Privacy Policy

1. Introduction

At OP & Lumac Ltd trading as Oleon Properties, we are committed to protecting your personal data and respecting your privacy.

This Privacy Policy explains how we collect, use, store and share personal information when you use our website, contact us, book a viewing, apply for a tenancy, sell or buy a property through us, use our property management services, or otherwise engage with Oleon Properties.

2. Who We Are

For the purposes of UK data protection law, OP & Lumac Ltd trading as Oleon Properties is the data controller for the personal information we process.

If you have any questions about this Privacy Policy or how your data is handled, please contact us at info@oleonproperties.com.

3. What Personal Information We Collect

Depending on your relationship with us, we may collect and process the following information:

• Your name, address, telephone number and email address
• Date of birth and identification documents
• Passport, driving licence or other proof of identity
• Right to Rent share codes and immigration status information where legally required
• Employment details, income details, payslips and bank statements for tenant referencing
• Landlord, tenant, buyer, seller, guarantor or occupier information
• Property ownership details and property-related information
• AML information, including source of funds and source of wealth where required
• Communication history, including emails, phone calls, website forms and WhatsApp messages
• Viewing appointments, offers, tenancy applications and property enquiries
• Payment information, rent records, invoices and arrears information
• Maintenance reports, repair requests and contractor access information
• CCTV images where you attend our premises
• Website usage data, cookies and analytics information

4. How We Collect Your Information

We may collect your personal information when you:

• Visit our website at oleonproperties.com
• Submit an enquiry, booking form, valuation form or tenant application form
• Book a viewing or request property information
• Apply to rent a property or provide tenant referencing documents
• Instruct us to sell, let or manage a property
• Make or receive an offer on a property
• Contact us by phone, email, WhatsApp, social media or in person
• Use third-party platforms connected to our services, such as Jotform or Landlord Studio
• Provide information through solicitors, mortgage brokers, referencing agencies, landlords, contractors or other professional parties

5. How We Use Your Information

We use personal information to provide estate agency, lettings, property management and property sales services. This may include:

• Responding to property enquiries
• Arranging and confirming viewings
• Processing tenancy applications
• Carrying out tenant referencing and affordability checks
• Completing Right to Rent checks
• Preparing tenancy documents and move-in paperwork
• Managing rent collection, arrears, repairs and maintenance
• Communicating with landlords, tenants, buyers, sellers and guarantors
• Marketing properties for sale or rent
• Progressing property sales and lettings transactions
• Carrying out AML, identity verification and source of funds checks
• Managing complaints, disputes, legal claims or enforcement action
• Complying with legal, regulatory, accounting and tax obligations
• Improving our website, systems and customer service

6. Sales, AML and Identity Checks

As an estate agency involved in property sales, we are required to comply with Anti-Money Laundering regulations and other legal obligations.

Where required, we may collect and process:

• Proof of identity and proof of address
• Buyer and seller identification documents
• Company ownership or beneficial ownership information
• Source of funds and source of wealth evidence
• Information from solicitors, mortgage brokers, lenders and AML verification providers

This information is processed to comply with legal obligations and to protect all parties involved in a property transaction.

7. Our Legal Basis for Processing Data

We only process personal information where we have a lawful basis to do so. These include:

• Contract: to provide services you have requested or to take steps before entering into a contract
• Legal obligation: to comply with laws such as Right to Rent, AML, tax, accounting and housing regulations
• Legitimate interests: to operate our estate agency, manage properties, communicate with clients and protect our business
• Consent: where you have agreed to receive certain marketing communications or optional services

8. Who We Share Your Information With

Where necessary, we may share your personal information with:

• Landlords, tenants, buyers, sellers and guarantors
• Tenant referencing and credit check providers
• AML and identity verification providers
• Solicitors, conveyancers, mortgage brokers and lenders
• Contractors, maintenance providers and inventory clerks
• Deposit protection schemes
• Local authorities, courts, regulators and enforcement agencies where required
• Payment processors and banking providers
• Website, CRM, form and property management software providers
• Professional advisers including accountants, insurers and legal advisers

We do not sell your personal information.

9. Third-Party Systems We Use

To operate efficiently and securely, we may use trusted third-party systems to collect, process and store information. This may include:

• Website form providers such as Jotform
• Property management software such as Landlord Studio
• Email, calendar and communication platforms
• Payment processing platforms
• AML and tenant referencing platforms
• Website analytics and security tools

These providers are expected to handle data securely and in accordance with applicable data protection law.

10. Regulatory Compliance

Oleon Properties is committed to operating professionally and in line with relevant estate agency, lettings and data protection obligations.

• Registered with the Information Commissioner’s Office under registration number ZC088717
• Compliant with UK GDPR and the Data Protection Act 2018
• Compliant with Anti-Money Laundering requirements for property sales
• Member of a government-approved property redress scheme where required
• Client Money Protection compliant where applicable

Memberships, registrations and scheme details may be displayed separately on our website, office material or official documents.

11. How Long We Keep Your Data

We only keep personal information for as long as necessary for the purpose it was collected and to meet our legal, regulatory and business obligations.

• Tenancy and property management records may be kept for up to 6 years after the end of the relationship
• Accounting and transaction records may be kept for at least 6 years
• AML records may be kept for the period required by law
• Unsuccessful tenancy application data is usually kept for up to 12 months unless there is a reason to retain it longer
• Website enquiry data is retained only for as long as reasonably necessary

12. Data Security

We take appropriate steps to keep personal information secure. These may include:

• Secure digital storage systems
• Restricted access to personal data
• Password protection and account security controls
• Staff awareness of data protection responsibilities
• Using reputable third-party service providers

However, no method of online transmission or digital storage can be guaranteed to be completely secure.

13. Marketing Communications

We may contact you about relevant property services, available properties, valuations, landlord services or updates where we have a lawful basis to do so.

You can opt out of marketing communications at any time by contacting us at info@oleonproperties.com.

14. Cookies and Website Analytics

Our website may use cookies and analytics tools to understand how visitors use our website, improve user experience and monitor website performance.

You can control or disable cookies through your browser settings. Some website features may not function properly if cookies are disabled.

15. Call Recording, Messages and Website Monitoring

We may keep records of calls, emails, WhatsApp messages and other communications for training, customer service, evidence, dispute resolution and compliance purposes.

We may also use website monitoring or analytics tools to improve usability and performance.

16. CCTV

CCTV may be in operation at our premises for the safety and security of visitors, staff, clients and property.

CCTV footage is only retained for as long as necessary unless required for security, legal or regulatory purposes.

17. International Data Transfers

Some third-party systems we use may store or process information outside the UK. Where this happens, we expect appropriate safeguards to be in place to protect your personal data in accordance with data protection law.

18. Your Data Protection Rights

Under data protection law, you have rights including:

• The right to access your personal data
• The right to correct inaccurate or incomplete data
• The right to request deletion of your data in certain circumstances
• The right to restrict processing
• The right to object to processing
• The right to withdraw consent where processing is based on consent
• The right to data portability in certain circumstances
• The right to complain to the Information Commissioner’s Office

To exercise your rights, please contact us at info@oleonproperties.com.

19. Complaints

If you are unhappy with how we have handled your personal information, please contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office at ico.org.uk.

20. Children and Under 18s

Our services are generally intended for adults. If you are under 18, you should not provide personal information to us without permission from a parent or guardian.

21. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, systems, legal obligations or business operations.

The latest version will always be available on this page.