Privacy Policy

Victor Michael Ltd. is a well-established Independent Estate Agents in Stratford London and our teams have a wealth of experience in our industry. Here at Victor Michael Estate Agents, your personal information is very important to us, so we treat it with respect and protect it. The purpose of this policy is to clearly help all of our clients and visitors to our website and offices how we collect, share and use the personal information you provide to us.

What personal information we collect and store.

All of our team members are trained in how to acquire and look after your information, and we also provide you with the opportunity to control your preferences as to what information you would like us to provide to you. Your data is recorded when you contact us enquiring about our services either in person, by telephone, email, messaging, our website or through one of the property portals which we use , e.g., Rightmove, Zoopla, etc, together with publicly available sources such as HM Land Registry or HMRC. The security of your personal information is very important, and Victor Michael is committed to protecting the information that we collect. To use the services Victor Michael Ltd provides, we will collect personal information such as: Direct Interactions – this is personal data that you disclose to us through your contact with Victor Michael, which includes, but is not limited to: Completion of forms, surveys or correspondence via post, telephone/mobile, email, live chat, website, social or otherwise. The data will be your name, email address(es), telephone/mobile number(s), date of birth, postal address(es), payment details, copies of your ID, e.g., Passport, driving licence, birth certificate, utility bills and proof of funds, e.g., mortgage offers, bank statements, etc. This includes all phone calls made to our office which are recorded for training and monitoring purposes. This direct interaction will also include personal information provided on job applications, either through our forms, letters, or CVs. It will also include any enquiries you may make about our services through third party property portals other than our website. Indirect Interactions – this is personal data that you disclose to third parties such as payment providers, data brokers or aggregators e.g., Rightmove, Zoopla (based in the UK or EU) or Facebook (based outside the UK), Recruitment Agencies or recruitment websites for the purposes of job applications; or which is available through publicly available sources or registers such as Companies House, The Electoral Register, Government or Police Databases). Aggregated Data – this is when personal data, usually anonymised or aggregated to groupings, from systems such as our website, CRM or phone systems, or service providers such as credit check or profiling companies. Please be aware that if you do not provide us with this information, we may be unable to provide you with access to our products or services.

Protecting your personal information.

We ensure that your data is stored securely on our protected systems and implement appropriate technical and organisational security measures to protect it against any unauthorised or unlawful processing. The data we hold about you is used only by us to provide you with the full all-round property related services. If we become aware of any data breach we will, where we are required to, notify the Information Commissioner’s Office. If we believe that the data breach is serious, we may notify you as well. When we share your personal information with third parties we do so in a safe and secure manner.

What we will use your information for and why.

We collect information about you to enable us to: Manage your account – this allows you to make searches of properties and to process the purchase, rental sale or let of a property through Victor Michael. We do this in our legitimate interest of running our business. To market our services – we may use your name, address, email address and postal address to send you marketing communications, if you have chosen to receive these. These may include information about properties for rent or for sale, newsletters relating to the current property market, promotions or offers. Our legal basis for this use is consent. To carry out our services – if we contract with you as a seller or landlord, we have agreed to provide you and to notify you of the status of your transaction and this will include passing your information onto third parties. To prevent money laundering – by conducting an identification check. This processing is to comply with our legal obligation to carry out anti money laundering searches. To do this we will share your personal information with our electronic identification check providers. To check your ability to proceed with an offer on a property – we will check your financial position, e.g., do you have a mortgage agreed in principle, and to determine your ability to proceed with a purchase so that the seller or landlord has an informed choice should there be an offer.

Who we may share your personal data with.

During the course of our providing a requested service to you, your data may be stored or shared with any or all of the following trusted partners/organisations outside of Victor Michael: • Any third party with whom we have a contractual relationship to perform, or assist in performing, the purchase rental, sale or let of a property. • IT and system administration service providers. • Anti money laundering verification service providers • Tenancy deposit schemes • EPC providers • Inventory clerks • Managing agents • Local authorities & government law enforcement agencies • Government Departments, e.g., HM Land Registry • Property portals through which you request our services. • Where you apply for a role with us, we may disclose or share your personal information within Victor Michael International Transfers We will not transfer your personal data outside of the UK, except to a country offering the same level of protection for your personal data or to an organisation that commits to abide by the same standards.

Cookies

• • This section outlines how we utilise cookies on our website (www.victormichael.com). By accessing and using the website, you are consenting to the use of cookies as described in this policy. The types of cookies we use: • Strictly Necessary Cookies: are essential for websites to provide simple functions or to access particular features. Such features include the ability to sign in, add items to your cart in an online store, or purchase items on the internet. • Analytics and Performance Cookies: are used to track website visitors and their user behaviour. This data is then used to improve the way the website works and in turn, used to improve user experience. To manage your cookie preferences through your browser, click on the links below: September 2025 • Microsoft Internet Explorer • Google Chrome • Mozilla Firefox • Safari

Data Retention

• • • Victor Michael will retain your personal data whilst you use our services (or whilst we provide services connected to you) and/or are in communication with you for as long as we need to comply with statutory obligations. The retention periods are: • Seven years for data related to a financial transaction with Victor Michael, e.g., an Instruction to market a property. • Six years for data related to a property transaction, e.g., an Offer. • Five years for data related to our obligations under the Anti-Money Laundering regulations. • 18 months for other personal data not covered by one of the above. Where you apply for a role with us and your application is unsuccessful, we will retain your personal information for a period of 6 months after we have informed you of our decision.

Other Websites

• • • Our website contains links to other websites. This Privacy Policy only applies to this website, so please read their privacy policies once you are connected to them.

Your Legal Rights

• • • Under the General Data Protection Regulations, you have a number of rights relating to your personal data. The rights available to you depend on our reason for processing your information. You have the following rights:
    • • Right to be informed – You have a right to be told how Victor Michael will use your personal information.
    • • Right of access – You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to us at the address below.
    • • Right of rectification – Under certain circumstances you have the right to rectification if you believe your data is incorrect.
    • • Right to erasure (right to be forgotten) – Under certain circumstances you have the right to erase your personal data.
    • • Right to restrict processing – Under certain circumstances you have the right to object to our processing your personal data or to restrict our processing of it.
    • • Right of data portability – You have the right to have the personal data we hold on you to be transferred to another organisation.
    • • Right to object – Where you have given consent to any processing (including marketing) you have the right to withdraw that consent at any time (but this doesn’t affect processing which we have done on that basis prior to you withdrawing consent).

    • To exercise any of these rights please contact us with the subject of Personal Data Access Request by email risha.jethwa@victormichael.com or by writing to:

      Data Protection Officer (Risha Jethwa)

      74 Leytonstone Road, Stratford, London, E15 1SQ.

      Who will it be shared with.

      Every Client

      Iceberg – lead monitoring service

      Campaign Monitor – E-marketing

Lettings

• • • I am Property – property management system
    • Homelet – a reference and insurance company
    • Contractors- a panel of registered trusted trades people
    • Inventory Company
    • Council Tax office
    • Notify Utility Company (One Utility Bill.)

Sales

In line with our standard practice, once a sale has been agreed, we will issue our sale memorandum to the seller, buyer, and their respective solicitors. This will include each party’s full name, email address, and postal address.

• Financial Services – if requested to achieve the best mortgage offer
• Insurance company – if requested to provide you with competitive quotes for all types of insurance policies
• Removal Companies – if requested
• Renovation Companies – if requested
• Cleaning Companies – if requested
• AML Customers Due Diligence Software (Smart Search or Guild 365)

Your personal details will be retained by Victor Michael Ltd. for the statutory six years and then will be securely destroyed.

Should you require a copy of your personal information that we hold, please email us on info@victormichael.com with the subject of Personal Data Access Request.