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Instant Valuation

Privacy & Confidentiality Notice

Privacy Policy & Confidentiality Notice

Last updated: 13 October 2026

Monroe Estate Agents respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how Monroe Estate Agents collects, uses, stores and protects personal information when you use our website, contact us, enquire about a property, request a valuation, arrange or attend a viewing, make or receive an offer, buy or sell a property, use our estate agency services or otherwise interact with us.

This Privacy Policy applies to information collected through www.monroeestateagents.com, our offices, telephone calls, email, social media and other communications, as well as information collected in connection with our property sales and estate agency services.

We process personal information in accordance with applicable UK data protection law, including the UK GDPR, the Data Protection Act 2018, the Privacy and Electronic Communications Regulations 2003 (PECR), as amended and other applicable data protection legislation.

This Privacy Policy explains what information we collect, why we collect it, how we use it, who we may share it with, how long we retain it and the rights you have in relation to your personal information.

1. Who we are

The organisations responsible for your personal information are the following:

Monroe Estate Agents Ltd.

Company No. 12704980

Registered Office Address: Unit A Springwell Gardens, Whitehall Road, Leeds, England, LS12 1FJ

 

MONROE LAND AND NEW HOMES LIMITED

Company no. 17176385 

Registered Office Address: Unit A Springwell Gardens, Whitehall Road, Leeds, England, LS12 1FJ

 

Monroe Estate Agents (Yorkshire) Ltd.

Company No. 14312775

Registered Office Address: Unit A Springwell Gardens, Whitehall Road, Leeds, England, LS12 1FJ

 

Monroe Estate Agents (Guiseley) Ltd.

Company no. 17031286

Registered Office Address: Unit A Springwell Gardens, Whitehall Road, Leeds, England, LS12 1FJ

 

For the purposes of UK data protection law, we are the data controller of the personal information we collect and use, except where we are acting as a processor on behalf of another organisation.

If you have any questions about this Privacy Policy or how we use your information, please contact us using the details above.

 

2. The information we collect

Depending on how you interact with us, we may collect different types of personal information, including:

Information you provide to us

This may include:

  • Your name

  • Address and previous addresses

  • Email address

  • Telephone number

  • Date of birth where relevant

  • Property ownership information

  • Information about a property you are selling, considering selling or have asked us to value

  • Property requirements and preferences

  • Information about your intended purchase or sale

  • Information provided when requesting a valuation or appraisal

  • Information provided when arranging or attending property viewings

  • Offers made or received in relation to a property

  • Information relating to negotiations and the progression of a sale

  • Details of your solicitor, conveyancer, mortgage adviser or other professional representatives

  • Information relating to your mortgage or proposed financing where relevant to the services we provide

  • Identification information where required

  • Financial information where reasonably necessary for a transaction or service

  • Information relating to property ownership, title or other relevant property matters

  • Information contained in correspondence, telephone calls, emails, messages or other communications with us

  • Marketing preferences

  • Information provided through forms on our website or through third-party property portals

  • Information provided by other people involved in a property transaction where relevant

We may also collect information about other individuals where this is necessary to provide our services, such as joint owners, joint purchasers, solicitors, mortgage advisers or other professional representatives.

We will only collect information that is relevant and necessary for the particular purpose for which it is being processed.

 

Information collected automatically

When you use our website, we may automatically collect certain technical information, such as your IP address, browser type, device information and information about how you use our website.

This may be collected through cookies and similar technologies. Further information can be found in our Cookie Policy.

3. How we use your information

We may use personal information for the following purposes:

Providing our estate agency and property sales services

We may use your information to:

  • Respond to enquiries about properties and our services

  • Arrange and manage property viewings

  • Provide information about properties

  • Register and manage property buyers and applicants

  • Understand your property requirements and preferences

  • Provide property valuations and appraisals

  • Market properties for sale

  • Communicate with property owners, buyers, sellers and other relevant parties

  • Introduce potential buyers to properties

  • Communicate offers between buyers and sellers

  • Facilitate negotiations between buyers and sellers

  • Assist with the progression of property sales

  • Liaise with solicitors, conveyancers, mortgage advisers and other professional representatives involved in a transaction

  • Provide information reasonably required to facilitate a property transaction

  • Maintain records relating to property sales and transactions

  • Deal with enquiries, complaints and disputes

  • Provide customer support

Property marketing

Where you instruct us to market a property, we may use information relating to the property and its owners to:

  • Prepare property particulars and marketing materials

  • Arrange professional photography, videography, floor plans, drone photography and other marketing services

  • Advertise properties on our website, property portals, social media, digital advertising platforms, print media and other relevant channels

  • Communicate with potential purchasers and other interested parties

  • Arrange viewings and property appointments

  • Monitor and evaluate the performance of property marketing campaigns

  • Improve the presentation and marketing of properties

Where appropriate, property information may be shared with third-party marketing, advertising, photography, videography, software or property portal providers for these purposes.

Managing our business

We may also use information to:

  • Maintain accurate records

  • Manage our relationship with customers and clients

  • Improve our services and customer experience

  • Maintain the security of our systems, offices and website

  • Prevent and detect fraud or other unlawful activity

  • Manage complaints and disputes

  • Obtain professional advice where necessary

  • Comply with our legal and regulatory obligations

  • Establish, exercise or defend legal claims

  • Carry out internal administration, reporting and business management

4. Marketing

Where permitted by law, we may use your contact information to provide information about:

  • Properties that may be relevant to your stated requirements

  • New property instructions and property launches

  • Property valuations and market appraisals

  • Our estate agency and property-related services

  • Property market updates and insights

  • New developments and land and new homes opportunities

  • Events and other relevant information

We may use information about your stated property requirements, preferences and previous interactions with us to help us identify properties, services or information that may be relevant to you.

Where required by law, we will obtain your consent before sending electronic direct marketing.

Where permitted by applicable law, we may also contact existing or prospective customers using other lawful forms of direct marketing.

You have the absolute right to object to the use of your personal information for direct marketing at any time. You can do this by using the unsubscribe facility in our communications or by contacting us directly.

If you opt out of marketing, we may still contact you where this is necessary in connection with a property enquiry, valuation, viewing, transaction, instruction, contract or other existing relationship.

We will not sell your personal information to third parties for their own direct marketing purposes.

5. Our lawful bases for processing

UK data protection law requires us to have a lawful basis for processing personal information. Depending on the circumstances and the purpose for which information is being used, we may rely on one or more of the following lawful bases:

Contract or steps before entering into a contract

We may process personal information where it is necessary to provide our services, enter into a contract with you, or take steps at your request before entering into a contract.

For example, this may include providing a valuation, taking instructions to market a property, arranging viewings, communicating offers or assisting with the progression of a property transaction.

Legal obligation

We may process personal information where necessary to comply with a legal or regulatory obligation that applies to us.

Legitimate interests

We may process personal information where it is necessary for our legitimate interests, or those of a third party, provided that those interests are not overridden by your rights and interests.

Our legitimate interests may include:

  • Providing and improving our estate agency services

  • Managing property enquiries and customer relationships

  • Marketing properties on behalf of property owners

  • Communicating with buyers, sellers and other parties involved in property transactions

  • Maintaining accurate business records

  • Managing and protecting our business, systems and premises

  • Preventing fraud and protecting against unlawful activity

  • Improving our website, marketing and customer experience

  • Sending certain direct marketing communications where permitted by law

Where we rely on legitimate interests, we will consider whether the processing is necessary, proportionate and reasonably expected in the circumstances and will take account of individuals' rights and interests.

Consent

In some circumstances we may rely on your consent, including where consent is required for certain forms of direct electronic marketing or the use of certain cookies and similar technologies.

Where we rely on consent, you may withdraw it at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before you withdrew your consent.

Recognised legitimate interests

UK data protection law also provides a separate lawful basis for certain recognised legitimate interests, including specified circumstances relating to crime prevention and other purposes set out in law.

We will only rely on this lawful basis where the relevant legal conditions are met.

6. Information relating to buyers and sellers

If you are selling, buying or considering buying or selling a property through Monroe Estate Agents, we may collect and process personal information that is necessary to provide our estate agency services and assist with the marketing and progression of property transactions.

If you are selling a property, this may include:

  • Your identity and contact details

  • Property ownership information

  • Information about the property you are selling or considering selling

  • Information required to prepare property particulars and marketing materials

  • Your instructions and preferences in relation to the sale

  • Information about viewings and prospective purchasers

  • Offers received, made or rejected

  • Information relating to negotiations

  • Information required to assist with the progression of a sale

  • Details of your solicitor, conveyancer, mortgage adviser or other professional representatives

  • Information required to comply with applicable legal or regulatory obligations

If you are looking to purchase a property through us, we may collect information such as:

  • Your identity and contact details

  • Your current address and, where relevant, previous addresses

  • Your property requirements and preferences

  • Information about properties in which you have expressed an interest

  • Your viewing history and enquiries

  • Information about offers you make or receive

  • Information relating to your proposed purchase

  • Relevant information about your ability to proceed with a purchase, where reasonably required

  • Details of your solicitor, conveyancer, mortgage adviser or other professional representatives

  • Information required to assist with the progression of a transaction

Where reasonably necessary, we may also collect information relating to other individuals involved in a property transaction, such as joint owners, joint purchasers or authorised representatives.

We will only collect and use information that is relevant and necessary for the purpose concerned.

7. Special category and criminal offence information

In limited circumstances, we may process information that is considered particularly sensitive under data protection law.

Where this is necessary, we will only process such information where an appropriate lawful basis and any additional legal condition required by UK data protection law applies.

We will take additional care when handling sensitive information and will only collect or use it where it is relevant and necessary for the purpose concerned.

8. Who we may share your information with

We do not sell your personal information.

Depending on the services we provide and the circumstances of a property transaction, we may share relevant personal information with:

  • Property owners and sellers

  • Prospective purchasers and buyers where appropriate

  • Joint owners or purchasers

  • Solicitors and conveyancers

  • Mortgage advisers and lenders where appropriate

  • Surveyors, valuers and other property professionals

  • Property portals and advertising platforms

  • Photography, videography and property marketing providers

  • IT, software, CRM, hosting and communications providers

  • Professional advisers, including solicitors, accountants and insurers

  • Fraud prevention and verification providers

  • Government departments, regulators or local authorities where required or permitted by law

  • Courts or other organisations where necessary to establish, exercise or defend legal claims

We may also disclose relevant information to other parties where this is necessary to facilitate a property transaction, where you have requested us to do so, or where we have another lawful basis for doing so.

Where we use another organisation to process personal information on our behalf, we will take appropriate steps to ensure that the organisation is contractually required to protect that information and only process it in accordance with our instructions and applicable law.

Where appropriate, we will limit the information shared to what is reasonably necessary for the relevant purpose.

9. Third-party services and international transfers

We may use third-party systems and service providers to support our business, including property portals, CRM systems, website and hosting providers, communication systems, analytics providers, marketing platforms, photography and property marketing services, software providers and other professional or operational services.

Some providers may process personal information on our behalf.

Where personal information is transferred outside the UK, we will ensure that the transfer is carried out in accordance with applicable UK data protection law and that appropriate safeguards are in place where required.

10. How long we keep your information

We will only retain personal information for as long as it is reasonably necessary for the purpose for which it was collected.

The length of time we retain information will depend on factors including:

  • The type of information

  • The reason we collected it

  • Whether we have an ongoing relationship with you

  • Our contractual obligations

  • Our legal and regulatory obligations

  • Whether the information may be required to establish, exercise or defend legal claims

  • Our legitimate business requirements

When personal information is no longer required, we will securely delete, destroy or anonymise it where appropriate.

We maintain internal data retention procedures to help ensure that personal information is not retained for longer than necessary.

11. Keeping your information secure

We take reasonable and appropriate technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.

These measures may include access controls, authentication, secure systems, staff training, appropriate contracts with service providers and other security measures appropriate to the nature of the information we hold.

However, no method of transmitting or storing information can be guaranteed to be completely secure.

12. Cookies and similar technologies

Our website uses cookies and similar technologies.

Some cookies are necessary for the website to operate, while others may be used for analytics, functionality or marketing purposes.

Where consent is required, we will ask for your consent before placing or using the relevant cookies.

You can find further information about the cookies we use, why we use them and how you can manage your preferences in our Cookie Policy.

13. Direct marketing

We may contact you about our services and properties where permitted by applicable data protection and electronic marketing laws.

Where consent is required for marketing by email, SMS or other electronic communications, we will obtain appropriate consent.

Where applicable, we may rely on a permitted existing-customer exception, provided that all relevant legal requirements are met.

You can unsubscribe from marketing communications at any time.

Every electronic marketing communication will provide an appropriate way to opt out where required.

14. Your data protection rights

Subject to certain legal conditions and exemptions, you may have the right to:

  • Request access to the personal information we hold about you

  • Request correction of inaccurate or incomplete information

  • Request deletion of your personal information

  • Request restriction of processing

  • Object to certain processing

  • Request the transfer of certain information to you or another organisation

  • Withdraw consent where we rely on consent as our lawful basis

  • Object to direct marketing

  • Exercise rights relating to certain automated decision-making and profiling

These rights are not absolute and may not apply in every circumstance.

For example, we may be required to retain certain information to comply with legal or regulatory obligations, or we may have another lawful reason for continuing to process information.

15. Automated decision-making and profiling

We may use third-party systems that assist us with processes such as fraud prevention, verification, property-related services, marketing analysis or other administrative processes.

Where personal information is used in a solely automated decision that has a legal or similarly significant effect on you, we will comply with the safeguards required by applicable UK data protection law.

Where applicable, you may have rights to obtain information about the decision, make representations, request human intervention and contest the decision.

16. Information obtained from other sources

Sometimes we may receive personal information from sources other than you.

For example, information may be provided by:

  • A property owner or seller

  • A prospective purchaser or buyer

  • A joint owner or other person with a relevant interest in a property

  • A solicitor or conveyancer

  • A mortgage adviser or lender

  • A surveyor, valuer or other property professional

  • A property portal through which you have made an enquiry

  • A fraud prevention, verification or other service provider

  • A professional adviser

  • A government body or regulator

  • Other parties involved in a property transaction

Where we receive information from another source, we will process it in accordance with applicable UK data protection law and will provide appropriate privacy information where required.

17. Your right to object to direct marketing

You have an absolute right to object to the processing of your personal information for direct marketing purposes.

If you object to direct marketing, we will stop processing your personal information for that purpose, subject to any applicable legal requirements.

You can exercise this right by contacting us or using the unsubscribe facility provided in our marketing communications.

18. Data protection complaints

If you have concerns about how we have handled your personal information, we encourage you to contact us first so that we can investigate and attempt to resolve your complaint.

You can contact us using:

Email: leanna@monroeestateagents.com
Post: Leanna Corban, Monroe Estate Agents, 37 Park Square, North, Leeds, LS1 2NY

We will handle data protection complaints in accordance with our data protection complaints procedure.

If you remain dissatisfied, you also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO).

Information about contacting the ICO is available through the ICO's website.

19. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal requirements or the way we process personal information.

When we make significant changes, we will take reasonable steps to bring those changes to your attention.

The latest version of this Privacy Policy will always be available on our website.

Last updated: 13th October 2026

Next review: 13th October 2027