Our Privacy Policy

At The Estate Agent Consultancy, we take your privacy seriously.

Whether you’re downloading one of our free resources, booking a discovery call, attending a webinar, signing up for our newsletter, or working with one of our coaches, we want you to be clear about what information we collect, why we collect it, and how we use it.

We only collect information that helps us provide our services, improve our business, and communicate with you effectively. We do not sell personal information to third parties, and we work hard to ensure your data is stored securely and handled responsibly.

This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices available to you.

The Estate Agent Consultancy is operated by:

CIECW Consultancy Limited
Trading as The Estate Agent Consultancy

12 Malibres Road
Chandlers Ford
SO53 5DT

Email: hello@estateagentconsultancy.com

For any questions regarding this Privacy Policy or your personal information, please contact:

hello@estateagentconsultancy.com

What Information We Collect

Information You Provide Directly

We may collect information including:

  • Name

  • Email address

  • Telephone number

  • Company name

  • Business information

  • Marketing preferences

  • Information submitted through website forms

  • Information provided during consultations, coaching sessions, webinars and events

  • Feedback, surveys and testimonials

Information Collected Automatically

When you visit our website, we may collect information such as:

  • IP address

  • Browser type

  • Device information

  • Website usage information

  • Cookies and tracking data

  • Pages visited

  • Time spent on our website

  • Referral sources

Communications

We may keep records of:

  • Emails

  • Website enquiries

  • WhatsApp messages

  • Discovery calls

  • Coaching notes

  • Customer support communications

  • Event registrations

  • Webinar registrations

Call Recordings

Discovery calls, coaching calls and certain meetings may be audio recorded for training, quality assurance and service improvement purposes.

Where video recording is taking place, participants will be informed before recording begins.

How We Use Your Information

We may use your information to:

  • Deliver coaching and consultancy services

  • Arrange appointments and meetings

  • Provide customer support

  • Send requested resources and downloads

  • Deliver webinars and events

  • Improve our services

  • Process payments and invoices

  • Communicate important business updates

  • Send newsletters and marketing communications

  • Monitor and improve website performance

  • Protect our business from fraud or misuse

Our Lawful Basis For Processing

Under UK GDPR, we process personal information using one or more of the following lawful bases:

Contract

Where processing is necessary to deliver services you have requested or agreed to receive.

Consent

Where you have actively opted in to receive marketing communications or resources.

Legitimate Interests

Where processing is necessary to operate, improve and grow our business, provided your rights and freedoms are not overridden.

Examples include:

  • Following up enquiries

  • Improving services

  • Internal reporting

  • Customer feedback

  • Event invitations

  • Relevant marketing communications

Legal Obligation

Where we are required by law to retain information or provide it to regulatory authorities.

Marketing Communications

If you subscribe to our newsletter, download a resource, register for an event or otherwise express an interest in our services, we may send you:

  • Newsletters

  • Industry updates

  • Webinar invitations

  • Event announcements

  • Marketing communications

  • Information about products and services we believe may be relevant to you

You can unsubscribe at any time using the unsubscribe link contained within our emails.

Partner Coaches

The Estate Agent Consultancy operates a network of approved partner coaches and consultants.

Where necessary to provide services, manage enquiries, deliver coaching, support clients or maintain service continuity, personal information may be shared with relevant partner coaches operating under The Estate Agent Consultancy.

All partner coaches are subject to contractual confidentiality, data protection and information security obligations.

We do not permit partner coaches to use client information for their own independent marketing purposes.

Systems and Service Providers

We use a number of trusted third-party providers to operate our business.

These may include:

  • HubSpot (CRM and customer management)

  • MailerLite (email marketing)

  • Squarespace (website hosting)

  • Zoom (meetings and webinars)

  • Google Workspace and Google Drive

  • Zapier (workflow automation)

  • WhatsApp (communications)

  • Meta/Facebook advertising platforms

  • Payment processors

  • Event management platforms

These providers may process personal information on our behalf where necessary to provide their services.

Cookies

Our website uses cookies and similar technologies to:

  • Improve website functionality

  • Analyse website traffic

  • Understand visitor behaviour

  • Measure advertising performance

  • Personalise user experiences

You can manage your cookie preferences using the cookie settings available on our website.

For more information, please refer to our Cookie Policy.

How Long We Keep Information

We only retain information for as long as necessary.

Typical retention periods include:

Clients

Duration of relationship plus up to 7 years.

Prospective Clients

Up to 24 months from last meaningful contact.

Newsletter Subscribers

Until unsubscribed.

Financial Records

Up to 7 years where required by law.

Call Recordings

Typically up to 12 months unless required for training, contractual or legal purposes.

How We Protect Your Information

We take appropriate security measures to protect personal information, including:

  • Secure cloud-based systems

  • Password protection

  • Multi-factor authentication where available

  • Restricted user access

  • Staff and contractor confidentiality obligations

  • Information security procedures

While no system can guarantee absolute security, we work hard to keep your information safe.

Your Rights

Under UK GDPR, you have the right to:

  • Request access to your personal information

  • Request correction of inaccurate information

  • Request deletion of information where appropriate

  • Restrict certain types of processing

  • Object to processing in certain circumstances

  • Withdraw consent where consent is relied upon

  • Request transfer of information where applicable

To exercise any of these rights, please contact:

hello@estateagentconsultancy.com

Complaints

If you have concerns about how we handle your personal information, please contact us first and we will do our best to resolve the issue promptly.

Email:

hello@estateagentconsultancy.com

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

Information Commissioner’s Office
www.ico.org.uk

Telephone: 0303 123 1113

International Transfers

Some of the software providers we use may process information outside the United Kingdom.

Where this occurs, we take reasonable steps to ensure appropriate safeguards are in place to protect your information.

Third-Party Websites

Our website may contain links to third-party websites.

We are not responsible for the privacy practices or content of external websites and encourage you to review their privacy policies separately.

Changes To This Policy

We may update this Privacy Policy from time to time.

Any significant changes will be published on this page together with an updated revision date.

We encourage you to review this policy periodically.

Contact Us

If you have any questions about this Privacy Policy or how we handle your personal information, please contact:

The Estate Agent Consultancy

Email: hello@estateagentconsultancy.com

Website: www.estateagentconsultancy.com