Last updated: 18 June 2026.
1. Who we are
Crowther Key Estate Agents (a trading name of Crowther Key Ltd, company no. 09290852) is the data controller for the personal data we hold. Registered office: Crowther House, The Quadrant, Buxton, Derbyshire, SK17 6AW. Our ICO registration number is ZA474467. For any data-protection query, email hello@crowtherkey.co.uk or call 01298 214441.
2. The information we collect
- Identity & contact: name, address, email and phone number.
- Property & transaction: the property you are buying, selling, letting or renting, your enquiry, offers and tenancy details.
- Financial & compliance: proof of identity and address, source-of-funds and other anti-money-laundering (AML) information; for lettings, referencing and (where applicable) guarantor details.
- Website usage: pages viewed, device/browser data and cookie data (see our Cookie Policy).
- Correspondence: emails, call records and messages with us.
3. How we collect it
Directly from you (via our website forms, email, phone or in branch); from property portals when you make an enquiry; through our property software; from publicly available sources; and, for lettings, from referencing providers.
4. How and why we use it
We process your data on the following lawful bases under UK GDPR:
- To provide our services (valuations, viewings, sales and lettings progression, property management) — performance of a contract, or steps prior to a contract.
- To meet our legal duties — AML and identity checks under the Money Laundering Regulations 2017, plus tax and other legal obligations.
- For our legitimate interests — matching buyers and tenants to suitable properties, preventing fraud, keeping records and improving our service.
- With your consent — sending marketing such as property alerts and updates to prospective clients (you can opt out at any time). For existing clients we may market on the basis of legitimate interests.
5. The software and providers we use
We use trusted third parties who process data on our behalf under contract, including:
- HubSpot — our CRM, this website, online forms, email and website analytics (US-based).
- Alto — our property management software.
- Cloudflare — website security/performance and our property-data integration (US-based).
- Zapier — automating enquiry handling between email and our CRM (US-based).
- Microsoft 365 / Outlook — email and documents.
- Aircall — telephone call handling.
- Property portals — Rightmove, Zoopla and OnTheMarket, to advertise listings.
- Fixflo / PropertyFile — repair reporting for lettings.
- Goodlord — tenant referencing; and the Deposit Protection Service (DPS) — protecting tenancy deposits.
6. Sharing your data
We may share data with conveyancers, solicitors and mortgage/financial advisers (with your consent); landlords and tenants as needed for a tenancy; contractors for repairs; the deposit scheme; and regulators, HMRC or law enforcement where legally required. We do not sell your data.
7. International transfers
Some of the providers above (for example HubSpot, Cloudflare and Zapier) are based in the USA. Where data is transferred outside the UK, we rely on appropriate safeguards — the UK International Data Transfer Agreement/Addendum or the UK Extension to the EU–US Data Privacy Framework.
8. How long we keep it
- AML and identity records: 5 years after the transaction (a legal requirement).
- Client, tenancy and financial records: typically 6 years.
- Marketing data: until you unsubscribe.
- General enquiries: a limited period, then deleted.
9. Your rights
Under UK GDPR you have the right to access your data; correct it; ask us to erase or restrict it; object to processing; request portability; and withdraw consent. To exercise any of these, email hello@crowtherkey.co.uk. You also have the right to complain to the Information Commissioner's Office (ico.org.uk).
10. Security
We use appropriate technical and organisational measures to keep your data safe.
This policy should be read alongside our Cookie Policy. Questions? Contact us.