1. Information We Collect

We may collect and process the following personal data:

• Contact details (name, address, email, phone number)

• Property details (tenancy applications, landlord instructions, valuations)

• Identification documents (for referencing, compliance, or legal purposes)

• Financial information (bank details for rent payments, deposits, or refunds)

• Website usage data (IP address, browser type, pages visited)

• Communication records (emails, phone calls, or messages exchanged with us)

2. How We Use Your Information

We process your personal data for the following purposes:

• To provide estate and letting agency services (sales, lettings, valuations, consultancy)

• To communicate with you about enquiries, applications, or services you request

• To comply with legal obligations, including Anti-Money Laundering (AML) checks

• To process rent payments, deposits, or other financial transactions

• To market our services to you (where you have provided consent)

• To improve our website and services through analytics and feedback

3. Legal Basis for Processing

We process your personal data under the following lawful bases:

• Contractual necessity – when processing is required to fulfil our agreement with you

• Legal obligation – when required by law or regulation

• Legitimate interests – for running our business effectively and improving services

• Consent – where you have explicitly given permission (e.g. marketing emails)

4. Sharing Your Information

We may share your personal data with:

• Referencing agencies, mortgage brokers, or utility providers (with your consent)

• Professional advisers such as solicitors, surveyors, or accountants

• Government bodies and regulators (where legally required)

• Service providers that support our operations (IT, hosting, software providers)

We do not sell or rent your personal data to third parties.

5. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes outlined in this policy, or as required by law (typically 6–7 years for property and financial records).

6. Your Rights

Under the UK GDPR, you have the following rights:

• To access a copy of the personal data we hold about you

• To request correction of inaccurate or incomplete data

• To request deletion of your data (subject to legal obligations)

• To restrict or object to the processing of your data

• To request data portability to another provider

• To withdraw consent (where processing is based on consent)

To exercise your rights, please contact us using the details below.

7. Security of Your Data

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, or disclosure.

8. Cookies & Website Tracking

Our website may use cookies and similar technologies to enhance user experience and analyse traffic. You can manage cookie preferences via your browser settings.

9. Contact Us

If you have any questions about this Privacy Policy or how your data is handled, please contact us at:

Oak Property Associates
📧 Email: info@opaonline.co.uk
📞 Phone: 01706 341 811
🏢 Address: 69 Drake Street, Rochdale, OL16 1SB.

10. Complaints

If you are unhappy with how we handle your data, you can lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.