Amplo Estates Ltd
Last updated: 9 December 2025
1) Who we are
This Privacy Policy explains how Amplo Estates Ltd (“Amplo Estates”, “we”, “us”, “our”) collects, uses, discloses, and protects your personal data when you interact with our website, services, and team. We act as a Data Controller for the personal data we process relating to our estate agency activities (sales, lettings, property management, valuations, viewings, and associated services).
Company number: 16882776
Data Protection contact: [Insert DPO or privacy contact name]
Email: hello@amploestates.co.uk
Phone: 01270 443510
If you have questions about this Policy or how we handle your data, contact us using the details above.
2) Scope & whose data we process
We process personal data relating to:
Sellers & Landlords (including property owners and representatives)
Buyers, Tenants & Applicants (including guarantors)
Vendors, Contractors & Professional Contacts (surveyors, solicitors, referencing agencies)
Website visitors (including individuals who submit contact forms, book viewings, or sign up for alerts)
3) The data we collect
Depending on your relationship with us, we may collect:
Identity & Contact Data
Name, date of birth, address, email, phone number, nationality, photo ID (passport/driver’s licence), proof of address, guarantor details
Property & Transaction Data
Property details, valuation notes, viewing preferences, offers, tenancy agreements, inventory reports, maintenance requests, sale/letting terms
Compliance & Due Diligence Data
Anti‑money laundering (AML) and Know Your Customer (KYC) checks, source of funds, right‑to‑rent, credit and referencing reports (from third-party providers)
Financial Data
Bank details (e.g., for rent payments and deposits), payment records, invoices, fees due
Communications & Engagement Data
Emails, call notes, messages, feedback, marketing preferences, website form submissions
Technical & Usage Data
IP address, device information, browser type, pages visited, referral source, cookies and similar technologies (see Section 12)
We will only collect data that is adequate, relevant, and limited to what is necessary for the purposes set out in this Policy.
4) How we obtain data
Directly from you: When you contact us, book a viewing, instruct us to sell/let, apply to rent, or sign contracts
From third parties: Referencing providers, credit agencies, AML/KYC services, solicitors, surveyors, landlords, previous agents/employers (subject to consent or lawful basis)
From public sources: Land Registry, Companies House, electoral register (where lawful)
Automatically: Via our website (cookies/analytics), email tracking (where lawful and consented)
5) Why we process your data & lawful bases
We process personal data on the following lawful bases under UK GDPR:
Contract: To perform our contract with you (e.g., marketing a property, conducting viewings, processing applications, managing tenancies, progressing a sale/purchase)
Legal obligation: To comply with laws (e.g., AML/KYC, right‑to‑rent checks, HMRC record‑keeping, property and consumer protection regulations)
Legitimate interests: To run and improve our business, provide customer service, prevent fraud, manage disputes, and market similar services to existing clients (you can opt out at any time)
Consent: For certain marketing communications, cookie categories, and where required by law (you may withdraw consent at any time)
6) What we use your data for
To list and market properties, arrange and conduct viewings, handle offers and negotiations
To carry out referencing, AML/KYC checks, right‑to‑rent checks, and affordability assessments
To draft and administer agreements (agency terms, tenancy agreements, memoranda of sale), manage tenancies and property maintenance
To process payments (rent, deposits, fees), manage accounts, and comply with tax/legal requirements
To provide customer support and respond to enquiries and complaints
To send service updates, appointment reminders, and, where lawful, marketing about similar services or properties
To improve our website, services, and security (including analytics and troubleshooting)
7) Who we share data with
We may share your data with:
Professional service providers: Referencing agencies, AML/KYC providers, solicitors/conveyancers, surveyors, inventory clerks, maintenance contractors, utility companies
Property portals & marketing platforms: Rightmove, Zoopla
Payment and banking providers: For processing payments and holding deposits
Regulatory and law enforcement: HMRC, police, courts, or other authorities where required or permitted by law
IT/Cloud providers: CRM systems, email service providers, website hosting, analytics tools
We require all third parties to respect the security of your data and treat it in accordance with the law. We do not sell your personal data.
8) International transfers
If we transfer personal data outside the UK/EEA, we will ensure appropriate safeguards are in place (e.g., adequacy decisions, International Data Transfer Agreements/Standard Contractual Clauses, or equivalent mechanisms). You may request details of relevant safeguards by contacting us.
9) Data retention
We keep personal data only as long as necessary for the purposes described or as required by law. Typical retention periods:
AML/KYC & transaction records: Up to 5 years after the end of the business relationship or transaction (or longer if required by law)
Tenancy documents & property management records: Typically 6 years after tenancy end
Sales transactions: Typically 6 years after completion
Marketing contacts: Until you withdraw consent or opt out, plus a short period to comply with your request
Website enquiries: Typically 2 years, unless needed longer for a specific matter
We may anonymise data for statistical analysis. When data is no longer needed, we securely delete or anonymise it.
10) Your rights
Subject to certain exemptions, you have the following rights under UK data protection law:
Access: Obtain a copy of your personal data we hold
Rectification: Correct inaccurate or incomplete data
Erasure: Request deletion where we no longer need your data or where consent is withdrawn (subject to legal obligations)
Restriction: Limit processing in certain circumstances
Objection: Object to processing based on legitimate interests, including direct marketing
Data portability: Receive your data in a structured, commonly used format and transmit it to another controller
Withdraw consent: Where processing is based on consent, you may withdraw it at any time
To exercise your rights, contact us at hello@amploestates.co.uk. We will verify your identity before responding. We aim to reply within one month.
11) Marketing
We may send you information about properties and services that are similar to those you have engaged us for (our legitimate interests). Where required, we will seek your consent first. You can opt out at any time by:
Clicking the unsubscribe link in our emails, or
Contacting us at hello@amploestates.co.uk
We do not carry out automated decision-making that produces legal or similarly significant effects without human involvement.
12) Cookies & similar technologies
We use cookies to operate our website, understand performance, and improve your experience. Categories:
Strictly necessary cookies: Essential for site functionality (cannot be disabled)
Performance/analytics cookies: Help us understand usage and improve the site
Functionality cookies: Remember preferences
Advertising/targeting cookies: Show relevant ads (if used)
You can manage cookie preferences via our Cookie Banner and browser settings. For detailed information, see our Cookie Policy.
13) Data security
We implement appropriate technical and organisational measures to protect your data, including encryption in transit, access controls, staff training, secure password policies, and vendor due diligence. Despite these measures, no system is completely secure; we maintain incident response processes in line with legal requirements.
14) Children’s data
Our services are not directed to children under 18. We do not knowingly collect personal data from children.
15) Complaints
If you have concerns about how we handle your data, please contact us first at mike@amploestates.co.uk so we can try to resolve the issue. You also have the right to complain to the Information Commissioner’s Office (ICO):
Website: https://ico.org.uk/
Phone: 0303 123 1113
16) Changes to this Policy
We may update this Privacy Policy from time to time. The “Last updated” date at the top will reflect the latest version. Significant changes will be communicated via our website or by email where appropriate.
17) Contact us
For privacy queries or to exercise your rights, contact:
Amplo Estates Ltd
Email: hello@amploestates.co.uk
Phone: 01270 443510
Address: Stapeley House, London Road, Nantwich, CW5 7JW
