Privacy notice

Who we are. EstateHub is run by Automation Bureau. Contact us through our support desk.

Our role. For agency staff accounts and enquiries we are the controller. For the applicants, tenants, landlords and contractors an agency manages in EstateHub, the agency is the controller and we process the data on its instructions. If you are one of an agency's customers, contact the agency first.

What we hold and why

Agency staff accounts

What: email, first_name, last_name, phone, password (hashed), role, last_login, agency, branch, date_joined, is_active
From: The agency owner or the staff member
Why: Signing in and recording who did what
Lawful basis: Contract
How long: Kept while the agency uses EstateHub and deleted with the agency; a deactivated account is deleted six years after its last sign-in
Where: Our server in the UK/EU
Who else handles it: Hosting provider, Email provider (when configured)
Our role: Controller

Agency business and branch contact details

What: name, email, phone, address, brand colour and logo, HMRC AML supervision number, aml_supervision_number, brand_colour, logo_url, stripe_account_name, stripe_connected_by, stripe_connected_at
From: The agency
Why: Running the agency's workspace and showing its details to its customers
Lawful basis: Contract with the agency
How long: Kept while the agency uses EstateHub, deleted with the agency
Where: Our server in the UK/EU
Who else handles it: Hosting provider
Our role: Controller

Applicants, tenants, landlords, guarantors and contractors

What: first_name, last_name, company, email, phone, address, notes, min_bedrooms, max_rent, areas, trades, marketing_opt_in, kind, is_preferred, branch
From: The person, or the agency
Why: Arranging viewings, tenancies, sales and repairs
Lawful basis: Contract or legitimate interests of the agency
How long: Six years after the last change, unless still linked to a tenancy or property; then deleted by the retention job
Where: Our server in the UK/EU
Who else handles it: Hosting provider, Email and SMS providers (when configured)
Our role: Processor

Properties and listing media

What: address_line1, address_line2, town, postcode, landlord, photos, video_file, floorplan, description, negotiator, video_url, image_url, image, caption
From: The agency
Why: Marketing and managing the property
Lawful basis: Legitimate interests of the agency
How long: Archived listings older than six years are deleted
Where: Our server in the UK/EU
Who else handles it: Hosting provider
Our role: Processor

Tenancies and onboarding

What: lead_tenant, tenants, rent_pcm, deposit, deposit_reference, start_date, end_date, tenant_note, landlord_note, tenant_decision, landlord_decision, tenant_counter_rent, current_rent, proposed_rent, applicant, negotiator, signed_at, deposit_scheme
From: The tenant through a guided link, and the agency
Why: Running the tenancy and meeting legal duties
Lawful basis: Contract and legal obligation
How long: Six years after the tenancy ends; a completed onboarding case (and the identity and referencing details in it) is kept with its tenancy for the same six years; a renewal case six years after it was last changed
Where: Our server in the UK/EU
Who else handles it: Hosting provider
Our role: Processor

Tenant identity, employment, income and referencing (onboarding)

What: details.first_name, details.last_name, details.date_of_birth, details.email, details.phone, details.current_address, details.other_occupants, income.status, income.employer, income.job_title, income.annual_income, income.employer_contact, address.history, address.current_landlord_email, guarantor.first_name, guarantor.last_name, guarantor.email, guarantor.phone, guarantor.relationship, right_to_rent.route, right_to_rent.share_code, holding_deposit.reference, id_document (uploaded photo ID, held as a Document), right_to_rent_verified, right_to_rent_expiry, referencing, needs_guarantor, holding_deposit, holding_deposit_paid_at, move_in_date, rent_pcm, term_months, signature_name, signed_at, signed_ip, applicant, data, steps_done, completed_at
From: The incoming tenant through the agency's guided onboarding link; the guarantor's details come from the tenant; right-to-rent and referencing results are recorded by agency staff
Why: Checking the tenant's identity, right to rent, affordability and references before a tenancy is agreed, and recording their signature on the agreement
Lawful basis: Steps taken at the tenant's request before entering a contract; legal obligation for right-to-rent checks (Immigration Act 2014)
How long: Cases that do not go ahead (withdrawn, or referencing failed) are deleted six months after they were last changed; completed cases are kept with the tenancy (see Tenancies)
Where: Our server in the UK/EU
Who else handles it: Hosting provider
Our role: Processor

Viewings, feedback and offers

What: agent_notes, amount, applicant, attended, attended_by, feedback, feedback_interest, feedback_notes, feedback_rating, notes, outcome, start, agent, applicant_confirmed, is_virtual, employment, annual_income, occupants, has_pets, conditions, landlord_note, move_in_date, counter_amount, decided_at, term_months, viewing
From: The applicant and the agency
Why: Booking viewings and progressing offers
Lawful basis: Steps before entering a contract
How long: Two years after the viewing or offer
Where: Our server in the UK/EU
Who else handles it: Hosting provider
Our role: Processor

Documents and certificates

What: file, original_name, title, expires_on, uploaded_by, uploaded_by_label, verified_by, contractor, notes, issued_on
From: Tenants, landlords, contractors and the agency
Why: Identity, right to rent, referencing and safety compliance
Lawful basis: Legal obligation and contract
How long: Six years after the document or certificate was last changed
Where: Our server in the UK/EU (private storage, never public)
Who else handles it: Hosting provider
Our role: Processor

Anti-money-laundering due diligence

What: subject_name, property_address, identity_evidence, address_evidence, outcome, notes, checked_by, checked_at, contact, role
From: The agency's own checks
Why: Meeting the Money Laundering Regulations 2017
Lawful basis: Legal obligation
How long: Five years after the check, as the regulations require
Where: Our server in the UK/EU
Who else handles it: Hosting provider
Our role: Processor

Messages, notifications, tasks and maintenance

What: amount, body, description, maintenance updates and tenant messages, subject, to, to_name, error, channel, user, title, assigned_to, detail, access_notes, approved_by, reported_by, author, author_label, contact, tenant_rating, triage_notes, location, created_by, opened_at, requested_by, paid_at, provider_ref, completed_at
From: Generated by EstateHub for the agency
Why: Keeping people informed and keeping a record
Lawful basis: Legitimate interests of the agency
How long: Two years; open repairs are kept until they are closed
Where: Our server in the UK/EU
Who else handles it: Hosting provider, Email and SMS providers (when configured), Stripe (card payments, when configured)
Our role: Processor

Audit log

What: actor, action, changes, ip_address, actor_label, object_repr
From: Generated by EstateHub
Why: Security and proving who changed what
Lawful basis: Legitimate interests
How long: Six years
Where: Our server in the UK/EU
Who else handles it: Hosting provider
Our role: Processor

Demo and sales enquiries

What: name, email, phone, company, message, pms, size
From: The person enquiring
Why: Replying to the enquiry
Lawful basis: Legitimate interests
How long: One year
Where: Our server in the UK/EU
Who else handles it: Hosting provider
Our role: Controller

Your rights

You can ask to see a copy of your data, correct it, have it deleted, restrict or object to its use, move it to another provider. Ask through our support desk or your agency. We answer within one month.

Complaints

If you are unhappy with how your data is handled, tell us first. You can also complain to the Information Commissioner's Office, ico.org.uk, 0303 123 1113.