Privacy Policy

Last updated: 29 June 2026

This Privacy Policy explains how SAB Estates collects, uses, stores and shares personal information.

SAB Estates is the trading name of SAB Lettings Limited. We are the controller of your personal information, which means we are responsible for deciding how and why your personal information is used.

Registered company: SAB LETTINGS LIMITED
Company number: 07925546
Address: 236–238 Ruislip Road, Greenford, Middlesex, UB6 9RS
Telephone: +44 (0) 208 575 2929
Email: info@sabestates.com

You can contact us using the details above if you have any questions about this Privacy Policy or how we use your personal information.

1. About this Privacy Policy

This Privacy Policy applies to personal information we collect and use when you:

  • use our website

  • contact us by phone, email, website form, post or in person

  • request a property valuation

  • request a property viewing

  • register your property requirements with us

  • enquire about buying, selling, renting or letting a property

  • become a client, customer, applicant, landlord, tenant, buyer, seller or guarantor

  • use our estate agency, lettings, sales, property management or related services

  • interact with us through property portals, social media or third-party platforms

  • deal with us in relation to a query, complaint, claim, legal obligation or compliance matter

We only use personal information where we have a lawful basis to do so under UK data protection law.

2. Personal information we may collect

The personal information we collect depends on your relationship with us and the service you use.

Contact and enquiry information

We may collect:

  • full name

  • email address

  • phone number

  • postal address

  • property address

  • enquiry details

  • messages you send to us

  • preferred contact method

  • preferred appointment dates or times

  • records of calls, emails, form submissions and other communications

Property and service information

Where relevant, we may collect:

  • property details

  • property valuation details

  • property search requirements

  • buying, selling, letting or renting preferences

  • viewing request details

  • offer, negotiation, sale, letting or tenancy details

  • landlord, tenant, buyer, seller, applicant, guarantor or referee details

  • property management information

  • maintenance, repair or contractor information

  • records of instructions, meetings, decisions and actions

  • feedback, complaints or service history

Identity, financial and compliance information

Where relevant, necessary and lawful, we may collect:

  • date of birth

  • identification documents

  • proof of address

  • proof of ownership or authority to act

  • source of funds information

  • source of wealth information

  • bank or payment details

  • income, affordability or employment information

  • credit reference or tenant referencing information

  • guarantor information

  • transaction and payment records

  • anti-money laundering checks and records

  • fraud prevention and compliance information

  • information required to meet legal, regulatory, accounting, tax or professional obligations

Technical and website information

When you use our website, we may collect:

  • IP address

  • browser type and version

  • device information

  • operating system

  • approximate location based on technical data

  • pages visited

  • website usage information

  • form submission data

  • cookie preferences

  • analytics information, where enabled

  • security logs and technical diagnostic information

For more information about cookies, please see our Cookie Policy.

Call recordings and monitoring

Calls to our office may be recorded or monitored for training, quality, record keeping, complaint handling, legal, security and service improvement purposes.

Sensitive or special category information

We do not usually ask for sensitive personal information unless it is relevant and necessary for a specific purpose.

In limited circumstances, you may provide, or we may need to process, information relating to health, disability, accessibility needs, vulnerability, welfare, safeguarding or support requirements. For example, this may be needed to make reasonable adjustments, communicate with you appropriately, protect someone’s welfare, manage a health and safety matter, or comply with legal obligations.

We will only use this type of information where we have a lawful basis and, where required, an additional condition under data protection law.

Criminal offence information

We do not routinely collect criminal offence information. However, where relevant, necessary and lawful, we may process information relating to criminal offences, suspected fraud, anti-money laundering checks, sanctions, financial crime prevention, legal claims, property-related compliance or other matters where we are legally required or permitted to do so.

3. How we collect personal information

We may collect personal information from:

  • you directly

  • someone acting on your behalf

  • landlords, tenants, buyers, sellers, applicants, guarantors or referees

  • solicitors, conveyancers and other legal professionals

  • estate agents, managing agents and property professionals

  • tenant referencing providers

  • credit reference agencies

  • property portals and property platforms

  • publicly available sources and public records

  • government bodies, regulators, law enforcement or public authorities

  • contractors, suppliers and service providers

  • website, CRM, email, hosting, IT, analytics and estate agency software providers

  • social media platforms or messaging services, where you contact us through them

4. How and why we use personal information

We use personal information for the purposes below.

To respond to enquiries and provide our services

We use personal information to:

  • respond to enquiries

  • arrange valuations

  • arrange viewings

  • register buyers, tenants, landlords and sellers

  • match people with suitable properties

  • provide sales, lettings and property management services

  • communicate with clients, customers and applicants

  • manage property transactions

  • manage landlord, tenant, buyer and seller relationships

  • keep accurate internal records

  • follow up on property-related requests

  • improve our services, systems and website

Our lawful bases for this are:

  • Contract — where we need to use the information to enter into or perform a contract with you.

  • Legal obligation — where we need to use the information to comply with the law.

  • Legitimate interests — where we have a legitimate interest in operating and improving our estate agency services.

Our legitimate interest is to provide a professional, organised and reliable estate agency service. This includes responding to requests, arranging appointments, managing client relationships, providing relevant property information and improving how we deliver our services.

To operate client, customer and applicant records

We use personal information to:

  • maintain client and customer accounts

  • manage applicant records and property requirements

  • record enquiries, valuations, viewings and communications

  • manage instructions and service history

  • avoid duplication

  • keep records accurate and up to date

  • deal with ongoing relationships and follow-up actions

Our lawful bases for this are:

  • Contract

  • Legal obligation

  • Legitimate interests

Our legitimate interest is to keep accurate and useful records so that we can provide a consistent and informed service.

To carry out checks and comply with legal obligations

Where relevant, necessary and lawful, we use personal information to:

  • verify identity

  • carry out anti-money laundering checks

  • carry out source of funds or source of wealth checks

  • carry out fraud prevention checks

  • carry out tenant referencing, affordability or credit checks

  • comply with estate agency, lettings, tax, accounting, anti-money laundering, consumer protection, property, health and safety or other legal obligations

  • keep legally required records

  • respond to lawful requests from regulators, courts, law enforcement or public authorities

Our lawful bases for this are:

  • Legal obligation

  • Contract, where checks are necessary to provide or enter into a service arrangement

  • Recognised legitimate interest, where applicable for crime prevention, detection or investigation

  • Legitimate interests, where necessary to protect our business, clients, customers or others from fraud, misuse or unlawful activity

To prevent, detect, investigate or report fraud, crime or misuse

We may use personal information to:

  • prevent, detect or investigate fraud

  • prevent, detect or investigate money laundering

  • prevent misuse of our website or services

  • protect our business, clients, customers, staff and property

  • report suspected unlawful activity

  • support legal, regulatory or compliance processes

Our lawful bases for this are:

  • Legal obligation

  • Recognised legitimate interest, where applicable

  • Legitimate interests

Our legitimate interest is to protect our business and the people we work with from fraud, financial crime, unlawful activity and misuse of our services.

To send property updates, service updates and marketing

We may use personal information to send:

  • property alerts

  • updates about properties matching your requirements

  • valuation or market updates

  • service updates

  • information about sales, lettings, property management or related services

  • follow-up communications after an enquiry, valuation, viewing or service request

  • newsletters or marketing communications, where applicable

Our lawful bases for this are:

  • Consent — where you have actively opted in to receive marketing or property updates.

  • Legitimate interests — where we send limited, relevant and expected communications to people who have made an enquiry, used our services or shown an interest in our properties or services.

We will only send marketing where it is lawful, reasonable and proportionate. Where consent is required by law, we will only send marketing where that consent has been given. You can opt out of marketing communications at any time.

To protect client welfare and provide appropriate support

Where relevant, we may use personal information to:

  • identify where someone may need extra assistance

  • make reasonable adjustments

  • communicate in a suitable way

  • record relevant support needs

  • respond appropriately where someone may be vulnerable, distressed or at risk

  • take reasonable steps to protect someone’s wellbeing or safety

Our lawful bases for this are:

  • Legitimate interests

  • Vital interests, in rare situations where someone’s life, physical safety or serious wellbeing is at urgent risk

  • Legal obligation, where we are required by law to act

Our legitimate interest is to provide a responsible and supportive service, particularly where someone may need additional help during a property transaction, tenancy, viewing, valuation or enquiry.

To deal with queries, complaints, disputes or claims

We use personal information to:

  • respond to queries

  • investigate complaints

  • check records

  • review correspondence

  • resolve disputes

  • deal with claims or potential claims

  • protect our legal or business position

  • improve our services

Our lawful bases for this are:

  • Contract

  • Legal obligation

  • Legitimate interests

Our legitimate interest is to handle queries, complaints, disputes and claims properly, fairly and professionally.

To maintain and improve our website, systems and security

We use personal information and technical data to:

  • operate and maintain our website

  • process website forms

  • keep our website and systems secure

  • detect technical issues or misuse

  • manage backups and updates

  • understand how visitors use the website

  • improve website performance and user experience

  • manage cookie preferences and analytics, where enabled

Our lawful bases for this are:

  • Legitimate interests

  • Consent, where required for non-essential cookies or analytics

  • Legal obligation, where security or record keeping is legally required

Our legitimate interest is to keep our website and systems secure, reliable and useful.

5. What happens if you do not provide personal information

In some cases, we need certain personal information to provide services, respond to enquiries, arrange viewings, arrange valuations, register property requirements, carry out checks or comply with legal obligations.

If you do not provide information we reasonably need, we may not be able to:

  • respond to your enquiry

  • arrange a viewing or valuation

  • register you as an applicant

  • provide sales, lettings or property management services

  • progress a transaction or tenancy

  • complete legally required checks

  • comply with legal or regulatory obligations

6. Who we share personal information with

Where necessary and lawful, we may share personal information with:

  • website, CRM, email, hosting, IT, analytics, security, backup and estate agency software providers

  • Street CRM, PropertyHive and related property software providers, where used

  • property portals and property marketing platforms

  • solicitors, conveyancers and legal advisers

  • accountants, auditors, compliance advisers and professional consultants

  • landlords, sellers, buyers, tenants, applicants, guarantors and referees

  • tenant referencing providers and credit reference agencies

  • contractors, maintenance providers, inventory clerks, surveyors, photographers and property service providers

  • payment, banking or financial service providers

  • insurers and claims handlers

  • regulators, ombudsman schemes, public authorities, law enforcement bodies, courts or organisations we are legally required to share information with

  • other estate agents, managing agents or property professionals involved in a transaction

  • other relevant third parties involved in a sale, letting, valuation, viewing, tenancy, property management matter, complaint, dispute or legal claim

We only share personal information where it is necessary, relevant and lawful.

7. Data processors and service providers

Some organisations process personal information on our behalf. These may include:

  • website hosting providers

  • CRM and estate agency software providers

  • email providers

  • IT support providers

  • website maintenance providers

  • analytics providers

  • cookie consent providers

  • backup and security providers

  • form processing and storage providers

  • payment, referencing or compliance software providers, where used

These processors help us operate our estate agency business and website. They may process personal information to host and maintain our website, process website forms, manage enquiries, valuations and viewings, store client and customer records, operate property software, send and receive emails, manage backups, provide security, support analytics and provide IT support.

Where we use data processors, they must process personal information only on our instructions and keep it secure.

8. International transfers

Some of our service providers may process personal information outside the UK. Where this happens, we will take reasonable steps to ensure appropriate safeguards are in place, such as using providers that offer suitable contractual protections, adequacy arrangements or other recognised safeguards under UK data protection law.

9. How long we keep personal information

We keep personal information only for as long as necessary for the purposes we collected it, including to provide services, respond to enquiries, manage client and customer records, comply with legal obligations, resolve disputes and protect our legal rights.

Different types of information may be kept for different periods depending on the purpose, the nature of our relationship with you and any legal, regulatory, accounting or operational requirements.

As a general guide:

  • Website enquiries, contact form submissions, viewing requests, valuation requests and registration details are kept for as long as needed to respond to the enquiry and manage any ongoing relationship.

  • If an enquiry does not progress, we will keep the information only for a reasonable period before deleting, anonymising or securely archiving it.

  • Client, customer, transaction, tenancy, property management, complaint and compliance records may be kept for longer where required for legal, regulatory, accounting, anti-money laundering, complaint handling, insurance or dispute resolution purposes.

  • Records needed to bring or defend legal claims may be kept for up to 6 years after the relevant matter ends, or longer where required by law or where a dispute is ongoing.

  • Anti-money laundering records are normally kept for 5 years from the end of the business relationship or completion of the transaction, where this applies.

  • Marketing preferences may be kept for as long as needed to respect your choices, including where you have opted out of marketing.

  • Call recordings, where made, are kept only for as long as necessary for training, quality, complaint handling, record keeping, security or legal purposes.

  • Technical logs, website security records and analytics data are kept only for as long as needed for security, diagnostics, analytics or legal purposes.

When information is no longer needed, we will delete it, anonymise it or securely archive it.

10. Cookies and analytics

Our website may use cookies and similar technologies to make the website work, improve performance, understand how visitors use the site and support marketing or analytics where enabled.

Some cookies are essential for the website to work. Other cookies, such as analytics or marketing cookies, will only be used where required consent has been given.

You can manage cookie preferences through the cookie banner or cookie settings on our website.

For more information, please see our Cookie Policy.

11. Security

We take reasonable steps to protect personal information from unauthorised access, loss, misuse, alteration or disclosure.

This may include:

  • access controls

  • password protection

  • secure systems

  • website security tools

  • backups

  • staff procedures

  • supplier checks

  • limiting access to people who need the information for their role

No system can be guaranteed completely secure, but we take appropriate steps to protect the personal information we hold.

12. Automated decision making and profiling

We do not make decisions about you based solely on automated processing where those decisions would have a legal or similarly significant effect.

We may use systems to help organise enquiries, manage records, match property requirements, analyse website usage or support internal processes. Where we use these systems, important decisions are not made solely by automated means without appropriate human involvement.

13. Your data protection rights

Under UK data protection law, you have rights over your personal information.

These may include:

  • Right of access — you can ask for a copy of the personal information we hold about you.

  • Right to rectification — you can ask us to correct inaccurate or incomplete information.

  • Right to erasure — you can ask us to delete your personal information in certain circumstances.

  • Right to restriction — you can ask us to restrict how we use your information in certain circumstances.

  • Right to object — you can object to certain uses of your personal information, including direct marketing.

  • Right to data portability — you can ask us to transfer certain information to you or another organisation.

  • Right to withdraw consent — where we rely on consent, you can withdraw it at any time.

Some rights may not apply in every situation. This depends on the lawful basis we use and the reason we are processing the information.

To make a request, please contact us using the details at the top of this policy. We will respond without undue delay and normally within one month.

14. Complaints

If you have any concerns about how we use your personal information, please contact us first so that we can try to resolve the issue.

Email: info@sabestates.com
Telephone: +44 (0) 208 575 2929
Post: SAB Estates, 236–238 Ruislip Road, Greenford, Middlesex, UB6 9RS

If you are unhappy with our response, you can complain to the Information Commissioner’s Office.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline: 0303 123 1113
Website: ICO make a complaint page

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The latest version will be published on our website with the updated date shown at the top.