1. Introduction
Welcome to UKAgentFlow. We are committed to protecting the personal data of our users (estate agents and their teams) and of property buyers who submit viewing feedback through links or forms you share.
This policy describes how we handle data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It is a summary — if anything here conflicts with an agreement you sign with us, the agreement takes precedence.
2. Our role in data protection
- Data controller:For agent account data (e.g. name, company, work email, and credentials you choose), we act as a controller together with normal contractual obligations to you.
- Processor:Buyer contact details and feedback you collect through the service are processed on your instructions as the agent handling the sale. You remain responsible for your own privacy notices to buyers and for lawful basis (e.g. legitimate interests or consent where required).
3. Data we collect
| Category | Types of data |
|---|---|
| Account | Name, email, company linkage, password hash (not the plain password). |
| Instruction | Property address, vendor name as you enter them; viewing dates; invite settings. |
| Buyers | Name, email, optional phone when you add them for a viewing. |
| Feedback | Ratings, interest level, price opinion, free-text comments, second-viewing preference, optional structured fields (e.g. buying position, mortgage AIP, highlight tags). Submitted time and technical tokens that identify the feedback link. |
| Usage / logs | IP address and similar technical data for security and abuse prevention (e.g. rate limits on public feedback forms), and standard server logs from hosting providers. |
4. Security, storage & subprocessors
We use reputable cloud infrastructure. Our primary database is designed to be hosted in UK or EEA regions where offered by the provider. Traffic to the app should use HTTPS (TLS) in production.
Operational email (e.g. scheduled invite delivery where you enable it) may be sent via a transactional email provider; message content is limited to what your templates require.
Payments: the current product is focused on account registration and feedback collection. If we introduce card billing, card details will be handled only by a recognised payment processor — we will not store full card numbers on UKAgentFlow servers. This policy will be updated when that launches.
5. Your rights (UK GDPR)
Subject to applicable law, individuals may have rights including:
- Access to personal data we hold about you.
- Rectification of inaccurate data.
- Erasure in certain circumstances ("right to be forgotten").
- Restriction or objection to processing where the law allows.
- Data portability where processing is based on contract or consent and is automated.
- Complaint to the ICO.
Buyers who want to exercise rights over feedback should normally contact the estate agent first, since the agent determines why the viewing was arranged.
Questions about this policy?
Contact support