Privacy Policy

Blackbear Property (“we,” “us,” or “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal information when you use our estate agency services, visit our website, or interact with us. We operate in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data Controller

The data controller responsible for your personal data is:
Blackbear Property
2B Quay Street,
Haverfordwest,
SA61 1BG
Telephone: 01437 887 555

Information We Collect

We may collect and process the following categories of personal data:

Identity & Contact Data: Full name, title, date of birth, postal address, email address, and telephone numbers.

Property & Transaction Data: Details of properties you are buying, selling, renting, or letting through us, including valuation requests, viewing feedback, and chain information.

Financial Data: Bank details, proof of funds, mortgage agreements-in-principle, income verification, and credit checking results.

Identification Documents: Passports, driving licences, and utility bills required for mandatory Anti-Money Laundering (AML) and Right to Rent verifications.

Technical & Usage Data: IP address, browser type, device details, and cookie data gathered during your visits to our website.

How We Collect Your Data

We collect personal information through several channels:

Direct Interactions: When you fill out forms on our website, call our team, correspond via email, or visit our office in Haverfordwest.

Property Portals: Lead details forwarded to us from third-party platforms such as Rightmove and Zoopla.

Public Repositories: Publicly accessible sources including HM Land Registry and Companies House.

Referral Partners: Third-party independent financial advisers, solicitors, surveyor networks, or tenancy referencing platforms.

Purposes and Legal Bases for Processing

We will only use your personal data when the law allows us to. Most commonly, we rely on:

Performance of a Contract: Necessary to deliver our estate agency services, including property valuations, sales progression, marketing, and tenancy management.

Legal Obligation: Mandatory compliance with UK legislative requirements, such as statutory Anti-Money Laundering (AML) regulations and Right to Rent checks.

Legitimate Interests: Required for our business operations, such as handling customer enquiries, improving service offerings, preventing fraudulent activities, and managing internal reporting.

Consent: Your explicit permission to send direct marketing updates regarding new property listings or branch promotions. This consent can be withdrawn at any time.

Data Management & Third-Party Disclosures

To operate efficiently, we securely store your information within Street, our designated Customer Relationship Management (CRM) system. Your data is handled strictly in accordance with confidential data protocols.

We may also disclose relevant personal information to specific external parties:

Transaction counterparts (prospective buyers, sellers, landlords, or tenants).

Appointed conveyancers, solicitors, and mortgage brokers moving a transaction forward.

Contracted maintenance teams or utility utility firms handling managed rental units.

Legal, regulatory, or judicial

Data Retention Period

We maintain prospective client and general inquiry profiles for as long as active communication persists, or until you request data removal. In accordance with statutory UK financial obligations and AML regulations, transaction records, client profile documentations, and contract files are retained for a fixed minimum period of 7 years following the official conclusion of our business agreement.

Your Legal Data Rights

Under the UK GDPR framework, you possess specific actionable rights over your personal profile:

Right of Access: Request a comprehensive copy of all personal files held under our control.

Right to Rectification: Mandate immediate correction of missing or incorrect record data.

Right to Erasure: Demand removal of data files where legal retention requirements no longer apply.

Right to Object/Restrict: Challenge data tracking or processing executed under legitimate business interests.

Right to Data Portability: Transfer your active data records straight to alternative service systems.

If you believe your data has been handled incorrectly, you have the right to file a direct report with the Information Commissioner’s Office (ICO).

Data Security and Infrastructure

We implement appropriate physical, technical, and organisational security protocols to eliminate the threat of unauthorised access, accidental file loss, or systematic distribution of client information. Access to your data inside the Street CRM is restricted solely to authorised staff requiring operational visibility.

Contact and Enquiries

To exercise any personal data rights, process an update, or lodge an internal query, please submit an outline of your request to our branch office at 2B Quay Street, Haverfordwest, SA61 1BG or call our phone team directly on 01437 887 555.