Privacy Policy

1. Who we are

Everwyn Estates is a trading name of Faster Property Solutions-UK Ltd, a company registered in England and Wales (company number 12229183). We are an estate agency helping buyers and sellers across England and Wales. We are registered with the Information Commissioner’s Office (ICO) as a data controller, registration reference ZA578580.

We are committed to protecting your personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy explains what we collect, why, and the rights you have.

Data controller: Faster Property Solutions-UK Ltd, trading as Everwyn Estates
Email: privacy@everwynestates.co.uk
Phone: 0800 324 7948
Post: 590 Green Lane, Ilford IG3 9LW

2. Information we collect

Information you give us directly. When you send an enquiry, book a viewing, request a valuation, or sign up to our newsletter, we collect the details you provide: your name, email address, phone number, postcode, and anything you tell us about the property or your situation. You are never required to share more than you are comfortable with.

Information collected automatically. When you visit our website we may collect technical data such as your IP address, browser type and version, device type, operating system, pages visited and referring website. This is collected through cookies and similar technologies, and only where you have consented to it (see section 9).

Information for property transactions. If you buy or sell through us we will also collect proof of identity and financial details needed for anti-money laundering (AML) checks and to progress the transaction, along with records of our communications with you (calls, emails, texts and WhatsApp messages).

3. How we use your information

We use your personal data to:

• Respond to your enquiry, arrange viewings and valuations, and provide our estate agency services
• Send you relevant property listings and updates about your sale or purchase
• Send you our newsletter and marketing, but only where you have opted in; you can unsubscribe at any time
• Instruct solicitors, conveyancers or other professionals on your behalf, at your request
• Comply with legal and regulatory obligations, including AML checks and HMRC requirements
• Improve our website and the service we offer

We will never sell your personal data to anyone.

4. Legal basis for processing

Under UK GDPR we rely on:

• Consent, where you have given clear permission, for example opting in to the newsletter or marketing messages
• Contract, where processing is necessary to provide our services to you or to take steps you have asked for before entering into an agreement
• Legitimate interests, for running our business effectively, responding to enquiries and improving our services, provided your rights do not override those interests
• Legal obligation, for example AML record-keeping and responding to lawful requests from regulators

5. Who we share your data with

We only share your data where necessary to deliver our services or where the law requires it:

• Solicitors, conveyancers and mortgage brokers, where you have instructed them
• AML and identity-check service providers
• Regulators and authorities such as the ICO, Companies House and HMRC, where legally required

Our technology providers:

• Convex (United States): the database platform that stores enquiry records and website content
• Resend (United States): the email delivery service we use to send notifications
• Vercel (United States): the hosting platform that serves this website
• Apex27 (United Kingdom): the property software we use to manage our listings

Each provider is bound by a data processing agreement and only processes data on our instructions. We never allow third parties to use your personal data for their own marketing.

6. International transfers

Some of the providers above are based in the United States, so your personal data may be transferred, stored and processed outside the United Kingdom. Where this happens we ensure appropriate safeguards are in place: the UK Extension to the EU-US Data Privacy Framework where the recipient is certified, or Standard Contractual Clauses approved by the ICO together with the International Data Transfer Addendum. Email us for detail on the safeguards for any specific provider.

7. Data retention

We keep personal data only as long as we need it:

• Enquiry data: up to 2 years after our last contact, unless we are working on an active transaction
• Transaction files: 6 years after completion, in line with legal and regulatory requirements
• AML and identity records: 5 years after our business relationship ends, as required by the Money Laundering Regulations 2017
• Marketing and newsletter consents: until you withdraw consent or unsubscribe

When we no longer need your data we securely delete or anonymise it.

8. Your rights under UK GDPR

You can exercise any of these rights at any time by contacting us:

• Access: request a copy of the personal data we hold about you
• Rectification: ask us to correct inaccurate or incomplete data
• Erasure: ask us to delete your data where there is no compelling reason to keep it
• Restriction: ask us to limit how we use your data in certain circumstances
• Portability: receive your data in a structured, commonly used format
• Objection: object to processing based on legitimate interests
• Withdraw consent: at any time, where processing is based on consent

We respond to requests within one month and there is normally no fee.

9. Cookies

Our website uses cookies, small text files placed on your device when you visit.

• Strictly necessary cookies enable core features such as page navigation and remembering your cookie choices. They are always on.
• Functional cookies remember your preferences to improve your experience.
• Analytics cookies help us understand how visitors use the site so we can improve it. These only run if you consent.
• Marketing cookies would allow us to personalise property adverts and communications. These only run if you consent.

When you first visit, a cookie banner asks which categories you want to allow. You can change your choices at any time using the “Cookie settings” link in the footer, or through your browser settings. Disabling some cookies may affect how the website works.

10. Calls and messaging

We use VoIP telephony, SMS and WhatsApp Business for client communication. Consent is required before we send marketing by any of these channels, call recordings and chat logs are stored securely, communications are used for business purposes only, and you may request deletion of message records in line with your GDPR rights.

11. Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction or alteration, including encrypted connections (SSL/TLS), secure hosting and access controls. No method of transmission over the internet is completely secure, but we regularly review our security practices.

12. Children’s privacy

Our services are not directed at anyone under 18 and we do not knowingly collect personal data from children. If you believe we have done so inadvertently, contact us and we will delete it promptly.

13. Third-party links

Our website may link to sites we do not operate. We have no control over, and accept no responsibility for, their content or privacy practices. Please read their policies.

14. Changes to this policy

We may update this policy from time to time. Changes will be posted on this page with an updated date.

15. Contact, GDPR requests and complaints

For any question about this policy or to exercise your rights:

Email: privacy@everwynestates.co.uk
GDPR contact: Patsy Maddin, GDPR@FasterPropertySolutions.co.uk, +44 7307 222285
Phone: 0800 324 7948
Post: Faster Property Solutions-UK Ltd, 590 Green Lane, Ilford IG3 9LW

If you are not satisfied with how we handle your data, you have the right to complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint, helpline 0303 123 1113, Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. We would appreciate the chance to address your concerns directly first.