Privacy Policy
Privacy Policy
Natalie’s Homes Ltd T/A Natalie Crook Estate Agents
43 Penmaen Close, Hengoed, CF82 7JD
Company Registration Number: 15294942
VAT Number: 460008923
Last Updated: January 2026
- Introduction
Natalie Crook Estate Agents (“we”, “us”, “our”) is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
- Data Controller
Natalie Crook Estate Agents is the data controller responsible for your personal data.
Contact Details:
Address: 43 Penmaen Close, Hengoed, CF82 7JD
Email: info@nataliecrookestateagents.com
Phone: 02922 640059
- What Information We Collect
3.1 Personal Information
We may collect the following types of personal data:
For Property Buyers and Tenants:
- Name and contact details (address, email, telephone)
- Financial information (proof of funds, mortgage agreement in principle)
- Employment details
- Identification documents (passport, driving licence)
- Information about your property requirements
For Property Sellers and Landlords:
- Name and contact details
- Property details and ownership information
- Financial information related to the property
- Identification documents
- Bank account details for payment processing
Website Users:
- IP address and browser information
- Cookies and similar tracking technologies
- Pages visited and time spent on our website
- Contact form submissions and enquiry details
3.2 Special Category Data
We do not routinely collect special category data (such as health, race, religion). If we need to collect such data for specific purposes (e.g., accessibility requirements for viewings), we will seek your explicit consent.
- How We Use Your Information
4.1 Legal Basis for Processing
We process your personal data on the following legal bases:
Contract Performance: To provide estate agency services you have requested
Legal Obligation: To comply with anti-money laundering regulations and other legal requirements
Legitimate Interests: To market properties, communicate with clients, and improve our services
Consent: For marketing communications (where required) and website cookies
4.2 Purposes of Processing
We use your personal data for:
- Providing estate agency services (sales, lettings, valuations)
- Property marketing and matching buyers/tenants with suitable properties
- Conducting viewings and negotiations
- Processing transactions and payments
- Identity verification and anti-money laundering checks
- Communicating about our services
- Responding to enquiries and complaints
- Website functionality and improvement
- Marketing our services (with your consent where required)
- Compliance with legal and regulatory obligations
- Who We Share Your Data With
5.1 Third Party Recipients
We may share your personal data with:
Essential Service Providers:
- Solicitors and conveyancers
- Mortgage brokers and financial advisors
- Surveyors and valuers
- Energy Performance Certificate assessors
- Referencing agencies (for tenants)
- Contractors and tradespeople
Property Portals:
- Rightmove
- Zoopla
- Loop Property Software
Professional Advisors:
- Legal advisors
- Accountants and auditors
- Professional indemnity insurers
Regulatory Bodies:
- HM Revenue & Customs
- National Crime Agency (for suspicious activity reports)
- The Property Ombudsman
- Local authorities (where required)
Technology Providers:
- Website hosting providers
- CRM and database providers
- Email service providers
- Cloud storage providers
5.2 Data Sharing Principles
We only share data when necessary and ensure recipients have appropriate security measures in place. We do not sell your personal data to third parties.
- International Transfers
We primarily store and process data within the United Kingdom. If we need to transfer data outside the UK, we will ensure appropriate safeguards are in place as required by UK GDPR.
- Data Retention
7.1 Retention Periods
We retain personal data for as long as necessary to fulfill the purposes outlined in this policy:
- Client records: 6-7 years after the end of our business relationship (to comply with legal and tax obligations)
- Marketing data: Until you withdraw consent or we determine it’s no longer relevant
- Website analytics: 26 months maximum
- CCTV footage (if applicable): 30 days unless required for legal purposes
7.2 Deletion
After the retention period, we will securely delete or anonymize your personal data unless we are required to retain it by law.
- Your Rights
Under UK GDPR, you have the following rights:
8.1 Right of Access
You can request a copy of the personal data we hold about you (Subject Access Request).
8.2 Right to Rectification
You can ask us to correct inaccurate or incomplete personal data.
8.3 Right to Erasure
You can request deletion of your personal data in certain circumstances (e.g., when no longer necessary for the original purpose).
8.4 Right to Restrict Processing
You can request that we limit how we use your personal data in certain situations.
8.5 Right to Data Portability
You can request your personal data in a portable format to transfer to another service provider.
8.6 Right to Object
You can object to processing based on legitimate interests or for direct marketing purposes.
8.7 Rights Related to Automated Decision Making
We do not use automated decision-making or profiling that produces legal or similarly significant effects.
8.8 Exercising Your Rights
To exercise any of these rights, please contact us using the details in Section 2. We will respond within one month of receiving your request.
- Cookies and Website Technology
9.1 What Are Cookies
Cookies are small text files stored on your device when you visit our website.
9.2 Types of Cookies We Use
Essential Cookies: Necessary for website functionality
Analytics Cookies: Help us understand how visitors use our website (Google Analytics)
Marketing Cookies: Used to deliver relevant advertising
Preference Cookies: Remember your settings and choices
9.3 Managing Cookies
You can control cookies through your browser settings. However, disabling certain cookies may affect website functionality. For more information, visit our Cookie Policy or your browser’s help section.
- Security Measures
We implement appropriate technical and organizational measures to protect your personal data, including:
- Secure SSL encryption for data transmission
- Password-protected systems and access controls
- Regular security assessments and updates
- Staff training on data protection
- Secure backup and disaster recovery procedures
- Confidentiality agreements with staff and third parties
- Data Breaches
In the unlikely event of a data breach that poses a risk to your rights and freedoms, we will notify you and the Information Commissioner’s Office (ICO) within 72 hours as required by law.
- Children’s Privacy
Our services are not directed at children under 16. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.
- Marketing Communications
13.1 Consent
We will only send you marketing communications if you have given consent or where we have a legitimate interest (existing client relationship).
13.2 Opt-Out
You can unsubscribe from marketing emails at any time by:
- Clicking the unsubscribe link in any marketing email
- Contacting us directly using the details in Section 2
- Updating your preferences on our website
- Third-Party Websites
Our website may contain links to third-party websites. We are not responsible for the privacy practices of these sites. Please review their privacy policies before providing personal information.
- Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated version will be posted on our website with a revised “Last Updated” date. Significant changes will be communicated to you directly where appropriate.
- Contact and Complaints
16.1 Contact Us
If you have questions about this Privacy Policy or how we handle your personal data, please contact us:
Natalie Crook Estate Agents
43 Penmaen Close
Hengoed
CF82 7JD
Email: natalie@nataliecrookestateagents.com
Phone: 02922640059
16.2 Complaints
If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: www.ico.org.uk