JOHN SANKEY ESTATE AGENTS PRIVACY NOTICE
Effective from: September 2026
Review date: September 2027
John Sankey Estate Agents takes the privacy and security of personal information seriously. This Privacy Notice explains what personal information we collect, how and why we use it, who we may share it with, how long we keep it and the rights you have in relation to your personal information.
We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended.
1.Who We Are
John Sankey Estate Agents is an independent estate and letting agency.
For the purposes of applicable data protection legislation, John Sankey Estate Agents is the data controller in respect of personal information for which we determine the purposes and means of processing.
You can contact us regarding your personal information at:
John Sankey Estate Agents
41 Albert Street
Mansfield
Nottinghamshire
NG18 1EA
Email: enquiries@johnsankey.com
2.The personal information we may collect.
Depending upon your relationship with us and the services you use, we may collect and process information including:
- your name, address, date of birth and contact details, including telephone number and email address;
- identification documents and information required to verify your identity;
- information required for anti-money laundering, sanctions and customer due diligence checks;
- property ownership and property-related information;
- details relating to a property you are selling, purchasing, letting or renting;
- viewing records, offers, negotiations and correspondence;
- information relating to your requirements when looking to purchase or rent a property;
- financial information, proof of funds and, where required, information relating to the source of funds or source of wealth;
- information provided by solicitors, conveyancers, mortgage advisers, surveyors, landlords, tenants, buyers, sellers and other parties involved in a property transaction;
- information required for tenancy applications, referencing and credit checks;
- records of our communications and dealings with you; and
- any other information you provide to us in connection with the services we provide.
We will only collect information which is relevant and reasonably necessary for the purposes for which it is being processed.
3. Where we obtain personal information
We normally obtain personal information directly from you.
We may also receive or obtain information from other sources where appropriate, including:
- property owners, buyers, landlords and tenants;
- solicitors and conveyancers;
- mortgage advisers and lenders;
- surveyors;
- other estate agents involved in a transaction;
- tenancy referencing and credit reference providers;
- identity verification and anti-money laundering providers;
- HM Land Registry and other publicly available registers or sources;
- property portals and websites through which you make an enquiry; and
- other organisations involved in a property transaction or the provision of our services.
Where we receive personal information about you from another source, we will handle it in accordance with applicable data protection legislation.
4. How and why we use your personal information
We may use your personal information to:
- administer and manage our relationship with you;
- provide estate agency and letting agency services;
- market and advertise properties;
- arrange and conduct property viewings;
- communicate offers and assist with negotiations;
- progress property sales, purchases and lettings;
- communicate with solicitors, conveyancers, surveyors, mortgage advisers, other estate agents and other parties involved in a transaction;
- respond to enquiries and requests;
- match buyers and tenants with suitable properties;
- verify identity and carry out anti-money laundering, sanctions and other legally required checks;
- undertake appropriate tenancy referencing and credit checks;
- maintain appropriate business and transaction records;
- prevent and detect fraud or other unlawful activity;
- comply with applicable laws, regulations and regulatory requirements;
- deal with complaints and disputes;
- establish, exercise or defend legal claims;
- recover money owed to us;
- protect our business, clients, employees and other individuals;
- improve and administer our services and systems;
- provide information about our services where permitted by law; and
- notify you of relevant changes to our services.
5. Our lawful bases for processing
Data protection law requires us to have a lawful basis for processing personal information. Depending upon the circumstances, we may rely upon one or more of the following:
Contract – where processing is necessary to enter into or perform a contract with you, for example where you instruct us to sell or let a property or where we provide another service to you.
Legal obligation – where we are required to process information in order to comply with a legal or regulatory obligation. This includes certain anti-money laundering and customer due diligence requirements.
Legitimate interests – where processing is necessary for our legitimate business interests or those of a third party, provided those interests are not overridden by your rights and interests. This may include managing enquiries, progressing property transactions, maintaining appropriate records, preventing fraud, protecting our business, dealing with complaints and providing an effective estate and letting agency service.
Consent – where consent is the appropriate lawful basis, we will ask you for it. Where processing is based on consent, you may withdraw your consent at any time. Withdrawal will not affect processing which took place before consent was withdrawn.
Different lawful bases may apply to different activities and the rights available to you may therefore vary depending upon the processing concerned.
Anti-money laundering and identity checks
As a regulated estate agency business, we are required to carry out appropriate identity verification, customer due diligence and anti-money laundering checks.
We may therefore ask you to provide identification and other information and may use third-party providers to carry out checks on our behalf.
We currently use Thirdfort and Propertymark third-party services for certain identity and anti-money laundering checks.
Depending upon the circumstances, these checks may involve verification of identity and address and checks against appropriate databases, including sanctions and politically exposed person information.
We may also need to obtain information relating to proof of funds, source of funds or source of wealth where required by law or our anti-money laundering procedures.
Where we are legally required to obtain information, failure to provide it may mean that we are unable to act for you or proceed with a transaction.
7. Who we may share your information with
We will only share personal information where there is an appropriate reason to do so.
Depending upon the circumstances, we may share relevant information with:
Energy Performance Certificates and property services
We may share relevant property and contact information with Colm McDonald and Flyover, who provide Energy Performance Certificate and/or associated property services to us.
Property software
We use Street.co.uk as our estate agency software provider. Relevant information is stored and processed through our property management systems as part of providing our services.
Property marketing
Property information may be provided to and advertised through:
- Rightmove.co.uk
- OnTheMarket.com
- JohnSankey.com
Only information appropriate for marketing the property will be published.
Solicitors and conveyancers
Once a sale has been agreed, we may provide relevant information, including names and contact details, to solicitors or conveyancers so that the transaction can proceed.
We may also communicate with solicitors and conveyancers throughout the transaction for sales progression purposes.
Other estate agents
Where appropriate, we may communicate with other estate agents involved in a property chain in order to assist with the progression of a transaction. We will only disclose information that is reasonably necessary and appropriate in the circumstances.
Mortgage and financial services
Where appropriate and where you have agreed to the referral, we may provide relevant contact information to Jon Staley at The Mortgage Store Mansfield so that he can contact you regarding mortgage or related services.
Surveyors and lenders
A surveyor acting for a buyer, lender or building society may require access to a property. Where necessary, we may provide appropriate contact details so that access can be arranged, unless we hold keys and have authority to provide access ourselves.
Identity and AML providers
We may provide information to Thirdfort and Propertymark third-party services for identity verification, anti-money laundering and associated compliance checks.
Other organisations
Where necessary and appropriate, information may also be shared with:
- tenancy referencing and credit reference providers;
- landlords and tenants;
- buyers and sellers;
- contractors and professional service providers;
- insurers and professional advisers;
- debt recovery organisations;
- IT and technology providers;
- HM Revenue & Customs;
- law enforcement agencies;
- courts and tribunals;
- regulators and supervisory authorities; and
- other organisations where disclosure is required or permitted by law.
We may also disclose information where reasonably necessary to enforce our contractual rights, recover a debt, prevent or investigate fraud, establish or defend legal claims or protect the rights, property or safety of our clients, staff or others.
Where another organisation processes personal information on our behalf, we take appropriate steps to ensure that suitable data protection arrangements are in place.
8. Marketing and keeping in touch
We may contact you in connection with a service you have requested, a property enquiry you have made, a property transaction or other matters relating to our relationship with you. These service communications are not necessarily marketing communications.
We may also wish to contact you from time to time about our services, properties, promotions or other relevant opportunities.
Where required, we will obtain appropriate consent before sending electronic direct marketing. In circumstances where the law permits us to rely upon an alternative basis, such as the applicable “soft opt-in” provisions for similar products or services, we may do so provided the relevant legal requirements are satisfied.
You will be given an appropriate opportunity to opt out of direct marketing communications.
You have the right to object to the use of your personal information for direct marketing at any time.
You can ask us to stop sending marketing communications by contacting:
Opting out of marketing will not prevent us from contacting you where it is necessary in connection with an existing instruction, property enquiry, transaction, tenancy or other service you have requested.
9. How long we keep personal information
We do not keep personal information for longer than is reasonably necessary for the purpose for which it was collected, taking into account our legal and regulatory obligations and the need to establish or defend legal claims.
Where you have been involved in a completed property transaction with us, we will generally retain the relevant transaction file for seven years, unless there is a legal, regulatory or other legitimate reason requiring a different retention period.
Records relating specifically to anti-money laundering and customer due diligence will be retained for the period required by applicable anti-money laundering legislation and will then be securely deleted or destroyed unless there is a lawful reason requiring further retention.
Other records, including enquiries, unsuccessful transactions, property applicant information and marketing information, will be retained only for as long as reasonably necessary for the relevant purpose.
Paper records are stored securely within our office or in secure off-site storage. When paper records are no longer required, they are securely destroyed by a third-party shredding provider.
Electronic information is stored within appropriate business systems and is deleted or anonymised when it is no longer required, subject to applicable legal and regulatory requirements.
10. International Transfers
Some organisations providing technology, software or other services to us may store or process information outside the United Kingdom.
Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer complies with applicable UK data protection legislation and that appropriate safeguards are in place where required.
Further information about relevant safeguards can be requested using the contact details below.
11. Security
We take appropriate technical and organisational measures to protect personal information against accidental or unlawful loss, alteration, disclosure, destruction or unauthorised access.
Access to personal information is limited to those who reasonably require it for the performance of their duties or the provision of services to us.
No system can guarantee absolute security, but we take reasonable and appropriate measures having regard to the nature of the information we process.
12. Your data protection rights
Depending upon the circumstances and the lawful basis on which we process your information, you may have the right to:
- request access to personal information we hold about you;
- request correction of inaccurate or incomplete personal information;
- request deletion of your personal information in certain circumstances;
- request restriction of processing in certain circumstances;
- object to processing based upon legitimate interests in certain circumstances;
- object at any time to processing for direct marketing purposes;
- request the transfer of certain personal information to you or another organisation where the right to data portability applies;
- withdraw consent at any time where we rely upon consent; and
- have rights relating to certain forms of automated decision-making where applicable.
These rights are not absolute and exemptions or restrictions may apply in some circumstances.
We do not currently use solely automated decision-making which produces legal or similarly significant effects on individuals as part of our ordinary estate agency services.
If this changes, we will update this Privacy Notice as appropriate.
13. Making a data protection request
If you wish to exercise any of your data protection rights, please contact:
Email: enquiries@johnsankey.com
Post:
John Sankey Estate Agents
41 Albert Street
Mansfield
Nottinghamshire
NG18 1EA
We will respond to valid requests within the period required by applicable data protection legislation. We may need to request information from you to confirm your identity before dealing with a request.
14. Complaints
If you have concerns about the way we have handled your personal information, please contact us first so that we have the opportunity to investigate and respond.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator.
Information about making a complaint is available from the Information Commissioner’s Office.
15.Changes to this privacy notice
We will review this Privacy Notice regularly and update it where necessary to reflect changes to our services, systems, suppliers or applicable legal and regulatory requirements.
Where a change materially affects how we use personal information, we will take appropriate steps to bring the change to the attention of affected individuals.
Privacy Notice effective from: September 2026
Next scheduled review: September 2027
John Sankey Estate Agents
41 Albert Street
Mansfield
Nottinghamshire
NG18 1EA
Email: enquiries@johnsankey.com