Mays Estate Agents is committed to protecting your personal information. This policy explains what we collect, why we collect it, how we use it, and the choices you have.

1. Who we are

Mays Estate Agents is a UK estate agency providing property sales, lettings and related services. For data protection purposes, we act as the data controller.

If you have any questions about this policy or wish to exercise your rights, please contact:

Mays Estate Agents
290 Sandbanks Road, Poole, BH14 8HX
Email: poole@maysestateagents.com
Telephone: 01202 709888

2. The information we collect

We collect information when you contact us, register with us, request a valuation, book a viewing, apply to rent a property, instruct us to sell or let a property, or use our website. This may include:

• Name and contact details (address, email address, telephone numbers)
• Proof of identity and proof of address (for example passport, driving licence, utility bill)
• Details about your property requirements or the property you are selling or letting
• Financial and affordability information where required for sales progression or referencing
• Employment and income details for tenancy applications and referencing
• Right to rent information and supporting documents where legally required
• Communications you send to us by email, phone or through our website forms
• Technical and usage data from your visits to our website, including cookies and analytics data

We only collect information that we need in order to provide our services and meet our legal and regulatory obligations.

3. How we use your information

We use your personal information to:

• Respond to enquiries and provide information about properties and services
• Arrange valuations, viewings and market appraisals
• Market properties for sale or to let, including on property portals and our website
• Match buyers and tenants with suitable properties
• Progress sales and tenancies, including communication with other parties involved
• Carry out tenant referencing and right to rent checks
• Comply with anti-money laundering and other legal and regulatory requirements
• Manage existing tenancies and landlord relationships
• Deal with complaints, queries and service requests
• Improve our services and website
• Send you property alerts or marketing communications where you have requested or consented to receive them

We do not sell your personal data to third parties.

4. Legal basis for processing

We process your personal data on one or more of the following bases:

• Consent where you have given clear consent for us to process your data for a specific purpose, such as receiving property alerts or marketing communications.
• Contract where processing is necessary to enter into or perform a contract with you, for example when you instruct us to sell or let a property, or apply to rent a property.
• Legal obligation where processing is necessary for us to comply with the law, such as anti-money laundering regulations, right to rent checks and tax or accounting obligations.
• Legitimate interests where processing is necessary for our legitimate business interests, and your interests and fundamental rights do not override those interests. This can include managing our relationship with you, improving our services and conducting standard business administration.

5. Sharing your information

We may share your personal data with trusted third parties where this is necessary for the purposes set out above, including:

• Solicitors, conveyancers and surveyors involved in a sale or purchase
• Referencing and credit check agencies
• Utility providers and local authorities where relevant to a tenancy
• Contractors, tradespeople and inventory clerks involved in property management
• Professional advisers such as accountants or compliance consultants
• Property portals and marketing platforms where you have instructed us to market a property
• IT and system providers that support our website, email and business systems
• Regulators, law enforcement or other authorities where required by law

Where we use third parties, we require them to respect the security of your data and to use it only in accordance with our instructions and applicable law.

6. International transfers

We normally process your personal data within the UK or European Economic Area. If we ever need to transfer your data outside these areas, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections required by data protection law.

7. How long we keep your information

We keep your personal data only for as long as necessary for the purposes we collected it for, including any legal, accounting or reporting requirements. This will vary depending on the nature of your relationship with us. For example:

• Anti-money laundering records are typically kept for at least five years after the relationship ends.
• Sales and lettings files may be retained for a period required by professional guidance and limitation periods for legal claims.

When data is no longer needed, we will securely delete or anonymise it.

8. Your rights

Under data protection law you have a number of rights in relation to your personal data. These include the right to:

• Request access to the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request deletion of your data in certain circumstances
• Object to our processing of your data where we rely on legitimate interests
• Request restriction of processing in certain circumstances
• Request transfer of your data to you or to another service provider in a portable format
• Withdraw consent at any time where we rely on your consent for processing

To exercise any of these rights, please contact us using the details above.

You also have the right to lodge a complaint with the Information Commissioners Office if you are unhappy with how we handle your personal data. Further information is available on the ICO website.

9. Cookies and website tracking

Our website uses cookies and similar technologies to make the site work, to remember your preferences and to help us understand how visitors use the site so we can improve it.

You can usually set your browser to refuse some or all cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, some parts of our website may not function properly.

10. How we protect your information

We use a combination of technical and organisational measures to help protect your personal data from loss, misuse, unauthorised access, alteration or disclosure. Access to personal data is limited to employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and are subject to a duty of confidentiality.

11. Third-party websites

Our website may include links to third-party websites, plug-ins or services. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. We encourage you to read the privacy policy of every website you visit.

12. Changes to this policy

We may update this privacy policy from time to time. The latest version will always be available on our website and will show the date it was last updated. We may also notify you of significant changes by email where appropriate.

This Privacy Policy was last reviewed January 2026.