Fairview Estates

Privacy Policy

How we collect, use, and protect your personal information.

Last updated: September 2026

1. Who We Are

Fairview Estates ("we", "our", "us") is the data controller for the personal data collected through this website. We are committed to protecting your privacy and handling your personal data in accordance with UK data protection law, including the UK GDPR and the Data Protection Act 2018.

You can contact us about this policy or your personal data at [email protected] or by writing to Fairview Estates Ltd, 31 Abbey Road, West Bridgford, NG2 5NG.

2. Information We Collect

The information we collect depends on which of our forms and services you use. We only ask for the information described below where you choose to submit the relevant form.

Enquiries and valuations

When you make a general enquiry or request a property valuation, we collect your name, email address, phone number (if you provide it), and the details of your enquiry. For a valuation this includes the property address, property type, number of bedrooms, the type of valuation, the property's condition, your reason for enquiring, your preferred contact time, and any additional notes you add.

Tenancy applications

When you apply for a tenancy we collect a substantial amount of personal information so that we and any landlord can assess the application and meet our legal obligations (including Right to Rent checks). This includes:

  • Identity and status: your name, contact details, National Insurance number, Right to Rent share code, and uploaded identity documents (for example a passport, biometric residence permit or driving licence).
  • Financial and employment information: your income, employment status, job title, contract type, industry, employer's address and phone number, length of employment, and any declared credit problems.
  • Address history: your current address, previous addresses, how long you have lived at your current address, and your current residency type, together with an uploaded proof of address.
  • Household and lifestyle information: the property you are applying for and the rental price, your preferred move-in date, the number of adults and names of all proposed tenants, and whether the household includes children, pets, or smokers, along with any special requests.

Guarantor applications

If you act as a guarantor, we collect your name and contact details, National Insurance number, current address and residency information, income and employment details, and uploaded proof of identity and proof of address, so that we can assess your suitability as a guarantor for the tenancy you are supporting.

End-of-tenancy notices

When you submit an end-of-tenancy notice we collect your name and contact details, the property address, your requested end date, your utility and council tax providers, final meter readings where you provide them, and a forwarding address so we can arrange your move-out and the return of any deposit.

Complaints

When you raise a complaint we collect your name and contact details, the property address where relevant, and a description of your complaint so we can investigate and respond.

Technical and security data

When you submit any form, your IP address is processed to protect our website from abuse, to rate-limit submissions and to run a bot-protection check (see Section 5). Your IP address is used for these security purposes and is not stored alongside your enquiry.

3. How We Use Your Information

We use your information to:

  • Respond to your enquiries and provide the services you request.
  • Carry out property valuations, sales, lettings, tenancy and guarantor assessments, and manage end-of-tenancy processes.
  • Meet our legal obligations, including Right to Rent checks and anti-fraud requirements.
  • Manage and secure our website, including preventing automated abuse and spam.
  • Send you service messages relating to your submission, such as an end-of-tenancy confirmation.

4. Legal Basis for Processing

We rely on one or more of the following bases under the UK GDPR:

  • Contract: to take steps at your request before entering into a tenancy or other agreement, and to perform that agreement.
  • Legal obligation: to carry out Right to Rent checks and meet other statutory duties.
  • Legitimate interests: to respond to enquiries, assess applications, and keep our website and services secure, where this is not overridden by your rights.
  • Consent: where you have given clear consent for a specific purpose, including the Analytics and Visitor insights cookies described in Section 9; you may withdraw consent at any time.

Some of the information we collect for tenancy and guarantor applications, such as identity documents and National Insurance numbers, is sensitive. We collect it only where it is necessary to assess your application and to comply with our legal obligations, and we hold it securely as described in Section 8.

5. Who We Share Your Data With

We do not sell your personal data. We share it only with the service providers we rely on to operate our business, and with regulators or law enforcement where we are required to by law. Our providers act on our instructions as processors:

  • Our property CRM platform: when you make a general enquiry or request a valuation, your enquiry details (including your name, contact details and message) are transferred to our property CRM platform so our team can manage and follow up your enquiry.
  • Landlords: when you apply for a tenancy or act as a guarantor, we share your application, and the results of any referencing or verification checks, with the landlord of the property so they can decide on your application.
  • Our tenant referencing provider: when you apply for a tenancy or act as a guarantor, we pass your application details to an external referencing company so it can carry out referencing and verification checks on our behalf.
  • Google (analytics provider): where you accept analytics cookies, we use Google Analytics to measure how visitors use the site. Section 9 explains this in full, including the Visitor insights option.
  • Our bot-protection provider: runs a bot-protection check on our forms. When you submit a form, your IP address and a verification token are sent to our bot-protection provider to confirm you are not an automated bot. The token is used only for that check and is not stored by us.
  • Our email delivery service: where email is enabled, we use our email delivery service to deliver service emails, such as end-of-tenancy confirmations, to the email address you provide.
  • Our hosting provider: hosts the website and stores the database and uploaded documents on secure servers on our behalf.
  • Google Maps: our contact page embeds a Google Map showing our office location. When you view that page, your browser loads the map directly from Google, which may process data in line with Google's own privacy policy.
  • Regulators and law enforcement: where we are legally required to disclose information.

6. International Transfers

Some of our service providers, including our bot-protection provider, (where email is enabled) our email delivery service, and Google (our analytics provider), are based in or process data outside the UK, including in the United States. Where your personal data is transferred outside the UK, we ensure it is protected by an appropriate safeguard recognised under UK data protection law, such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or the UK Extension to the EU-US Data Privacy Framework.

7. Data Retention

We keep your personal data and any uploaded documents for no longer than is necessary for the purposes described in this policy, or as required by law. Submissions and uploaded documents are retained until a member of our staff erases them, for example in response to an erasure request, or once the information is no longer needed. Where an automatic retention period is in place, submissions and their documents are permanently deleted once they reach that age.

8. Data Security

We take appropriate technical and organisational measures to protect your personal data. Access to submissions is restricted to authenticated members of staff, and uploaded identity documents and sensitive application details are encrypted while stored. When we erase a submission at your request, both its records and its uploaded documents are permanently deleted.

9. Cookies and Analytics

When you first visit, our cookie banner asks you to choose. You can accept all cookies, allow only the essential ones, or open "Manage settings" to choose each category. Your choice is saved in your browser's local storage so that we do not ask you again. You can change it at any time using the "Cookie settings" link in the footer of any page, and you can clear this stored preference through your browser settings. We group cookies into three categories: Essential, Analytics and Visitor insights.

Essential

Essential storage always applies and needs no consent. We use it only to remember your cookie choice and to keep our forms secure against spam. It does not track you. The only item stored is your cookie choice, held in your browser's local storage rather than sent to any server; our spam-protection check may add a short-lived token when you submit a form.

Analytics

We use Google Analytics 4 to understand how visitors use our website, but only if you turn on the Analytics category. Before you choose, or if you leave it off, no analytics cookies are set and no data is sent to Google.

When Analytics is on, Google Analytics collects:

  • the pages you view and when you view them;
  • your approximate location (country and city level), worked out from your IP address;
  • your device type, browser and operating system;
  • the website or source that referred you to us.

Google Analytics 4 does not log or store your IP address. Your IP address is used only to work out the approximate location above and is then discarded.

When Analytics is on, Google Analytics sets two cookies, _ga and _ga_<id>, which last for two years. We keep user-level analytics data for 14 months, after which Google deletes it.

Google acts as our processor for this analytics data. You can read how Google handles it in Google's privacy policy.

Visitor insights

Visitor insights is an optional part of Google Analytics, known as Google signals. When you turn it on, Google gives us aggregate age-group, gender and interest statistics for visitors who are signed in to Google and have ad personalisation on in their Google account. To allow this we send Google the advertising-storage and ad-personalisation consent signals. We never see individuals; we run no adverts, no remarketing and have no Google Ads account linked.

Visitor insights sets no additional cookies on our website. Google produces the statistics from the profile it already holds for signed-in Google users. You can read how Google uses data from sites that use its services in Google's "How Google uses information from sites or apps that use our services" , and you can opt out of Google Analytics entirely with the Google Analytics opt-out browser add-on.

You can change or withdraw your consent at any time using the "Cookie settings" link in the footer of any page. Turning a category off stops it straight away, with no reload, and deletes that category's cookies from your browser.

Google Maps

Our contact page embeds a Google Map showing our office location. When you view that page, your browser loads the map directly from Google, which may set its own cookies. These are set and controlled by Google, not us.

10. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you.
  • Request correction of inaccurate or incomplete data.
  • Request erasure of your data, including any documents you have uploaded.
  • Object to or restrict our processing of your data.
  • Request a copy of your data in a portable format.
  • Withdraw consent at any time, where we rely on consent.

To exercise any of these rights, please contact us at [email protected]. We will respond within the timeframes required by law.

11. Changes to This Policy

We may update this policy from time to time. Any changes will be posted on this page with an updated revision date.

12. Contact Us

If you have questions about this privacy policy or wish to exercise your rights, contact us at:

Fairview Estates Ltd, 31 Abbey Road, West Bridgford, NG2 5NG
[email protected]
01159 587791

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).