Privacy Policy

Signature North East Limited is committed to protecting and respecting your privacy. This policy explains how we collect, use, and protect your personal data in accordance with:

  • UK GDPR
  • Data Protection Act 2018
  • Privacy and Electronic Communications Regulations

Who We Are Signature North East Limited is a registered estate agency providing property sales and lettings services in England. We act as a data controller for the personal data we process. Contact: headoffice@wearesignature.co.uk What Personal Data We Collect We may collect and process: Buyers, Sellers, Landlords, Tenants:

  • Name, address, email, phone number
  • Property details and preferences
  • Financial information (e.g. affordability, rent, purchase price)
  • Identification documents (passport, driving licence)
  • Proof of address

Lettings-specific data:

  • Employment details and references
  • Credit check information
  • Guarantor details

Technical data:

  • IP address, browser type, device data
  • Website usage data via cookies

How We Collect Your Data We collect data when you:

  • Register or enquire via our website
  • Contact us by phone, email, or in person
  • Register for property alerts
  • Apply for a tenancy or list a property
  • Interact with our property listings on third-party platforms
  • Use our website (via cookies)

How We Use Your Data (Lawful Basis) We process your data under the following lawful bases:

  • Contractual necessity – to provide sales and lettings services
  • Legal obligation – e.g. Right to Rent and anti-money laundering checks
  • Legitimate interests – to manage our business and improve services
  • Consent – for marketing communications where required

Property Portals & CRM Systems To deliver our services, we use third-party platforms:

  • Rightmove
  • Zoopla
  • OnTheMarket
  • Alto

Your data may be shared with these platforms for:

  • Advertising properties
  • Managing enquiries
  • Matching buyers/tenants with properties

These providers act as data processors (and sometimes independent controllers) and process your data in accordance with their own privacy policies. Marketing Communications We may send you:

  • Property alerts
  • Market updates
  • Service-related communications

This is done:

  • With your consent, or
  • Under legitimate interests where permitted

You can opt out at any time by:

  • Clicking “unsubscribe” in emails
  • Contacting us directly

Sharing Your Data We do not sell your personal data. We may share your data with:

  • Solicitors and conveyancers
  • Mortgage brokers and financial advisors
  • Referencing and credit check agencies
  • Contractors and maintenance providers (for lettings)
  • IT providers and CRM systems (e.g. Alto)
  • Regulatory authorities where required

Cookies We use cookies in compliance with the Privacy and Electronic Communications Regulations. Cookies are used to:

  • Improve website functionality
  • Analyse usage
  • Personalise your experience

You can control cookies through your browser settings or our cookie banner. Data Retention We retain your data only as long as necessary:

  • Sales transaction records: up to 6 years
  • Lettings records: up to 6 years after tenancy ends
  • AML records: up to 5 years (legal requirement)

Data Security We take appropriate measures to protect your data, including:

  • Secure CRM systems (e.g. Alto)
  • Restricted access controls
  • Data encryption where appropriate

Your Rights Under UK data protection law, you have the right to:

  • Access your personal data
  • Correct inaccurate data
  • Request deletion of your data
  • Restrict or object to processing
  • Request data portability
  • Withdraw consent at any time

To exercise your rights, contact: headoffice@wearesignature.co.uk Complaints If you are not satisfied with how we handle your data, you can complain to: Information Commissioner’s Office (ICO) https://www.ico.org.uk Third-Party Links Our website may contain links to third-party websites. We are not responsible for their privacy policies or practices. Changes to This Policy We may update this Privacy Policy from time to time. The latest version will always be available on our website.

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