Privacy Policy
Last updated: June 2026
1. Who we are
This Privacy Policy explains how Abidins Limited (trading as “Abidins”) (“we”, “us” or “our”) collects, uses, stores and shares personal data when you use our services, contact us, visit our website, enquire about a property, instruct us in relation to a property transaction, or otherwise interact with us.
Abidins Limited is an independent estate and lettings agency providing services including property sales, lettings and property management.
Data controller: Abidins Limited (company number 8146287)
ICO Registration Number: ZA246171
Registered office: 22 The Grangeway, London, N21 2HG
Telephone: 020 8637 2538
Website: https://abidins.com
Email: info@abidins.com
For the purposes of UK data protection law, Abidins Limited is the controller of the personal data described in this Privacy Policy.
2. What this Privacy Policy covers
This Privacy Policy applies to personal data we process in connection with:
- our property sales, lettings and property management services;
- enquiries from buyers, sellers, landlords, tenants, guarantors, applicants and contractors;
- communications with us by phone, email, WhatsApp, SMS, social media, website enquiry forms and in person;
- property enquiries and leads received through Zoopla, PrimeLocation, our website and our social media platforms;
- anti-money laundering, sanctions, identity verification, right to rent and referencing checks;
- marketing communications; and
- use of our website, including visitor comments and analytics.
This Privacy Policy applies to all personal data processed by Abidins in connection with its sales, lettings and property management services, including related compliance, tenancy administration, marketing and website activities.
This Privacy Policy should be read alongside our Cookie Policy, which explains how cookies and similar technologies are used on our website.
3. The personal data we collect
The personal data we collect depends on the nature of your relationship with us and the services you use. We may collect and process the following categories of personal data.
3.1 Contact and identity data
- name, title and date of birth;
- home address, correspondence address and previous addresses;
- email address and telephone number;
- photographic identification and other identity documents, such as passport or driving licence details;
- proof of address documents; and
- nationality, immigration or residency information where relevant to legal compliance checks such as right to rent checks.
3.2 Property and transaction data
- information about properties you wish to buy, sell, rent, let or manage;
- property addresses and property-related documents;
- details of offers, negotiations, tenancies, sales progressions, landlord instructions and management arrangements;
- tenancy application information; and
- details relating to viewings, appointments and maintenance issues.
3.3 Financial and referencing data
- bank details and payment information where relevant;
- income and employment details;
- affordability information;
- credit-related information where relevant to tenant referencing; and
- rent payment history, arrears information and debt recovery-related information where relevant.
3.4 Compliance and screening data
- information required for anti-money laundering (AML), sanctions, politically exposed person (PEP), identity verification and fraud prevention checks;
- right to rent information and supporting documents; and
- information obtained from third-party referencing, screening and verification providers.
3.5 Communications data
- records of emails, calls, messages, WhatsApp messages, SMS messages, website enquiries, social media messages and other communications with us;
- notes of meetings, appointments and discussions; and
- records relating to complaints, disputes or service issues.
3.6 Website and technical data
- IP address, browser type, device information and website usage information;
- information collected through cookies and analytics tools, including Google Analytics;
- information submitted through website enquiry forms; and
- information you post in visitor comments on our website.
3.7 Marketing and preferences data
- your marketing preferences;
- records of whether you have opted in or opted out of marketing; and
- records of communications sent to you and your engagement with those communications where relevant.
3.8 Property management and tenancy administration data
Where relevant to lettings and property management, we may also process personal data relating to:
- landlords, tenants, guarantors and occupiers;
- contractors, maintenance providers, inventory clerks and other suppliers involved in managing a property; and
- tenancy renewals, repairs, inspections, inventories, check-in/check-out reports, rent collection, arrears handling, deposit protection and deposit disputes.
4. How we collect personal data
We collect personal data in a number of ways.
4.1 Directly from you
We may collect personal data directly from you when you:
- contact us by phone, email, WhatsApp, SMS, social media or in person;
- submit an enquiry through our website;
- ask us to market, sell, let or manage a property;
- apply for a tenancy or provide guarantor information;
- provide identity documents, proof of address, financial information or other documents;
- register for property updates or marketing communications; or
- post a comment on our website.
4.2 From property portals and online platforms
We may receive your details when you enquire about a property or our services through:
- Zoopla;
- PrimeLocation;
- our social media channels and messaging tools; and
- other online advertising or property listing channels we use from time to time.
4.3 From third parties involved in a transaction or tenancy
We may receive personal data from third parties such as:
- landlords, tenants, buyers, sellers or guarantors;
- solicitors, conveyancers, mortgage advisers or financial advisers;
- employers, referees and previous landlords;
- contractors, inventory clerks and property management suppliers; and
- local authorities, regulators or public bodies where relevant.
4.4 From verification, referencing and screening providers
We may obtain personal data from third-party providers who help us carry out:
- identity verification;
- AML, sanctions and fraud prevention checks;
- tenant referencing and affordability checks; and
- right to rent checks.
This includes Let Alliance, which we use in connection with referencing, right to rent and compliance checks.
4.5 From publicly available sources
We may collect information from publicly available sources where lawful and appropriate, such as Companies House, sanctions lists, electoral roll data, Land Registry records or other public records relevant to our services or legal obligations.
5. How we use personal data and our lawful bases
Under UK data protection law, we must have a lawful basis for processing personal data. Depending on the circumstances, we rely on one or more of the following lawful bases:
- performance of a contract – where processing is necessary to enter into or perform a contract with you;
- legal obligation – where processing is necessary to comply with the law;
- legitimate interests – where processing is necessary for our legitimate business interests or those of a third party, provided your rights do not override those interests; and
- consent – where we ask for and rely on your consent, for example for certain marketing activities or certain optional uses of cookies.
5.1 To provide estate agency, lettings and property management services
We use personal data to:
- respond to enquiries about properties and services;
- arrange and conduct viewings;
- market properties for sale or let;
- negotiate offers and progress sales and lettings;
- prepare, manage and administer tenancies;
- provide property management services, including dealing with maintenance, contractors, inspections, inventories and tenancy administration;
- communicate with landlords, tenants, buyers, sellers, guarantors, contractors and other relevant parties; and
- manage deposits, arrears, disputes and related issues.
Lawful basis: performance of a contract, steps prior to entering into a contract, and legitimate interests.
5.2 To carry out AML, identity, sanctions, referencing, right to rent and housing law compliance checks
We use personal data to:
- verify identity;
- carry out AML, sanctions, fraud prevention and other compliance checks;
- assess prospective tenants and guarantors through referencing and affordability checks;
- carry out right to rent checks where required;
- comply with statutory landlord and letting agency obligations under UK housing law, including obligations arising under the Renters’ Rights Act framework or any replacement or related legislation, such as mandatory registration requirements, dispute resolution or redress requirements (including approved Ombudsman schemes), and compliance reporting or information-sharing with local authorities, regulators or relevant property databases where required; and
- protect our business, our clients and third parties from fraud, financial crime, legal risk and regulatory non-compliance.
Lawful basis: legal obligation, legitimate interests and, where relevant, performance of a contract or steps prior to entering into a contract.
5.3 To manage payments, rent, arrears and debt recovery
We use personal data to:
- collect and process payments;
- manage rent collection and payment records; and
- deal with arrears, unpaid sums and recovery action where necessary.
5.4 To manage relationships and communications
We use personal data to:
- respond to enquiries and requests;
- keep records of communications and instructions;
- deal with complaints, disputes and service issues; and
- administer our relationship with clients, applicants, tenants, landlords, buyers, sellers and guarantors.
Lawful basis: performance of a contract and legitimate interests.
5.5 To operate, improve and secure our website and services
We use personal data to:
- administer our website and website enquiry forms;
- review how visitors use our website;
- improve our services, website content and customer experience;
- protect the security of our website, systems and users; and
- moderate or manage website comments where applicable.
Lawful basis: legitimate interests and, where required for non-essential cookies or similar technologies, consent.
5.6 To send marketing communications
We may use personal data to send information about our services, available properties, updates and other marketing communications by email, phone, SMS, WhatsApp, social messaging or other appropriate channels, where permitted by law.
Lawful basis: consent and/or legitimate interests where permitted by applicable law and electronic marketing rules.You can opt out of marketing at any time by contacting us or using the unsubscribe or opt-out options available in the relevant communication.
5.7 To comply with legal and regulatory obligations
We may process personal data where necessary to:
- comply with applicable laws and regulations;
- respond to lawful requests from regulators, courts, law enforcement or public authorities; and
- maintain appropriate records and comply with our professional, legal and regulatory obligations.
Lawful basis: legal obligation and legitimate interests.
5.8 To establish, exercise or defend legal claims
We may use personal data where necessary to protect our legal rights or those of others, including in relation to complaints, disputes, arrears, deposit disputes, litigation or regulatory matters.
Lawful basis: legitimate interests and legal obligation where applicable.
6. Marketing communications
We may send you marketing communications about our services, property listings, market updates or other relevant information where we are permitted to do so by law.
Marketing may be sent by:
- email;
- telephone;
- SMS;
- WhatsApp or other messaging platforms; and
- social media messaging.
You can ask us to stop sending marketing communications at any time by:
- clicking the unsubscribe link in an email where available;
- replying STOP where that option is offered; or
- contacting us using the details in this Privacy Policy.
Even if you opt out of marketing, we may still contact you about service-related or transactional matters where necessary.
7. Who we share personal data with
We may share personal data with third parties where necessary for the purposes described in this Privacy Policy, including the following categories of recipients.
7.1 Referencing, compliance and verification providers
We may share personal data with providers who assist with:
- tenant referencing and affordability checks;
- right to rent checks; and
- AML, identity, fraud prevention, sanctions and related compliance checks.
This includes Let Alliance where relevant to the services we provide.
7.2 Property transaction and tenancy parties
Depending on the service provided, we may share personal data with:
- landlords, tenants, buyers, sellers and guarantors;
- solicitors, conveyancers, mortgage advisers and financial advisers;
- employers, referees and previous landlords;
- deposit protection providers and dispute resolution bodies; and
- debt recovery providers where necessary.
7.3 Property management suppliers and contractors
Where relevant to property management, we may share personal data with:
- contractors, maintenance providers and tradespeople;
- inventory clerks, check-in/check-out providers and inspectors; and
- other suppliers involved in the maintenance, repair or administration of a property.
7.4 Property portals, website and marketing service providers
We may share personal data with service providers who support our marketing, website and communications activities, including:
- property portals such as Zoopla and PrimeLocation;
- website hosting and website support providers;
- analytics and advertising providers, including Google Analytics and Meta services where relevant; and
- email, messaging or communications service providers.
7.5 Professional advisers, regulators and authorities
We may share personal data with:
- accountants, legal advisers, insurers and other professional advisers;
The Property Ombudsman (TPO) and other redress schemes of which we are a member, where required for the purposes of complaint handling or regulatory compliance; and - HMRC, the Information Commissioner’s Office, courts, regulators, law enforcement agencies and other public authorities where required or permitted by law.
7.6 Business transfers and legal protection
We may share personal data where necessary in connection with:
- a sale, transfer, restructuring or reorganisation of our business or assets; or
- the establishment, exercise or defence of legal claims.
We do not sell your personal data to third parties.
8. International transfers
Some of our third-party service providers may process personal data outside the UK.
Where personal data is transferred outside the UK, we will take appropriate steps to ensure that it is protected in accordance with UK data protection law. This may include relying on:
- an adequacy decision or adequacy regulations;
- the UK International Data Transfer Agreement or International Data Transfer Addendum; or
- another lawful transfer mechanism permitted under UK data protection law.
If you would like more information about how we protect personal data when it is transferred outside the UK, please contact us.
9. Data retention
We will only keep personal data for as long as reasonably necessary for the purposes for which it was collected, including to satisfy legal, regulatory, accounting, reporting and dispute-resolution requirements.
The length of time we keep personal data depends on the nature of the information and the reason we hold it. In deciding retention periods, we take into account:
- the type of service provided;
- legal and regulatory requirements;
- limitation periods for legal claims;
- fraud prevention and compliance obligations; and
- whether there is an ongoing complaint, dispute, tenancy issue, management issue or transaction matter.
As a general guide, we may retain personal data for the following periods, subject to the circumstances of the matter and any overriding legal or regulatory requirement:
9.1 Sales, lettings and property management records
We may retain records relating to property sales, lettings and property management for up to 6 years after the end of the transaction, tenancy, management relationship or our last substantive contact with you, where those records are needed for administration, accounting, dispute resolution or legal claims.
9.2 AML, sanctions and identity verification records
We may retain AML, sanctions, fraud prevention and identity verification records for up to 5 years after the end of the business relationship or completion of the relevant transaction, unless a longer period is required or permitted by law.
9.3 Right to rent records
Where we carry out right to rent checks, we may retain copies of right to rent documents and related records for the duration of the tenancy and for at least 1 year after the tenancy ends, or for any longer period required by law or reasonably necessary to deal with disputes, complaints or legal proceedings.
9.4 Tenant referencing and affordability records
We may retain tenant referencing, affordability and related application records for as long as reasonably necessary for the tenancy application, tenancy administration, legal compliance, dispute resolution and claim defence process.
As a general guide:
- unsuccessful tenancy applications: we may retain tenant referencing, affordability and related application records for up to 1 year after the application is closed; and
- successful tenancy applications and related tenancy records: where the referencing or affordability information forms part of the tenancy file, we may retain those records for up to 6 years after the end of the tenancy where reasonably necessary for tenancy administration, legal compliance, dispute resolution, arrears recovery, guarantor issues or the defence of legal claims.
9.5 Rent, arrears, debt recovery, deposit and dispute records
We may retain records relating to rent payments, arrears, debt recovery, deposit protection and deposit disputes for up to 6 years after the matter is resolved, or longer where required for legal proceedings or enforcement purposes.
9.6 Website enquiries and general enquiries
Where an enquiry does not result in an instruction, tenancy or transaction, we may retain website enquiry records and general enquiry records for up to 2 years from our last substantive contact with you.
9.7 Marketing suppression records
If you opt out of marketing, we may keep a record of your suppression preferences for as long as necessary to ensure we continue to respect your opt-out request.
9.8 Website comments and moderation records
We may retain website comments and related moderation records for as long as reasonably necessary for moderation, website administration, record-keeping and the operation of our website.
We may keep personal data for longer where necessary to establish, exercise or defend legal claims, comply with legal obligations, resolve disputes or prevent fraud and financial crime.
Where we no longer need personal data, we will securely delete it or anonymise it.
10. Website comments and online content
If you leave a comment on our website, we may collect the information you submit through the comment form together with certain technical information, such as your IP address and browser information, where necessary to help with spam detection, moderation and website administration.
Please do not include sensitive personal information in public comments or other public-facing content on our website or social media pages.
11. Cookies, analytics and social media
Our website uses cookies and similar technologies. Please see our Cookie Policy for full details.
We use Google Analytics to help us understand how visitors use our website and to improve our services and website performance.
We also use Meta services in connection with our marketing activities, which may include communications and engagement through Facebook, Instagram and WhatsApp, and may involve advertising, audience measurement or related promotional activity.
Where required by law, we will ask for consent before placing or using non-essential cookies or similar technologies.
12. Security of personal data
We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or unauthorised access.
These measures may include access controls, secure systems, password protection, appropriate document handling procedures, staff confidentiality measures and controls over third-party service providers.
Although we take reasonable steps to protect personal data, no method of transmission over the internet or method of electronic storage is completely secure. If you send us information electronically, you do so at your own risk, although we will always take appropriate steps to protect the information we receive.
13. Your rights
Under UK data protection law, you may have the following rights, depending on the circumstances:
- the right to be informed about how we use your personal data;
- the right to request access to the personal data we hold about you;
- the right to request correction of inaccurate or incomplete personal data;
- the right to request erasure of your personal data in certain circumstances;
- the right to request restriction of processing in certain circumstances;
- the right to object to processing in certain circumstances, including direct marketing;
- the right to data portability in certain circumstances; and
- rights in relation to automated decision-making, where applicable.
If you wish to exercise any of your rights, please contact us using the details below.
14. Complaints
If you have any concerns about how we handle your personal data, please contact us first and we will try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator.
ICO website: https://www.ico.org.uk
15. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, business practices, legal requirements or regulatory guidance.
When we update the policy, we will post the revised version on our website.
16. Contact us
If you have any questions about this Privacy Policy or about how Abidins Limited handles personal data, please contact:
Abidins Limited
22 The Grangeway
London
N21 2HG
Email: info@abidins.com
Telephone: 020 8637 2538
Website: https://abidins.com
