Privacy Policy

EssexPropHub Limited ("we", "us", "our") is a property lettings and management company registered in England and Wales (Company No. 15101484). Our registered office is at Greytown House, 140 High Street, Colchester, Essex CO1 1QW. We are registered with the Information Commissioner's Office (ICO) under Data Protection Registration No. ZB822335.

For any privacy-related queries, contact us at info@essexprophub.co.uk.

We may collect and process the following personal data:

• Contact details – name, email address, phone number, postal address

• Property information – address, type, ownership status

• Enquiry and communication data – messages, notes, correspondence

• Tenancy data – referencing information, tenancy agreements, payment history (for managed properties)

• Usage data – IP address, browser type, pages visited (via cookies)

• Financial data – bank details where required for rent payments or deposits

We use your personal data to:

• Respond to enquiries and provide property services

• Carry out tenant referencing and Right to Rent checks

• Manage lettings, maintenance, and compliance on behalf of landlords

• Send relevant property information, valuations, or updates (where you have consented)

• Comply with legal obligations (e.g., Anti-Money Laundering, deposit protection)

• Improve our website and services

We process your data under the following legal bases:

• Contract – where processing is necessary to fulfil a contract (e.g., tenancy agreement or management agreement)

• Legal obligation – where we are required by law (e.g., Right to Rent checks, deposit registration)

• Legitimate interests – for business operations and service improvement

• Consent – for marketing communications, which you can withdraw at any time

We may share your data with:

• Referencing agencies and credit check providers

• Contractors and maintenance providers (only as necessary)

• Deposit protection schemes (e.g., DPS, MyDeposits)

• Legal and financial advisors

• Government bodies where legally required (e.g., HMRC, local authorities)

• Property portals (Rightmove, Zoopla, Primelocation) for listing purposes

We do not sell your personal data to third parties.

We retain personal data only for as long as necessary:

• Enquiry data: up to 2 years

• Tenancy records: up to 6 years after tenancy end (for legal and accounting purposes)

• Marketing data: until you withdraw consent

After these periods, data is securely deleted or anonymised.

Under UK GDPR, you have the right to:

• Access the personal data we hold about you

• Rectify inaccurate or incomplete data

• Erasure ("right to be forgotten") in certain circumstances

• Restrict processing in certain circumstances

• Data portability where processing is based on consent or contract

• Object to processing based on legitimate interests

• Withdraw consent at any time for consent-based processing

To exercise any of these rights, email us at info@essexprophub.co.uk. We will respond within 30 days.

Our website uses cookies to improve your browsing experience. These may include:

• Essential cookies – required for the site to function

• Analytics cookies – to understand how visitors use our site

You can control cookies through your browser settings. Continued use of our website implies acceptance of essential cookies.

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, or disclosure. Our website uses HTTPS encryption. Access to personal data is restricted to authorised staff only.

We may update this Privacy Policy from time to time. The latest version will always be available on this page. We recommend checking it periodically.

If you are unhappy with how we handle your personal data, you have the right to complain to the Information Commissioner's Office (ICO) at www.ico.org.uk or by calling 0303 123 1113.