Privacy Policy – Crown Home Buying & Letting (CHBL)

Last updated: 13 November 2025

Crown Home Buying & Letting is committed to ensuring the security and protection of personal data that we process. We aim to ensure a compliant and transparent approach to data protection throughout the agency process and property management activities. 

1. Introduction To This Policy

This GDPR Policy outlines how Crown Home Buying & Letting collects, processes, stores, and protects personal data in accordance with the General Data Protection Regulation (GDPR).

As an estate agent, we handle personal data from property owners, tenants, potential buyers, sellers, and service providers, and we are committed to safeguarding this data.

2. Scope

This policy applies to all employees, contractors, and third parties processing personal data on behalf of Crown Home Buying & Letting. It covers all personal data processed in the course of our business operations (including verbally, electronically and by hard copy).

3. Data Controller

For any questions or concerns regarding data privacy, or requests to exercise your rights under GDPR, please contact the Data Protection Officer (DPO)for Crown Home Buying & Letting via the details below:

Xiu Xiu Sun

info@chbl.uk

020 7903 6881

4. Data We Collect

For our business purposes, Crown Home Buying & Letting may collect the following categories of personal data (please note the examples listed are not exhaustive): 

• Personal Identification such as; name, date of birth, passport or national ID numbers, etc.
• Contact Information: Email addresses, phone numbers, WeChat ID, and postal addresses. 
• Property Information: Details of properties for sale or rent, ownership records, tenancy agreements, lease terms, etc. 
• Financial Information: Bank account details, rent payment records, salary information for tenant referencing, deposit and mortgage details. 
• Tenancy Information: Tenant references, rental history, guarantor information. 
• Marketing Preferences: Preferences for receiving communications about properties, services, or offers. 
• Property Maintenance Information: Records related to maintenance and repair services, service provider details. 
• Special categories of data such as health-related information (for example, accessibility needs in rented properties) may be gathered only with the explicit consent of the data subject. 

5. Legal Basis for Processing

Crown Home Buying & Letting processes personal data based on the following lawful grounds:

• Contractual Necessity: When data is required to fulfil our contractual obligations, such as processing tenancy agreements, arranging property sales, or managing property maintenance. 
• Legal Obligations: To comply with regulations, such as tenancy laws, anti-money laundering regulations, or tax obligations. 
• Consent: Where we have obtained clear consent, such as for direct marketing or sharing data with third-party service providers. 
• Legitimate Interests: For activities necessary to run our business, such as managing our client relationships, advertising properties, or fraud prevention.

6. Purpose of Data Processing

Crown Home Buying & Letting processes personal data for the following purposes: 

• Property Sales and Rentals: To facilitate property sales, lettings, and tenant management, including viewings, offers, contracts, and conveyancing. 
• Tenancy Management: To manage tenant records, collect rent, and provide property management services. 
• Client and Supplier Relationships: To manage relationships with property owners, tenants, buyers, sellers, and third-party suppliers. 
• Financial Transactions: To process payments, deposits, and rent collections. 
• Marketing: To communicate with prospective buyers, sellers, landlords, and tenants about properties and services that may interest them (subject to consent where required). 
• Property Maintenance: To coordinate repairs and property maintenance services. 
• Regulatory Compliance: To comply with relevant legal obligations, such as anti-money laundering.

7. Data Sharing

Crown Home Buying & Letting may share personal data with:

• Estate Agents and Property Professionals: To facilitate sales and lettings, including solicitors, mortgage brokers, surveyors, and other related parties. 
• Service Providers: Contractors or maintenance companies responsible for property upkeep or repairs. 
• Financial Institutions: For processing rent and payments. 
• Legal Authorities: In cases where data is required for legal proceedings or regulatory compliance (e.g., HMRC, local authorities). 
• Third Parties: With tenant referencing agencies, credit check providers, or utility companies as necessary for tenancy management.

In all cases, we ensure that appropriate agreements are in place to protect data when it is shared externally.

8. International Data Transfers

Where personal data is transferred outside the European Economic Area (EEA), Crown Home Buying & Letting ensures that appropriate safeguards are in place to protect the data in accordance with GDPR, such as standard contractual clauses or other lawful transfer mechanisms.

9. Data Retention

Crown Home Buying & Letting will retain personal data only for as long as necessary to fulfil the purposes outlined in this policy, or as required by law. This includes:

• Tenancy Agreements and Related Data: Retained after the end of a tenancy to comply with legal obligations or resolve disputes. 
• Property Sale Data: Retained after the completion of a property sale. 
• Marketing Data: Retained until consent is withdrawn or as per internal retention policies.

Once the retention period expires, personal data will be securely deleted or anonymised.

10. Data Subject Rights

Under the GDPR, individuals have the following rights:

• Right of Access: To request copies of the personal data we hold. 
• Right to Rectification: To correct any inaccuracies in the personal data. 
• Right to Erasure (Right to be Forgotten): To request deletion of personal data, subject to certain conditions. 
• Right to Restrict Processing: To request that we limit the processing of personal data under certain circumstances. 
• Right to Data Portability: To request transfer of personal data to another data controller in a structured, commonly used, and machine-readable format. 
• Right to Object: To object to the processing of personal data based on legitimate interests or direct marketing purposes.

If you wish to exercise any of your rights, please contact the DPO at the contact details provided above. 

11. Breach Notification

In the event of a personal data breach, Crown Home Buying & Letting will promptly assess the risk to individuals’ rights and freedoms and, where necessary, notify the relevant supervisory authority within 72 hours. We will also inform affected individuals where the breach is likely to result in a high risk to their rights and freedoms.

12. Changes to this Policy

Crown Home Buying & Letting reserves the right to amend this policy at any time to reflect changes in the law or our business practices. Any updates will be communicated to stakeholders and will be available on our website.