Last updated: 13 August 2025
Uptrend Estates (“we”, “our”, “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and protect your information when you use our website uptrendestates.co.uk and our services.
1. Who We Are
Uptrend Estates Ltd is a UK-based property lettings and management company.
Registered Office: 77 Sunny Gardens Road, London, NW4 1SJ (correspondence only – no public office).
Contact Email: info@uptrendestates.co.uk
We are registered as a data controller with the Information Commissioner’s Office (ICO).
2. What Data We Collect
We may collect and process the following personal data:
• Contact details – name, phone number, email address, postal address.
• Property enquiry details – property preferences, messages sent via our website.
• Tenant & landlord information – identity documents, proof of address, tenancy agreements, payment details.
• Supplier information – business contact details, invoices, and service records.
• Website interaction data – basic server logs (no analytics or tracking pixels used).
3. How We Use Your Data
We use your personal data for:
• Responding to property enquiries.
• Carrying out property management and lettings services.
• Processing tenancy applications and referencing.
• Meeting legal obligations (e.g., record-keeping for HMRC).
• Managing client and supplier relationships.
4. Lawful Basis for Processing
We process your data under the following lawful bases (UK GDPR Article 6):
• Contract – to provide our services to you.
• Legal obligation – to comply with tax, tenancy, and property law requirements.
• Legitimate interests – for day-to-day business operations such as responding to enquiries.
• Consent – when you agree to receive marketing communications (you can withdraw at any time).
5. Data Sharing & International Transfers
We share your data only when necessary, for example with:
• Referencing agencies, contractors, and maintenance providers.
• Legal or regulatory authorities if required by law.
• Our virtual assistants based in the Philippines, who help with administrative tasks.
Where data is accessed internationally, we ensure appropriate safeguards are in place, such as UK-approved Standard Contractual Clauses.
6. Data Storage & Security
• Data is stored on secure UK-based servers via Microsoft OneDrive Business.
• Access is restricted to authorised staff and contractors.
• We take technical and organisational measures to protect data against unauthorised access, loss, or misuse.
7. Data Retention
• Tenancy and landlord records: 6 years after the end of the tenancy.
• General enquiries: 12 months from last contact.
• Supplier records: 6 years from the end of the working relationship.
8. Your Rights
Under UK GDPR, you have the right to:
• Access your data.
• Rectify inaccurate data.
• Erase data (“right to be forgotten”).
• Restrict or object to processing.
• Data portability.
• Withdraw consent (where applicable).
To exercise your rights, contact us at info@uptrendestates.co.uk.
9. Cookies
Our website does not use cookies for tracking or analytics. Only essential cookies required for website functionality may be stored.
10. Complaints
If you have concerns about how we handle your data, please contact us first. You also have the right to complain to the Information Commissioner’s Office (ICO): https://ico.org.uk/make-a-complaint/
Contact Us
For privacy-related queries, email info@uptrendestates.co.uk or write to us at:
Uptrend Estates, 77 Sunny Gardens Road, London, NW4 1SJ.