Privacy Policy

Privacy Policy
Maalems Estate Agents Privacy Policy
Maalems Estate Agents (“Maalems”, “we”, “our” or “us”) is committed to protecting and respecting your privacy.
This Privacy Policy explains how we collect, use, store and protect your personal information when you use our website, contact us, instruct us, register with us, or use any of our estate agency, lettings or property management services.
This policy is designed to comply with the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.
Who We Are
Maalems Estate Agents is a UK estate and lettings agency providing residential sales, lettings, property management and related property services.
Website: www.maalems.co.uk
If you have any questions about this Privacy Policy or how we use your data, please contact us through our website or office contact details.
The Information We Collect
We may collect and process the following types of personal information:
Identity Information
  • Name
  • Date of birth
  • Nationality
  • Passport or driving licence details
  • Proof of address documentation
Contact Information
  • Email address
  • Telephone number
  • Postal address
Property Information
  • Property ownership details
  • Tenancy information
  • Rental history
  • Property preferences
  • Viewing history
Financial Information
  • Bank details
  • Income and affordability information
  • Credit history and referencing information
  • Deposit information
  • Payment records
Compliance Information
We may collect information required to comply with legal obligations, including:
  • Anti-Money Laundering (AML) checks
  • Electronic identity verification
  • Right to Rent checks
  • Sanctions screening where legally required
Technical Information
When you use our website, we may collect:
  • IP address
  • Browser type
  • Device information
  • Website usage data
  • Cookie and analytics information
How We Collect Your Information
We collect personal information when:
  • You contact us
  • Register on our website
  • Request a valuation
  • Apply for a tenancy
  • Instruct us to sell, let or manage a property
  • Attend a viewing
  • Subscribe to marketing communications
  • Complete forms on our website
  • Communicate with us by phone, email or social media
We may also receive information from:
  • Referencing providers
  • Credit agencies
  • AML verification providers
  • Deposit protection schemes
  • Property portals
  • Contractors and maintenance providers
  • Publicly available sources
How We Use Your Information
We use your information to:
Provide Estate Agency and Lettings Services
Including:
  • Property sales and lettings
  • Tenant sourcing and referencing
  • Property management
  • Arranging viewings
  • Progressing transactions
  • Maintenance coordination
  • Tenancy administration
Meet Legal and Regulatory Obligations
Including:
  • AML compliance
  • Right to Rent obligations
  • Fraud prevention
  • Record keeping
  • Regulatory reporting
Communicate With You
Including:
  • Responding to enquiries
  • Sending property updates
  • Providing service updates
  • Managing transactions and tenancies
Marketing
We may send marketing communications about properties or services where:
  • you have consented, or
  • we believe we have a legitimate business interest to do so.
You can unsubscribe from marketing communications at any time.
Improve Our Website and Services
We use analytics and website tracking tools to understand how visitors use our website and improve user experience.
Our Legal Basis for Processing
Under UK GDPR, we rely on the following lawful bases:
  • Contractual necessity
  • Legal obligation
  • Legitimate interests
  • Consent (where required)
Sharing Your Information
We may share your information with trusted third parties where necessary, including:
  • Referencing companies
  • Deposit protection schemes
  • Contractors and maintenance providers
  • Solicitors and conveyancers
  • Mortgage brokers
  • Utility providers
  • Local authorities
  • HMRC and regulatory bodies
  • Identity verification providers
  • Property portals
  • Software and CRM providers
We use carefully selected third-party service providers including:
  • Alto CRM
  • Mailchimp
  • Google Analytics
  • Meta Business Tools
We only share information where necessary and appropriate safeguards are in place.
International Data Transfers
Maalems operates primarily within the United Kingdom.
Some third-party technology providers may process limited data outside the UK. Where this occurs, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements.
Cookies and Website Tracking
Our website uses cookies and similar technologies to:
  • Improve website functionality
  • Analyse website traffic
  • Understand visitor behaviour
  • Support marketing and advertising campaigns
We may use:
  • Essential cookies
  • Analytics cookies
  • Marketing cookies
  • Social media tracking technologies
You can manage cookie preferences through your browser settings.
Data Retention
We only keep personal information for as long as reasonably necessary.
Retention periods may vary depending on:
  • Legal obligations
  • Regulatory requirements
  • Contractual requirements
  • Potential disputes or claims
In many cases, estate agency and tenancy records may be retained for up to 6 years after the end of a transaction or tenancy, or longer where legally required.
AML records may be retained for statutory compliance periods.
Security of Your Information
We take appropriate technical and organisational measures to protect personal information against:
  • Unauthorised access
  • Loss
  • Misuse
  • Alteration
  • Disclosure
However, no internet transmission is ever completely secure and we cannot guarantee absolute security.
Your Rights
Under UK GDPR, you may have the right to:
  • Access your personal data
  • Correct inaccurate data
  • Request deletion of data
  • Restrict processing
  • Object to processing
  • Request data portability
  • Withdraw consent
Requests may be subject to legal or regulatory exceptions.
To exercise your rights, please contact us through our website.
Complaints
If you are unhappy with how we handle your data, you have the right to complain to the UK Information Commissioner’s Office (ICO).
Information Commissioner’s Office (ICO)
Third-Party Websites
Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of external websites.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time.
Any updates will be posted on this page and will take effect immediately upon publication.
Contact Us
For any questions regarding this Privacy Policy or your personal information, please contact:
Maalems Estate Agents