Privacy policy

Last updated: 30/08/2026

Windlebrook Estates Ltd (“we”, “us”, “our”) is committed to protecting your personal data. This policy explains what we collect when you use windlebrookestates.co.uk or deal with us as a buyer, seller, landlord or tenant, what we do with it, and the rights you have over it.

We are the data controller for the personal data described in this policy. That means we decide what is collected and why, and we are responsible to you for it.

Who we are

Windlebrook Estates Ltd is registered in England and Wales under company number 15543121, with its registered office at 66 Chertsey Road, Windlesham, Surrey, GU20 6HP.

For any question about this policy or about your personal data, contact Jake Lomas by email at info@windlebrookestates.co.uk or by telephone on 01344 669294.

What we collect

Details you give us directly: your name, email address, telephone number, postal address, and information about the property you are buying, selling, letting or renting — including anything you tell us about your circumstances, budget, timescales or requirements.

Details we generate in the course of acting for you: viewing and appointment records, offers made and received, notes of conversations, correspondence, and the progress of a sale or tenancy.

Identity and compliance records where the law requires them, including anti-money-laundering identification and right-to-rent checks.

Technical information collected automatically when you use our website, such as your IP address, browser type and the pages you view. See our cookie policy for how this works.

Why we use it, and our lawful basis

To provide the service you have asked for — arranging viewings, presenting and negotiating offers, progressing a sale or tenancy, and managing a let property. Our lawful basis is performance of a contract with you, or taking steps at your request before entering into one.

To match you against properties and alert you when something suitable comes to market, where you have registered your requirements with us. Our lawful basis is our legitimate interest in providing the service you signed up for.

To meet legal obligations, including anti-money-laundering, right-to-rent and tax record-keeping duties. Our lawful basis is compliance with a legal obligation.

To send you marketing, market updates or newsletters where you have asked to receive them. Our lawful basis is your consent, and you can withdraw it at any time using the unsubscribe link in any message or by contacting us.

Who we share it with

Property portals such as Rightmove and Zoopla, where you have instructed us to market your property — this covers the property details and photography, not your contact details.

Other parties necessary to complete a transaction: solicitors and conveyancers, surveyors, mortgage brokers and lenders, referencing and inventory providers, and the other side's agent — and only so far as is needed to progress the matter.

Service providers who operate our systems on our behalf under contract, including the provider of the customer relationship management software in which these records are held. They act on our instructions and may not use your data for their own purposes.

Regulators, law enforcement and other public bodies where we are required to disclose information by law.

We do not sell your personal data.

How long we keep it

We keep records relating to a completed sale or tenancy for as long as we need them to meet our legal and regulatory duties — typically six years from the end of our relationship, and longer where anti-money-laundering or tax rules require it.

Where you registered an interest but did not go on to transact, we keep your details only for as long as they remain useful to you, and we will remove them sooner on request.

Your rights

Under UK data protection law you have the right to be told how we use your data; to ask for a copy of it; to have inaccurate data corrected; to ask us to delete it; to ask us to restrict or to object to how we use it; to withdraw consent where we rely on it; and to ask us to transfer it to another provider.

To exercise any of these rights, contact Jake Lomas at info@windlebrookestates.co.uk. We will respond within one month.

If you are unhappy with how we have handled your personal data you can complain to the Information Commissioner's Office at ico.org.uk, or by calling 0303 123 1113. We would ask that you raise it with us first so we have the chance to put it right.

Security

We take appropriate technical and organisational measures to protect your personal data against loss, misuse and unauthorised access. No transmission over the internet can be guaranteed completely secure, and any transmission is at your own risk.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed, and the current version always applies.