Privacy Policy – Diar Estates

1. Introduction

At Diar Estates, we are committed to protecting your privacy and handling your personal data with transparency and care. This Privacy Policy explains how we collect, use, and safeguard your information when providing property management and lettings services.

2. Who We Are

 For privacy-related queries, please contact below :
📧 Info@diarestates.co.uk

3. Information We Collect

We may collect the following information when you interact with us:

• Name, date of birth, and contact details
• Identification (photo ID, proof of eligibility, National Insurance number)
• Bank details and payment information
• Details of household members
• Proof of property ownership or tenancy eligibility
• Certificates and legal documents (e.g. gas safety, EPCs)
• Information related to vulnerabilities or required property adaptations

We may also receive information from:

• Local authorities, previous landlords, and credit agencies
• Police, legal representatives, or support organisations

4. How We Collect Your Information

We collect information via:

• Forms, applications, phone calls, emails, or meetings
• Our website and social media
• Recorded phone calls (retained for up to 6 months)
• Photographs (only with your consent, except for evidence in tenancy breaches or legal matters)

5. How We Use Your Information

We process your data to:

• Manage tenancy agreements and landlord services
• Arrange repairs, maintenance, and property adaptations
• Conduct legal checks and process contracts
• Handle payments and account management
• Comply with legal and regulatory requirements
• Investigate and prevent fraud or anti-social behaviour
• Improve services through research and surveys

6. Sharing Your Information

We may share your data with trusted third parties, including:

• Government departments and regulators
• Utilities companies
• Solicitors, auditors, and debt collection agencies

All third parties are required to keep your data secure and use it only for agreed purposes. We will obtain your consent before sharing sensitive personal data unless legally required.

7. Data Retention

We keep your personal data only as long as necessary:

• Up to 7 years after the end of your contract or last contact
• Indefinitely for basic tenancy history (property and dates only)
• Until you withdraw consent for marketing

8. Your Rights

You have the right to:

• Access your personal data
• Correct inaccurate information
• Request deletion of your data (“right to be forgotten”)
• Restrict or object to processing
• Request data transfer (portability)
• Withdraw consent for marketing
• Complain to the Information Commissioner’s Office (ICO) at https://ico.org.uk/

To exercise your rights, email Info@diarestates.co.uk with proof of identity (e.g. passport, driving licence, recent utility bill).

9. Marketing

We operate an opt-in policy for marketing communications. You can unsubscribe at any time by emailing Info@diarestates.co.uk

10. Changes to This Policy

We may update this policy from time to time. The latest version will always be available on our website.