Privacy Policy

Who we are

Dogra Estate Agents is a family-run estate agency established in 1995, based in Hounslow, West London. We provide residential sales, residential lettings, property management, domestic and commercial EPCs, professional floor plans and property photography.

For the purposes of UK data protection law, Dogra Estates Limited is the data controller responsible for your personal data. Our registered office is 216 Lampton Road, Hounslow, TW3 4EX. Our company registration number is 14798964 and our VAT registration number is 460 1595 03.

Information we collect

We may collect the following types of personal data:

• Identity and contact details — name, address, telephone number, email address and date of birth.
• Property information — address, tenure, lease details, Energy Performance Certificate (EPC) ratings, and other details relevant to a sale, letting or management instruction.
• Financial information — bank details, payment records and, where relevant, credit or affordability information for tenant referencing.
• Identification documents — copies of passports, driving licences, proof of address and right-to-rent documentation, collected for legal compliance and anti-money laundering checks.
• Communication records — notes, emails and telephone call records created when you contact us or we contact you.
• Website usage data — IP address, browser type, pages visited and cookie data, collected through Google Analytics where you have consented.

How we use personal data

We use your personal data only for purposes directly related to our services, including:

• Marketing, selling or letting your property and negotiating on your behalf.
• Managing tenancies, collecting rent, arranging maintenance and communicating with tenants and landlords.
• Conducting EPC assessments, producing floor plans and arranging property photography.
• Verifying identity, carrying out referencing and fulfilling our legal and regulatory obligations.
• Responding to enquiries, providing valuations and keeping you informed about relevant services.
• Improving our website and understanding how visitors interact with it, where you have consented.

Legal basis for processing

We process personal data under one or more of the following lawful bases:

• Performance of a contract — where processing is necessary to provide estate agency, letting or property management services you have asked us to deliver.
• Legal obligation — to comply with laws such as money laundering regulations, right-to-rent checks, tenancy deposit protection and tax reporting.
• Legitimate interests — to manage our business, maintain accurate records, prevent fraud and pursue legal claims.
• Consent — where you have expressly agreed, for example to receive marketing communications or to the use of non-essential cookies.

You may withdraw consent at any time by contacting us using the details below.

Who we may share information with

We only share personal data where necessary and always in accordance with UK data protection law. Recipients may include:

• Property portals such as Rightmove, Zoopla and OnTheMarket, when marketing a property.
• Tenant referencing providers, credit agencies and guarantor organisations.
• Contractors, tradespeople, inventory clerks and surveyors instructed to carry out work on a property.
• Deposit protection schemes, utility companies and block management companies.
• Legal advisers, insurers and regulators where required.
• IT service providers who host our website, email systems or customer relationship management software, all of whom are bound by confidentiality and security obligations.

We never sell personal information to third parties.

Data security

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, alteration or disclosure. This includes secure access controls, password protection, encrypted communications where available, and regular review of our systems and procedures. Only authorised staff who need access to perform their role are permitted to handle personal data.

Data retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, to meet legal or regulatory requirements, or to resolve disputes. For example, tenancy-related records may be retained for up to six years after a tenancy ends in line with tax and limitation periods, while marketing enquiry records are typically retained for a shorter period unless you ask us to retain them or you become a client.

Your rights under UK GDPR

Under UK data protection law, you have the right to:

• Access the personal data we hold about you.
• Rectify inaccurate or incomplete information.
• Erasure ("right to be forgotten") in certain circumstances.
• Restrict processing of your data.
• Object to processing based on legitimate interests or direct marketing.
• Data portability — receive your data in a structured, commonly used format.
• Withdraw consent at any time where processing is based on consent.
• Complain to the Information Commissioner's Office (ICO) if you believe your data has been mishandled.

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

Contact information

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:

• Email: info@dograestates.com
• Telephone: 020 8570 7799
• Address: Dogra Estate Agents, 216 Lampton Road, Hounslow, TW3 4EX

You may also contact the ICO at ico.org.uk or by telephone on 0303 123 1113.