 6 years from the end of the financial year they relate to.

  • Short-stay guest records – 2 years after the stay, or longer where required for accounting.

Where we hold data for longer, for example because of a legal claim, we will keep it only as long as necessary.

 

8. Keeping your information secure

We use appropriate technical and organisational measures to protect personal data against loss, misuse and unauthorised access. Access is limited to those who need it, and our service providers are required to keep it secure. No transmission over the internet is completely secure, so please do not send sensitive documents by unencrypted email unless we have agreed this with you.

 

9. Your rights

Under data protection law you have the right to:

  • ask for a copy of the personal data we hold about you;

  • ask us to correct inaccurate or incomplete data;

  • ask us to delete your data;

  • ask us to restrict how we use your data;

  • object to our use of your data where we rely on legitimate interests;

  • ask us to transfer data you gave us to another organisation; and

  • withdraw your consent at any time, where we rely on consent.

Some rights apply only in certain circumstances, and we may need to keep some data to meet legal obligations. To exercise any of your rights, email jc@cqestates.com. We will respond within one month. We may ask you to confirm your identity first.

 

10. Cookies

Our website is hosted on Wix, which uses cookies and similar technologies. Some are strictly necessary for the site to work, for security and to remember your cookie choices. Others help us understand how visitors use the site. Non-essential cookies are only used if you accept them through the cookie banner, and you can change your choice at any time. You can also block cookies in your browser settings, although some parts of the site may then not work properly.

 

11. Third-party websites

Our website links to other websites, including Rightmove and social media platforms. We are not responsible for how those sites handle your data, so please read their privacy policies.

 

12. Complaints

If you are unhappy with how we have handled your personal data, please contact us first at info@cqestates.com so that we can try to put things right.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator, at www.ico.org.uk or on 0303 123 1113.

 

13. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated shown at the top.

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