Real Estate Data Protection Policy Generator

A tenant application at Keystoke Property Partners includes employer details, two years of bank statements, a credit check authorisation, a guarantor's personal information, and right-to-rent immigration documents. A buyer provides mortgage approval letters, solicitor details, and proof of funds for AML compliance. A landlord discloses their tax residency status and the personal circumstances motivating a sale. Real estate data cuts deep into people's financial lives, and Keystoke handles all of it under this policy.

Negotiators, property managers, lettings administrators, valuers visiting private homes, marketing staff, and referral partners receiving client data are all covered.

Buyers provide names, contact details, financial position disclosures, mortgage documentation, and AML identification. Tenants share employment references, credit check authorisations, guarantor details, and right-to-rent documentation. Landlords furnish property ownership details, tax residency information, and banking details. Employees have payroll records and professional body memberships on file. Suppliers share contact and payment details.

Keystoke Property Partners complies with data protection legislation alongside anti-money laundering regulations, consumer protection laws, and housing regulations. Tenant referencing involves credit checks and employment verification through third-party providers. Right-to-rent checks require processing immigration documents. AML due diligence requires identity verification and source of funds documentation retained for defined regulatory periods.

Keystoke is the data controller. Where clients are referred to mortgage brokers, solicitors, or insurers, data sharing agreements document the basis and personal data shared. CRM platforms, referencing agencies, payment gateways, property portals, and email marketing tools operate under processor agreements.

A Record of Processing Activities documents initial inquiry through transaction completion and post-completion retention. Impact assessments precede AI-powered property matching using buyer financial profiles, tenant scoring algorithms, or virtual viewing behaviour analytics. Staff training covers financial and immigration data sensitivity, AML compliance data separation, tenant reference documentation security, seller personal circumstance confidentiality, and regulatory retention periods.