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Privacy policy

Last updated: 10 August 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.
  • To offer our services to homeowners — writing occasionally, by post only, to people whose property is publicly advertised for sale in our area, on the basis of legitimate interests. You can object at any time and we will always stop. See Market data and prospecting below.

5. Market data and prospecting

This section explains how we use information about properties advertised for sale in our area so that we can offer our services to homeowners. It applies whether or not you have ever been in touch with us, because this information does not come from you.

  • What we hold: for residential properties currently or recently marketed for sale in the SK17 area — the address and postcode, the marketing details published by the selling agent (asking price and any changes, listing status and dates, time on the market, and which agents have marketed it over time) and, where we have valued the property ourselves, our own figure and its date. Once we have written to you we may also keep a note that we did so, and any reply. We do not hold your name, telephone number or email address for this purpose.
  • Where it comes from: the marketing information comes from a third-party property-data service, which compiles it from property portals and public sources. It is not collected from you. Our own valuation figures come from our records.
  • Why we use it, and our lawful basis: to identify homes in our trading area where the current marketing may not be working, so we can offer an alternative service. Our lawful basis is legitimate interests. We have weighed this against your interests and rely on it only for occasional contact by post within our local area, with an absolute right for you to object. We do not use it for telephone or email marketing.
  • No automated decision-making: we do not make decisions about you by automated means that produce legal or similarly significant effects. Any prioritising simply helps our team decide who to write to; a person makes that decision and writes any letter.
  • Who we share it with: no one outside Crowther Key. It is held in our own secured systems and is not sold or passed on.
  • How long we keep it: market snapshots and derived information for up to 24 months; more detailed information for up to 12 months from when a property was last seen on the market; a record of any objection indefinitely, so that we do not contact you again; and a record of any letter we send for up to 6 years.
  • Your rights: you can object to us contacting you, which we will always honour without question, and you can ask to see, correct, restrict or erase what we hold. Email hello@crowtherkey.co.uk or call 01298 214441. You can also complain to the Information Commissioner's Office (ico.org.uk).

6. 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.

7. 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.

8. 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.

9. 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.

10. 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).

11. 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.