Last updated: July 2026

1. Introduction

This Privacy Policy explains how Williams Estates Direct Limited (trading as Williams Estates) and Williams Lettings Limited (trading as Williams Lettings) collect, use, store, and protect your personal data when you use our website, www.williamsestates.com, and any other services we provide.

We are committed to protecting your privacy and complying with UK data protection laws, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR). By using our website or services, you agree to the practices described in this policy.

2. Who We Are

Williams Estates Direct Limited (trading as Williams Estates)

• Company Registration Number: 10327940

• ICO Registration Number: ZA489437

• Registered Address: 102 Bowen Court, St Asaph Business Park, St Asaph, LL17 0JE

• Email: hello@williamsestates.com

• Phone: 01745 299199

Williams Lettings Limited (trading as Williams Lettings)

• Company Registration Number: 10325497

• ICO Registration Number: ZB276486

• Registered Address: 102 Bowen Court, St Asaph Business Park, St Asaph, LL17 0JE

• Email: lettings@williamsestates.com

• Phone: 01745 299399

3. Personal Data We Collect

We strictly adhere to the principle of data minimisation, collecting only what is necessary to provide our services and fulfil our legal obligations. This may include:

• Identity information: Name, title, date of birth.

• Contact information: Email address, phone number, postal address.

• Property information: Details of properties you are selling, buying, or renting.

• Financial & Compliance information: Bank statements, proof of funds, mortgage agreements, and photographic identification required strictly for Anti-Money Laundering (AML) and statutory Right to Rent checks.

• Telecommunications & Voice Data: Caller IDs, call logs, and voicemails processed securely through our Webex phone system.

• Usage data: IP address, browser type, pages visited, and interaction with our website (collected through cookies, including Google Analytics).

• Marketing preferences: Whether you wish to receive marketing communications from us.

We do not knowingly collect personal data from children. Unless strictly necessary (e.g., noting health vulnerabilities for property accessibility), we do not process special category data.

4. How We Use Your Personal Data

We use personal data for purposes including:

• Providing estate agency, auction, and property management services.

• Communicating with you regarding your enquiry, sale, or rental.

• Fulfilling our statutory obligations regarding Anti-Money Laundering and tenant checks.

• Improving our website and services using analytics data.

• Sending marketing communications, provided we have your explicit consent or a lawful 'soft opt-in' exemption applies.

5. Legal Basis for Processing

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

• Your explicit consent (e.g., for direct marketing).

• Performance of a contract with you (e.g., executing our Terms of Business or Occupation Contracts under the Renting Homes (Wales) Act 2016).

• Compliance with legal obligations (e.g., HMRC AML regulations and Rent Smart Wales requirements).

• Legitimate interests, such as improving our services, canvassing, or protecting our business.

6. Sharing Your Personal Data

We will never sell your data. We may share your personal information in the following limited circumstances with trusted third parties who process your data securely on our behalf:

• Software and CRM Providers: Companies that host our databases and run our operating systems, primarily Street CRM.

• Compliance & Verification Providers: We legally must run AML, ID, Politically Exposed Persons (PEPs), and Sanctions checks. We share information with Landmark to facilitate this. You can review their privacy policy here: Landmark Privacy Policy.

• Property Marketing & Data Matching: We share property details and media across public portals (e.g., Rightmove) and social media (e.g., Facebook). We also utilise Spectre, which integrates with our internal database to match records with public datasets.

• Lettings Compliance & Referencing Partners: To legally and securely set up a tenancy, we utilise statutory deposit protection schemes and tenant referencing agencies. Specifically, we partner with HomeLet to conduct comprehensive reference checks, which include processing data for identity verification, Politically Exposed Persons (PEPs), and Sanctions checks.

• Transactional Partners (Referrals): Conveyancing solicitors and financial/mortgage advisors. We will only share your personal details with these third parties after receiving your explicit confirmation that you wish us to do so.

• Legal & Regulatory Authorities: HMRC, Propertymark, Trading Standards, or The Property Ombudsman when strictly required by law or during a compliance audit.

7. Cookies and Similar Technologies

We use cookies to improve your digital experience. Please refer to our dedicated Cookie Policy on our website for detailed information regarding how we manage consent and digital tracking.

8. Data Retention

We retain personal data only as long as necessary to provide services, resolve disputes, or comply with strict legal obligations:

• Statutory AML Retention: Under the Money Laundering Regulations 2017, Customer Due Diligence (CDD) records are legally kept for 5 years from the end of our business relationship.

• Financial Records: General financial and transactional records are retained for 7 years to satisfy HMRC requirements.

• Telecommunications: Call logs and voicemails stored on our Webex systems are retained for up to 5 years before being purged.

• General Applications: Unsuccessful tenancy or employment applications are securely destroyed after 6 months.

9. Security of Your Personal Data

We implement robust technical and organisational measures to protect your data. All internal communications and documents are managed through encrypted Microsoft Outlook and OneDrive environments. Our internal Apple computers and devices are strictly managed under a JAMF protocol, granting our IT administrators the ability to remotely lock or wipe hardware if lost or stolen. Furthermore, all internal computers undergo a mandatory weekly data cleanse to enforce our storage limitation obligations.

10. Data Breach Procedures

In the event of a data breach, we have procedures in place to comply with the UK GDPR, including:

• Assessing the scope and risk of the breach.

• Notifying the Information Commissioner's Office (ICO) within 72 hours if the breach poses a risk to individuals' rights.

• Informing affected individuals without undue delay when there is a high risk to their rights and freedoms.

• Taking immediate steps to contain and mitigate the incident.

11. Your Rights

Under the UK GDPR, you possess the following rights regarding your personal data:

1. The Right to be Informed: Transparent communication regarding how your data is used.

2. The Right of Access: You may request a copy of the personal data we hold about you.

3. The Right to Rectification: To correct inaccurate or incomplete data.

4. The Right to Erasure ('Right to be Forgotten'): To request deletion of your data (subject to our statutory retention requirements outlined in Section 8).

5. The Right to Restrict Processing: To temporarily halt the use of your data during disputes.

6. The Right to Data Portability: To obtain your data in a machine-readable format.

7. The Right to Object: To stop data processing for direct marketing or legitimate interests.

8. Rights in Relation to Automated Decision-Making: Protection against purely automated decisions that legally or significantly affect you.

To exercise your rights, please contact us using the details in Section 14. We will respond within one calendar month.

12. International Data Transfers

If any of our software providers (such as Microsoft, Webex, or Street CRM) host or back up personal data on servers located outside the UK, we ensure that appropriate safeguards are in place (such as an adequacy decision or approved Standard Contractual Clauses) to protect your data in line with UK GDPR requirements.

13. Updates to this Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website, and the "Last updated" date will reflect any changes.

14. Contact Us & Complaints

For questions about this Privacy Policy, to exercise your rights, or for any concerns regarding your personal data, please contact our management team via our centralised channels:

• Email: hello@williamsestates.com

• Phone: 01745 299199

Alternatively, you may reach out directly to our Data Protection Compliance Personnel:

• Jason Williams – Director & Data Protection Lead (DPL)

• Allison Thompson – Group Manager

• Owain Colwell – Group Strategy Manager

If you are unhappy with how we have handled your personal data, you have the right to lodge a formal complaint with our supervisory authority, the Information Commissioner’s Office (ICO), via their website at www.ico.org.uk or by calling 0303 123 1113.