Privacy Notice

Apex Real Estate Holdings Ltd
Trading as: Apex Real Estate
Registered Number: 16148221
Registered Address: 268 Bath Road, Slough, England, SL1 4DX
Contact Number: 01753 336 444
Email: info@apexrealestate.co.uk
Data Protection Lead: Apex Real Estate

1. What Personal Data We Collect

We may collect, use, store and transfer the following types of personal data:

Identity Data: Name, title, date of birth, gender
Contact Data: Address, email address, telephone numbers
Financial Data: Bank account details, payment card information
Transaction Data: Payment history, property transactions, purchases and services
Technical Data: IP address, browser type and version, time zone, browser plug-ins, device and operating system data
Profile Data: Username and password, preferences, interests, survey responses
Usage Data: Website usage statistics, interactions, and navigation
Marketing and Communications Data: Marketing preferences and communication choices

We do not collect special categories of personal data (e.g., ethnicity, religion, health data) or criminal conviction data.

2. How We Use Your Personal Data

We process your data for the following purposes:

To fulfil property services – We use identity, contact, and transaction data on the basis of our contractual obligations with you. Data is obtained directly from you.
To comply with anti-money laundering (AML) and legal requirements – We use identity, financial, and contact data based on legal obligations. Data may be obtained directly or via partners.
For customer service and relationship management – We use identity, contact, and usage data based on our legitimate interests. Data is obtained directly from you.
For marketing and client research – We use contact, profile, and usage data under legitimate interests or with your consent. Data is collected directly or via referrals.
To monitor and improve our website – We use technical and usage data under our legitimate interests. Data is collected through website tracking.
For automated referencing and tenant screening – We use identity, financial, and transaction data under legitimate interests. Data is sourced directly or from a third-party agent.

You will be notified when data is received from third-party sources, such as:

Letting agents
Online property portals (Rightmove, Zoopla, OnTheMarket)
Referencing or credit agencies
Utility providers or public bodies

3. Where Did We Get Your Personal Data From?

We collect data directly from you (e.g., forms, email, phone) and may also receive data from:

Referencing and credit agencies
Previous landlords or agents
Public authorities and utility providers
Online property portals (Rightmove, Zoopla)
Business partners and referral networks

We will inform you when data is received indirectly as required by law.

4. Lawful Bases for Processing

Under the UK GDPR, we rely on the following lawful bases:

Consent – where you have clearly agreed
Contract – necessary to fulfil our agreement with you
Legal Obligation – to comply with legal and regulatory duties
Legitimate Interests – to operate our business efficiently without infringing on your rights

Where we rely on legitimate interests, we conduct a balancing test to ensure your rights are not overridden. You may object to this processing at any time.

5. Retention of Personal Data

We retain data only as long as necessary:

Contractual or transactional data: 6 years, as per the Limitation Act 1980
Marketing data: until you unsubscribe or withdraw consent
AML/compliance records: 5 years post-relationship
Website analytics: typically 12-24 months

6. Sharing Your Personal Data

Your data may be shared with trusted third parties, including:

Property portals (Rightmove, Zoopla, OnTheMarket)
Client Money Protection schemes and deposit protection services (e.g., CMP, DPS)
Maintenance contractors, utility suppliers, referencing providers
CRM and marketing providers (e.g., Apex27, email platforms)
Legal, financial, or compliance professionals

All third parties operate under contractual obligations aligned with UK GDPR.

7. International Transfers

Some service providers may store data outside the UK/EEA. In such cases, we ensure:

Standard Contractual Clauses (SCCs)
UK adequacy regulations
Data minimisation and encryption

8. Your Rights Under UK GDPR

You have the right to:

Be informed about data collection and use
Access your personal data
Correct inaccurate data
Erase your data under certain conditions
Restrict or object to certain processing
Data portability in a structured format
Withdraw consent at any time
Challenge automated decisions and request human review

To exercise any rights, contact us at info@apexrealestate.co.uk or 01753 336 444.

9. Cookies & Tracking

Our website uses cookies to:

Operate key website functions
Track and improve website performance
Enhance form security and usability
Serve embedded content (e.g., YouTube)

You can manage cookie preferences through your browser. Blocking cookies may impact sitefunctionality.

10. Automated Decision-Making

We may use automated referencing or screening tools to assess tenancy suitability. These processes are based on legitimate interests or contractual necessity. You can:

Request a review of an automated decision
Challenge its outcome
Request human intervention

11. What Happens If You Refuse to Provide Data?

Certain data is required to:

Fulfil contractual obligations
Comply with AML or legal requirements

Without it, we may be unable to offer you services or enter into a contract.

12. Complaints

If you are dissatisfied with how we handle your data, you may complain to:

Information Commissioner’s Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
0303 123 1113
https://ico.org.uk/concerns

Last Updated: 3 June, 2025