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Privacy Policy

Last Updated: July 2026

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Regal Hampton ("we", "us", or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you visit our website https://www.regalhampton.co.uk (the "Site"), or use our residential letting, property management, and estate agency services.

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We operate under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data (Use and Access) Act 2026. For the purpose of UK data protection law, the data controller is Regal Hampton Properties Ltd, registered in England and Wales under Company Number 10457085.

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1. The Data We Collect About You

We may collect, use, store, and transfer different kinds of personal data about you, which we have grouped together as follows:

  • Identity Data: Full name, title, date of birth, marital status, nationality, passport or driving licence copies, and biometric/identity documents for statutory checks.

  • Contact Data: Residential address, billing address, email address, and telephone numbers.

  • Financial Data: Bank account details, payment card details, income proof, employment details, and credit history.

  • Property & Transaction Data: Details about properties you own, rent, or have enquired about, including tenancy agreements, payment history, and utility account numbers.

  • Technical & Usage Data: Internet protocol (IP) address, browser type and version, time zone setting, operating system and platform, and information about how you use our Site.

2. How We Collect Your Personal Data

We collect data from and about you through:

  • Direct Interactions: You fill out forms on our Site, email us, call us, or visit our branch to enquire about property valuations, arrange viewings, register as a landlord, or apply for a tenancy.

  • Automated Technologies: As you interact with our Site, we automatically collect Technical Data via cookies and server logs. (Please see our Cookie Policy for details).

  • Third Parties and Public Sources: We may receive personal data about you from reference agencies (e.g., credit checks), referencing platforms, anti-fraud databases, and public registers like HM Land Registry.

3. How We Use Your Data and Our Lawful Basis

Under UK GDPR, we must have a valid lawful basis to process your personal data. Below are the key purposes for which we use your data in our capacity as a letting agent:

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  • To register you as a new client (Landlord, Tenant, or Applicant)

    • Type of Data: Identity Data, Contact Data.

    • Lawful Basis: Performance of a contract with you.

  • To process your tenancy application and conduct referencing

    • Type of Data: Identity Data, Contact Data, Financial Data, Transaction Data.

    • Lawful Basis: Performance of a contract; Legitimate interests (verifying financial suitability).

  • To conduct statutory Right to Rent checks and Anti-Money Laundering (AML) verifications

    • Type of Data: Identity Data, Contact Data, Financial Data.

    • Lawful Basis: Compliance with a legal obligation.

  • To manage your tenancy (collecting rent, arranging maintenance, handling deposits)

    • Type of Data: Identity Data, Contact Data, Financial Data, Transaction Data.

    • Lawful Basis: Performance of a contract with you.

  • To notify utility companies and local councils of tenancy changes

    • Type of Data: Identity Data, Contact Data, Transaction Data.

    • Lawful Basis: Legitimate interests (ensuring correct billing allocation).

  • To send you marketing updates regarding available properties or market insights

    • Type of Data: Identity Data, Contact Data.

    • Lawful Basis: Consent (if you actively opted-in); Legitimate interests (for existing clients, always providing a clear opt-out option).

4. Disclosures of Your Personal Data

We do not sell your personal data. However, to deliver our services and meet legal duties, we may share your information with the following categories of third parties:

  • Property Management Systems / CRM Providers: Third-party software companies (such as SME Professional, PropertyHive, or Street.co.uk) that host our database and synchronise property feeds with portals like Rightmove and Zoopla.

  • Tenant Referencing & Credit Reference Agencies: To verify your employment, income, and financial history.

  • Contractors and Maintenance Tradespeople: To carry out emergency or routine repairs at the property you rent or manage.

  • Deposit Protection Schemes (DPS/TDS/Mydeposits): To legally register and protect tenant tenancy deposits.

  • Utility Providers and Local Authorities: For the administration of Council Tax and energy/water bills at the start and end of tenancies.

  • Law Enforcement, Regulators, and Redress Schemes: Such as HMRC, Trading Standards, and The Property Ombudsman/Property Redress Scheme, where required by law.

5. International Data Transfers

We store your data securely within the UK or the European Economic Area (EEA). If any of our third-party software partners process data outside the UK (for instance, cloud hosting servers based in the US), we ensure a similar degree of protection is afforded to it by ensuring that UK Standard Contractual Clauses (SCCs) or International Data Transfer Agreements (IDTAs) are strictly in place.

6. Data Security and Retention

  • Security: We have put in place appropriate technical and organisational security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed in an unauthorised way (including SSL encryption on our Site and restricted staff access levels).

  • Retention: We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for. By law, to comply with UK tax authorities (HMRC), anti-money laundering regulations, and limitation periods for breach of contract claims, we typically retain client and tenancy records for 7 years after the termination of our business relationship or tenancy agreement.

7. Your Legal Rights

Under UK data protection laws, you have comprehensive rights in relation to your personal data, including the right to:

  • Request access to your personal data (a "Data Subject Access Request").

  • Request correction of any incomplete or inaccurate data we hold about you.

  • Request erasure of your personal data (the "right to be forgotten"), subject to our statutory legal retention duties.

  • Object to processing of your data where we are relying on a legitimate interest or using it for direct marketing.

  • Request restriction of processing your data in certain scenarios.

  • Withdraw consent at any time where we are relying on consent to process your data.

To exercise any of these rights, please contact our Compliance Officer at info@regalhampton.co.uk. We will respond to all legitimate requests within one calendar month free of charge.

8. Complaints and Contact Details

If you have any questions about this Privacy Policy or our privacy practices, please contact us at:

You also have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

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