Privacy & Cookies

1. Introduction

Register a Property (“we”, “us”, “our”) is committed to safeguarding the privacy of our website visitors, service users, individual customers, and customer personnel. This notice explains how we collect, use, and protect your personal data when you visit our website www.registeraproperty.com, use our services, engage with our advertisements, or submit property details as an estate agent, homeowner, or property representative.

1.1 Scope

This policy applies where we are acting as a data controller with respect to the personal data of such persons; in other words, where we determine the purposes and means of the processing of that personal data.

1.2 Use of Cookies

We use cookies on our website. Some cookies are strictly necessary for the site to function (for example, to keep you signed in as an estate agent). Where we use non-essential cookies, we will ask for your consent.

1.3 Data Controller Details

In this policy, “we”, “us”, and “our” refer to Register a Property. For more information about us, see Section 14.

2. Data Collection

2.1 Types of Data Collected

We may collect the following categories of personal data:

• Personal Identification Information: Name, email address, phone number.
• Property Information: Property details, images, and descriptions submitted by estate agents, homeowners, or property representatives.
• Usage Data: IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views, and navigation paths.
• Marketing and Communication Data: Your preferences in receiving marketing communications and your communication preferences.

2.2 Methods of Data Collection

We collect data through:

• Direct Interactions: You provide personal data when you fill out forms, contact us, or submit property details.
• Automated Technologies: Data is collected using cookies, server logs, and analytics tools.

3. Purposes of Processing and Legal Bases

3.1 Purposes of Processing

We process personal data for the following purposes:

• Operations: To operate our website, process and fulfil orders, provide services, generate invoices, and manage credit control.
• Publications: To publish property details on our website or elsewhere as per your instructions.
• Relationships and Communications: To manage customer relationships, communicate with you, provide support, and handle complaints.
• Direct Marketing: To send marketing communications (with your consent where required).
• Research and Analysis: To improve our website and services through usage analysis.
• Record Keeping: To maintain records, backups, and business databases.
• Security: To ensure website security and prevent fraud.
• Insurance and Risk Management: To manage risks and obtain professional advice.
• Legal Compliance: To comply with legal obligations or protect vital interests.

3.2 Legal Bases for Processing

Our processing activities rely on the following legal bases:

• Performance of a Contract: To provide requested services.
• Compliance with Legal Obligations: To comply with laws and regulations.
• Legitimate Interests: To operate and secure our business effectively.
• Consent: For certain activities like targeted marketing.

4. Data Sharing

We may share your personal data with:

• Advertisers: Networks like Google AdSense to deliver personalized ads.
• Service Providers: Companies providing hosting, IT, and payment processing services (including Stripe for payment processing).
• AI Service Provider: If you use our optional AI-assisted description tool, property details you provide (such as address, property type, and features) may be processed by OpenAI (OpenAI, L.L.C., USA) to generate suggested listing text. OpenAI acts as a data processor. You remain in control of whether to use, edit, or discard any AI-generated content before submission.
• Mapping Services: We use Ordnance Survey (OS DataHub) and OpenStreetMap to display maps on property listings. These services may receive your location data to render map tiles.
• Business Partners: Estate agents and other partners listing properties.
• Legal Authorities: Regulatory or law enforcement bodies, where required.

5. International Data Transfers

Your data may be transferred outside the UK. Where such transfers occur, we ensure that appropriate safeguards are in place to protect your personal data, such as Standard Contractual Clauses (SCCs).

In particular, if you use the AI-assisted description tool, property details may be processed by OpenAI, whose servers are located in the United States. This transfer is subject to appropriate safeguards under UK data protection law.

6. Data Security

We implement a variety of security measures to protect your personal data, including:

• Encryption: SSL/TLS encryption for data transmission.
• Access Controls: Role-based permissions and periodic access reviews.
• Authentication: Use of strong passwords and multi-factor authentication.
• Firewalls and Intrusion Detection Systems (IDS/IPS): Protection against unauthorized access.
• Regular Audits: Security audits and vulnerability assessments.
• Incident Response Plan: Procedures for managing data breaches.

7. Data Retention

We retain personal data only as long as necessary to:

• Fulfil the purposes for which it was collected.
• Comply with legal, accounting, or reporting obligations.

Examples:

• Property Listings: Retained while active and for 12 months after removal.
• Financial Data: Retained for up to 7 years to comply with tax laws.

8. User Rights

You have the following rights under data protection law:

• Right to Access: Obtain a copy of your personal data.
• Right to Rectification: Correct inaccurate or incomplete data.
• Right to Erasure: Request deletion of your data (subject to legal exceptions).
• Right to Restrict Processing: Limit how we use your data.
• Right to Data Portability: Transfer your data to another service provider.
• Right to Object: Object to processing, especially for direct marketing.
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent.
• Right to Lodge a Complaint: File a complaint with the Information Commissioner’s Office (ICO).

9. Cookies and Tracking Technologies

9.1 Use of Cookies

The authentication cookie is strictly necessary for estate agent account features and does not require consent.

9.2 Managing Cookies

You can manage or delete cookies through your browser settings. Note that blocking the authentication cookie will prevent you from accessing estate agent account features. Instructions for popular browsers:

• Google Chrome
• Mozilla Firefox
• Microsoft Edge
• Apple Safari

9.3 Google AdSense

Google AdSense may use cookies to serve targeted ads. For more information, visit Google’s AdSense Privacy Policy.

9.4 Impact of blocking cookies

Blocking strictly necessary cookies may affect website functionality, including the ability to manage property listings.

10. Automated Decision-Making and Profiling

We do not engage in automated decision-making or profiling that has legal or similarly significant effects.

11. Changes to the Privacy Notice

We do not use automated decision-making that has legal or similarly significant effects on you.

Our optional AI-assisted description tool automatically generates suggested property listing text from details you provide. This is a writing aid only — it does not make any decisions about you, and you retain full control over whether to use, edit, or discard the generated content before submission.

12. Contact Information

For privacy-related queries, contact us:

• Email: [email protected]

13. Representatives and Data Protection Officer

13.1 Representatives

Our representative within the UK and EU with respect to our obligations under data protection law can be contacted by emailing [email protected].

13.2 Data Protection Officer

Our data protection officer’s contact details are: [email protected].

14. Additional Information for Estate Agents, Homeowners, and Representatives

14.1 Consent for Listings

Estate agents, homeowners, and property representatives must ensure they have consent to publicly list property details.

14.2 Updating and Removing Listings

Estate agents can update or modify property listings by clicking “Update a Property” in the site menu. A secure link will be sent to your registered email address to authenticate your access. Once authenticated, you can edit or remove any of your listings.