Privacy Policy

Last updated: 30 September 2026

1. Who we are

OM Real Estate and Build Ltd is the data controller for your personal data. This means we decide how and why it is used.

• Registered in England & Wales, company number 15721081
• Registered office: 7 Shrewsbury Place, Dudley, DY1 4FG
• Email: contact@omestates.co.uk
• Phone / WhatsApp: 07432 437964

We are registered with the Information Commissioner’s Office (ICO). We are not required to appoint a Data Protection Officer. Please send any privacy question to the email above.

2. Personal data we collect

What we collect depends on whether you are a landlord, tenant, seller, buyer or simply contacting us.

Everyone

• Name, phone number, email address and postal address
• The property you are asking about and your requirements
• Records of our calls, emails and WhatsApp messages with you

Landlords and sellers

• Proof of identity and address, and evidence that you own the property or have authority to let or sell it
• Bank details for paying rent or sale proceeds to you
• Property safety and compliance documents (for example gas safety, electrical and EPC certificates)
• Information needed for anti-money laundering checks, which may include source of funds or wealth

Tenants and applicants

• Proof of identity and address, and your right to rent documents
• Employment, income and previous landlord details, and the results of referencing and credit checks
• Guarantor details, where a guarantor is needed
• Details of other people who will live in the property
• Rent and deposit payment records

Buyers

• Proof of identity and address, and proof of funds or mortgage position
• Information needed for anti-money laundering checks, including source of funds

Sensitive information

Right to rent and identity checks can reveal your nationality or immigration status. We only collect this where the law requires it. We do not ask for other special category data (such as health information) unless you choose to share it, for example to request a reasonable adjustment. We will only use it for that purpose.

3. Where we get your data from

• Directly from you, through our website, WhatsApp, phone, email or in person
• Property portals and social media, when you respond to one of our adverts
• Referencing agencies, credit reference agencies and identity verification providers
• The Home Office Right to Rent online checking service
• Landlords, sellers, buyers, tenants, solicitors and conveyancers involved in the same transaction
• Public records such as HM Land Registry and Companies House

4. How we use your data and our lawful basis

UK GDPR requires a lawful basis for every use of personal data. These are ours:

We do not make decisions about you using fully automated processes. Referencing providers may use automated scoring, but a person at OM Estates always reviews the outcome before a decision is made.

5. Who we share your data with

We only share what is needed, and we never sell your personal data. Depending on your service, we may share it with:

• The landlord, tenant, seller or buyer on the other side of your transaction
• Referencing, credit reference and identity verification agencies
• The Tenancy Deposit Scheme (TDS), our Client Money Protection scheme (Client Money Protect) and our redress scheme (Property Redress Scheme)
• Solicitors, conveyancers, and mortgage brokers or lenders (brokers only with your agreement)
• Contractors and tradespeople carrying out work at a property, limited to what they need to access it
• Property portals and advertising platforms (property details only, never tenant or buyer information)
• Our IT and communication providers, including our website host (Hostinger), email provider and WhatsApp (Meta)
• Our accountants, insurers and professional advisers
• Local authorities, HMRC, the Home Office, the police or other public bodies, where the law requires it or to prevent fraud or crime

6. Transfers outside the UK

Some of our service providers, such as email, WhatsApp and cloud storage providers, may store or process data outside the UK. Where this happens, we make sure appropriate safeguards are in place, such as a UK adequacy decision or the UK International Data Transfer Agreement or Addendum.

7. How long we keep your data

• Enquiries that do not go ahead: up to 12 months from our last contact
• Anti-money laundering records: 5 years after the business relationship or transaction ends, as the law requires
• Tenancy, sale and financial records: 6 years after the tenancy or transaction ends, to meet tax rules and deal with any legal claims
• Right to rent records: for the length of the tenancy plus 1 year
• Marketing: until you unsubscribe or withdraw consent

After these periods, we securely delete or destroy your data.

8. Keeping your data secure

We use password-protected devices and accounts, two-factor authentication where available, encrypted connections and restricted access, so only people who need your data can see it. If a data breach is likely to put your rights at risk, we will tell you and the ICO where the law requires it.

9. Your rights

You have the right to:

• Be informed about how we use your data (this policy)
• Access the data we hold about you (a subject access request)
• Correct data that is wrong or incomplete
• Erase your data, where we have no legal reason to keep it
• Restrict how we use your data
• Object to our use of your data based on legitimate interests, and to direct marketing at any time
• Data portability, to receive data you gave us in a common format
• Withdraw consent at any time, where we rely on consent

To use any of these rights, email contact@omestates.co.uk. This is free, and we will reply within one month. We may need to confirm your identity first. Some rights are limited where we must keep data by law, for example anti-money laundering records.

10. Marketing

We only send marketing emails or messages if you have agreed to receive them, or if you are an existing client and the messages are about similar property services. You can opt out at any time by replying "STOP", using the unsubscribe link, or emailing us. Opting out will not affect messages about a service you are using.

11. Cookies and website data

Our website does not use advertising or tracking cookies. When you visit, our host (Hostinger) keeps standard server logs, such as your IP address and browser type, for security. Our pages load fonts from Google Fonts, which means your IP address is shared with Google to deliver the font.

When you use the valuation form or a WhatsApp button, your details are not stored on our website. They open in WhatsApp, and you choose whether to send the message to us. WhatsApp’s own privacy policy also applies.

12. Complaints

If you are unhappy with how we have handled your data, please contact us first at contact@omestates.co.uk so we can put it right.

You also have the right to complain to the Information Commissioner’s Office (ICO):

• Website: ico.org.uk/make-a-complaint
• Helpline: 0303 123 1113
• Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

13. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated at the top.