Privacy Policy

Introduction

The Andrews Property Group is made up of a holding company—Andrews & Partners Ltd (Company No. 00235326)—alongside Andrews Estate Agents Ltd (Company No. 00700540) and Andrews Lettings and Management Ltd (Company No. 01538384). The group also operates under the trading names Andrews Mortgage Services and Cardinal Red Financial Services.

This Privacy Policy explains how we collect, use, and safeguard your personal data when you interact with our services.  References to “Andrews”, “we”, “us”, or “our” throughout this notice refer to the businesses, representative offices, branches, and relevant third parties that are majority-owned subsidiaries of Andrews & Partners Ltd, to whom this Privacy Policy applies. Any reference to “you” or “your” refers to anyone whose personal information we process.

If we make any changes to how your personal information is used, we will update this Privacy Notice accordingly. In the event of significant updates, we will make every effort to notify you via our website.

1. Who we are

The relevant data controller—responsible for determining how and why your personal information is processed—will be the specific business entity you have engaged with. If you're unsure who your data controller is, please contact your usual representative or refer to the documentation we’ve provided.
Andrews Estate Agents Ltd is registered with the Information Commissioner’s Office (ICO) under registration number Z5788314, and Andrews Lettings and Management Ltd under Z5994907.

Andrews acts as a data controller for the personal information it collects and uses about you. In certain circumstances, we may also act as a data processor or as a subsidiary business. In all cases, your personal information will be treated as confidential and handled in accordance with applicable data protection laws. Information will only be shared in line with the terms set out in this Privacy Notice.

2. What personal information is covered in this privacy notice

Personal Data
Personal data refers to any information that can identify you. This may include details such as your name, contact information, date of birth, bank account details, or any other data relating to your personal circumstances or needs that enables us to recognise you.

Special Category Data
Special category data is considered “sensitive” under data protection legislation. Examples include information about your health, religious beliefs, or sexual orientation.  There are also specific rules governing the collection and use of data relating to criminal convictions. If we need to process such data, we will inform you of the reasons and the legal basis for doing so.  Handling special category data requires us to meet additional legal requirements under the Data Protection Act 2018, ensuring that it is collected, stored, and processed with enhanced safeguards.

3. What personal information we collect

We collect your full name and relevant contact details—such as your phone number, email address, and postal address—whenever you engage with us.
Depending on the nature of the service we are providing to you or on your behalf, we may also collect additional personal information, as outlined in the table below.
This may apply if you are engaging with us in relation to any of our services, including but not limited to buying, selling, letting, or renting a property, requesting a valuation, or enquiring about mortgage or protection products.

 

Personal information we may collect	Why we collect it
Your full name, postal address, telephone number, email address, and specific service requirements. Any previous names used, your mother’s maiden name, former addresses, medical history, family background, and information about your personal circumstances and dependents. Your marital status, gender, date of birth, nationality, and tax residency status. Your job details, National Insurance number, residential status, banking information, and credit history.	To deliver services related to estate agency, land and new home developments, property auctions, rentals, and lettings. To process applications or respond to inquiries regarding mortgage and protection products. To suggest alternative properties that align with your search preferences. To conduct referencing and credit checks, and to process the outcomes of those checks. To facilitate the creation and management of user accounts, including authentication credentials such as usernames and passwords. To administer customer feedback surveys. To send service updates, property alerts, and marketing messages, in line with your preferences or where we rely on legitimate interests for existing customer relationships. You can opt out at any time. To send event or webinar reminders and recordings if you have signed up to attend. To send postal marketing based on legitimate interests. You can opt out of postal communications by contacting us.
Identification documents may be required, such as a passport, driving licence, or proof of address, among other acceptable forms. We may also need to gather details about other individuals with a financial or legal interest in the property, even if they are not direct clients. Information regarding your mortgage arrangements, the duration of your property ownership, and the origin of funds invested in the property may also be collected.	To fulfil legal obligations related to client due diligence, including identity verification, anti-money laundering (AML), counter-terrorist financing (CTF), and Right to Rent checks.
Your financial account information, including bank account numbers or payment card details.	To process financial transactions, including activities such as accounting, payment authorisation, clearing, chargebacks, auditing, invoicing, reconciliation, debt collection, credit assessments, and resolution of related disputes.
Evidence of available funds to support any property purchase offer you may wish to make. Financial documentation, such as a recent bank statement or a mortgage agreement in principle from your lender.	To confirm your ability to provide the required deposit amount. To obtain documentation verifying the origin of the funds intended for the property purchase.
Bank and mortgage statements, Proof of deposit, Payslips and P60 forms, Business accounts and HMRC documents (e.g., SA302 and SA100), Tax year overviews, Identification and proof of address, Assured Shorthold Tenancy agreements (ASTs)	To support your application for a mortgage and/or insurance products.
Information regarding any existing mortgage or insurance policies, relevant licensing documentation, and service agreements associated with the property you intend to let.	Where you are acting as a landlord and we are delivering property letting services on your behalf.
Property-related details, including images, floor plans, Energy Performance Certificate (EPC) ratings or home reports, descriptive information, and survey findings.	To provide property marketing services when you engage us to promote or sell your property.
Photographs, inspection reports, and inventories used to document the condition of the property at the beginning and end of a tenancy. Move-in and move-out dates, utility meter serial numbers, and meter readings recorded before and after a tenant’s occupancy. For tenants, details of move-in and move-out dates and deposit payments, used for registering or releasing deposits held in a deposit protection scheme.	When you appoint us to manage the letting of a property on your behalf, we use your information to deliver the associated services.
Biometric identification systems that use facial features to verify or recognize an individual’s identity.	To conduct client identity verification checks.
Technical data such as your IP address, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform.	To enhance customer services through data-driven insights and analysis.
Source of enquiry	To understand how customers discover our services and to measure the effectiveness of our marketing activities.
Preferences regarding how you wish to receive communications and marketing materials.	To ensure that we only share information about products and services that match your interests and preferences.
Reviews or messages submitted via Google Business Profile	To respond appropriately to feedback or enquiries.
Interactions via social media platforms (e.g. Facebook, Instagram, LinkedIn), including profile name, comments, likes, or messages	For our organic social media purposes, to respond to enquiries, or to process any information you share with us.

 

Throughout our relationship, we may request further details from you that are relevant to the specific services we are providing.

While we do not offer products or services directly to children, certain situations—such as tenancy or mortgage applications—may require us to collect limited information about children (e.g., name and date of birth) from applicants. Where necessary, this information may be shared with the appropriate mortgage provider.

Please be aware that telephone calls to and from our customer service teams or branch offices may be recorded for purposes including training, monitoring, compliance, and security.

4. How we collect your personal information

Direct Interactions
We may collect personal information that you voluntarily provide—such as when completing forms or surveys, or when communicating with us via mail, telephone, email, live chat, our website, social media platforms, or other communication channels. This also includes data submitted through online portals when you inquire about our services, products, or promotional offers.

Indirect Interactions
We may also obtain personal information about you from third-party sources. These may include other entities within the Andrews Property Group, payment processors, property developers, data providers, or aggregators. Additionally, we may access publicly available records such as those held by the Land Registry, Companies House, the Electoral Register, government or law enforcement databases, your employer, next of kin, or individuals with delegated authority.

Politically Exposed Persons (PEP) and Sanctioned Individuals
To meet anti-money laundering obligations, we utilise third-party services that review national and international public sources to identify individuals classified as Politically Exposed Persons (PEPs) or those subject to financial sanctions. This information is cross-referenced with client records as part of our due diligence procedures.

5. How we use your personal information

We process the personal information you provide, as well as data obtained from other sources, to deliver products and services and respond to your enquiries.

Under data protection legislation, we are permitted to use your personal data only where a valid legal basis applies. We rely on the following grounds:

• Contractual necessity– where processing is required to fulfil a contract with you or to take steps at your request prior to entering into a contract.
• Legal obligation– where processing is necessary to comply with legal requirements, such as identity verification and fraud prevention.
• Consent– where we rely on your explicit and informed consent to process your data, for example, to send or receive marketing communications from Andrews Property Group companies.
• Legitimate interests– where processing is necessary for our legitimate business purposes, including maintaining network and information security, conducting web analytics, updating customer records, and delivering core services such as sales and lettings. We may also rely on legitimate interest for direct marketing, web analytics and service-related communications.

In certain circumstances, we may process special categories of personal data and information relating to criminal convictions. When doing so, we rely on additional lawful bases under the Data Protection Act, which may include (but are not limited to):

• Your explicit consent to the processing of such information.
• Where processing is necessary for the establishment, exercise, or defence of legal claims.

6. Who we share your personal information with

6.1    Personal data we share within Andrews Property Group

We may share your personal information with other companies within the Andrews Property Group, where necessary, to deliver the services you have requested. This includes all subsidiaries listed on our website.

6.2    Sharing with third parties 

We may share your personal information with regulators, government or quasi-government bodies, law enforcement agencies, and judicial authorities—including courts, tribunals, and arbitrators—when required to meet our legal and regulatory obligations.

If we sell or buy any business or assets, we may disclose your personal data to the prospective seller or buyer of such business or assets.

If Andrews Property Group or substantially all its assets are acquired by a third party, your personal data will be one of the transferred assets.

Additionally, we may engage third-party service providers to deliver specific products (such as mortgages, home and contents insurance, or family protection policies) or to support our business operations. These providers may include IT system vendors, contractors, referencing and screening agencies for crime prevention, and service-matching businesses to help you identify relevant services beyond the geographic scope of Andrews Property Group. We also use third-party advertising and analytics partners to perform services on our behalf. We only share the personal data necessary for them to perform the requested services, and we require all third parties to protect your information securely and use it solely for the intended purpose under contractual agreements.

Examples of third parties we may share your information with include, but are not limited to:

Third party	Why we share it
Seller, purchaser, property developer, other estate agents and parties involved in the transaction process.	To Facilitate Sale Progression: Share the Memorandum of Sale with all relevant parties Exchange necessary data across the transaction chain Provide a record of individuals who have viewed the property
Property development firms specialising in land acquisition and the construction of new residential homes.	To assist with your enquiry or transaction involving land and new homes products or services. In cases where an Andrews Property Group representative is present on-site with a developer, relevant personal data may be shared as part of the service delivery process.
Approved contractors and suppliers	To arrange the installation of "For Sale" or "To Let" signage. To appoint managing agents and building maintenance contractors, and to coordinate services such as safety and statutory testing, inventory preparation, and Energy Performance Certificate (EPC) assessments. Where requested by a landlord, to facilitate the setup of gas and/or electricity supply with a specified utility provider. To compile marketing materials for the promotion and sale of your property.
Surveyors	To arrange for a structural survey or a Homebuyer’s report to assess the condition and value of a property.
Solicitor or conveyancing firms approved and appointed to our panel for property transaction services.	To facilitate the provision of residential conveyancing services related to the sale or purchase of a property.
Mortgage providers included on our approved lender panel.	To progress your enquiry or application for a residential or buy-to-let mortgage
Approved insurance providers affiliated with our panel for delivering relevant coverage and services.	To assist with your enquiry or application for buildings and contents insurance. To support your enquiry or application for protection products, including term life insurance, critical illness cover, income protection, or similar offerings.
Approved providers of protection products included on our designated panel.	To assist with your enquiry or application for protection products, including term life insurance, critical illness cover, income protection, or other protection products.
Referencing agencies, credit assessment firms, and risk evaluation providers.	To conduct automated assessments of your creditworthiness and assist in the prevention of fraud and money laundering. For the purposes of fraud detection, anti-money laundering checks, and verifying your identity.
Rent and Legal insurance providers	To arrange landlord insurance policies and to assist with any claims that may arise.
Legal professionals, including solicitors and barristers	To pursue a claim for breach of tenancy.
Debt recovery agencies, including authorised providers such as MIL Outsource.	To assist in the recovery of outstanding payments owed to us. To verify personal data by cross-referencing it with publicly available sources, such as records held by the Land Registry.
Website technical information.	Including the Internet protocol (IP) address used to connect your computer to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform. Information about your visit to our website, including the full Uniform Resource Locators (URL) clickstream to, through, and from our site (including date and time); products and services you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our customer service number.
Cookies.	Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our Cookie policy.
Analytics providers (including Google Analytics, Microsoft Clarity, and similar services)	To understand how users interact with our website and services so that we can optimise them. These tools may collect information such as mouse movements, clicks, scrolling behaviour, session duration, pages visited, and navigation patterns. Data is typically collected through cookies or similar technologies, and where required, we obtain your consent via our cookie banner.
Meta	To track activity on our website using the Meta Pixel. This includes information such as pages visited, actions taken (e.g. submitting a form), and conversion events. We use this data to analyse website activity, build custom audiences for retargeting, optimise our campaigns, and measure conversions. Tracking is done using cookies or similar technologies, and where required, we obtain your consent via our cookie banner. You can also manage your ad preferences within your Meta account.
Search engine and advertising platforms (including Google Ads)	To deliver tailored advertisements across search engines and partner websites, including remarketing campaigns based on your interactions with our website. To share customer data (such as email addresses) with advertising platforms for the purpose of creating matched or similar audiences. This enables us to reach individuals who have previously interacted with us or who share similar characteristics. To measure the performance of our advertising campaigns and improve their effectiveness.
Digital services or systems designed to suggest relevant products, services, or providers based on user preferences or criteria.	To connect you with suitable service providers when your requirements fall outside the geographic areas in which Andrews Property Group operates.
Law enforcement and regulatory authorities, including the police, HM Revenue & Customs (HMRC), and local government bodies.	To fulfil legal obligations, including compliance with court orders and other statutory requirements.
The Property Ombudsman	When they are engaged to provide dispute resolution services.
Land Registry Office	In connection with the provision of property transfer and legal conveyancing services.

 

6.3    Automated Decision Making 

Certain services provided by third parties may involve automated processes, such as decision-making, data matching, or credit scoring. Any credit scoring techniques used are subject to regular review to ensure they remain fair, effective, and free from bias.

7. How we keep your personal information secure

We take the security of your personal data seriously and have implemented robust measures to ensure it remains protected from unauthorised access, damage, loss, or misuse. These measures include, but are not limited to:

• Client software systems – All systems are equipped with safeguards to prevent unauthorised access and protect against external threats. Access is strictly limited to individuals who require it for their role.
• Physical records – Paper-based files are stored securely in facilities with restricted physical access.

We also provide data protection training to all employees and contractors who handle personal information.

Where personal data is shared with third parties in accordance with this Privacy Notice, we ensure that equivalent security standards are applied to safeguard your information.

8. How long we keep your personal information for

We retain your personal information for as long as reasonably necessary to fulfil the purposes outlined in this Privacy Notice and to meet our legal and regulatory obligations.

The retention period may vary depending on the nature of the product or service you have engaged with. In some cases, we are legally required to retain certain types of data for a defined period—for example, financial records are typically held for seven years to comply with auditing requirements.

All personal data is retained in accordance with its intended purpose and only for as long as necessary. Generally, we retain information for up to seven years following your last interaction with us. However, this period may be extended where required by legal or contractual obligations, or where there is a legitimate business interest to do so.

9. Overseas transfers of your personal information

Although our operations are based in the UK, some of the third-party providers and agents we work with may be located outside the European Economic Area (EEA). As a result, the processing of your personal data may involve transfers to countries outside the EEA. Whenever such transfers occur, we ensure your information remains protected by implementing appropriate safeguards. These may include transferring data only to countries recognised by the European Commission as providing adequate data protection, or using specific contractual clauses approved for international data transfers.

All personal data you provide is stored securely on our servers or those of our authorised third-party data storage providers.

10. Your rights in relation to your personal information

• Right of Access – You may request copies of your personal data. Please note that certain exemptions may apply, which could limit the information we are able to disclose. If applicable, we will explain these in our response.
• Right to Rectification – You can ask us to correct any inaccurate personal data and to complete any incomplete information.
• Right to Erasure – You may request the deletion of your personal data in specific circumstances.
• Right to Restrict Processing – You can ask us to limit the processing of your personal data under certain conditions.
• Right to Object – You have the right to object to the processing of your personal data in certain situations.
• Right to Data Portability – You may request details of any transfers of your personal data and ask for it to be provided in a structured, commonly used, and machine-readable format.
• Rights Related to Automated Decision-Making and Profiling – You have the right not to be subject to decisions made solely through automated processing, including profiling, where such decisions may have a significant impact on you.

If you wish to exercise any of your individual rights as outlined in this Privacy Notice, please contact us by email at This email address is being protected from spambots. You need JavaScript enabled to view it., specifying the relevant brand or company and the nature of your relationship with us.

Once we receive your request, Andrews Property Group will conduct a review and respond with a decision within the timeframes recommended under applicable data protection legislation.

How to contact us

Contact Information

If you have any questions, comments, or requests regarding this Privacy Notice or the handling of your personal data, please contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..

For enquiries related to subject access requests, please also use This email address is being protected from spambots. You need JavaScript enabled to view it..

Complaints

If you wish to raise a concern about how your personal information has been processed, you have the right to contact the Information Commissioner’s Office (ICO). However, we encourage you to first follow our internal complaints procedure so we can address your concerns directly.