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OUR PRIVACY POLICY

Guildcrest Estates Ltd trading as Guildcrest Estates. 1 The Laurels, Manston Business Park, Ramsgate CT12 5NQ. 01843 272200 sales@guildcrestestates.co.uk

Our Data Protection Officer: Sarah Huckstep-Fagg. Email: sarah@guildcrestestates.co.uk.

At Guildcrest we are committed to ensuring your privacy is protected.

This privacy policy sets out how we collect and process your personal data through your use of this website and information you provide directly to us. It will also tell you about your privacy rights and how the law protects you. The personal data we hold is held with consent, it is accurate, relevant and adequate. It is kept secure, up to date and is not retained for longer than necessary. We adhere fully to the Data Protection Act 1998 and General Data Protection Regulation (EU) 2016/679. By using our site https://guildcrestestates.co.uk you confirm that this privacy policy has been read and understood.

This website is not intended for children and we do not knowingly collect personal data from children.

The data we collect from you

Identity Data Includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth, your image (be that photographic or video), nationality (purely for the purposes of complying with the Immigration Act 2014) and gender.

Contact Data Includes residential address, property ownership information, relevant contact addresses, email address and telephone numbers.

Financial Data Includes bank account, payment card details and information to enable us to undertake Anti Money Laundering and Terrorist Financing electronic checks on you.

Transaction Data Includes details about payments to and from you and other details of products and services you have purchased from us.

Technical Data Includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.

Profile Data Includes purchases or orders made by you, your interests, preferences, feedback and survey responses.

Usage Data Includes information about how you use our website, products and services.

Marketing and Communications Data Includes your preferences in receiving marketing from us and our third parties and your communication preferences.

Call recordings Includes recording all calls made and received externally.

Whatsapp Messaging Includes phone number device ID, location, transaction data, product interaction and user identifiers.

CCTV Footage Includes your image where recorded within our branch network.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature.

However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data, which will be used in accordance with this privacy policy.

This personal data is required to provide our services to you. If you do not provide the personal data we ask for, it may delay or prevent us from providing services to you.

We do collect Special Categories of Personal Data about you (this may include details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). We may also collect any information about criminal convictions and offences.

How we collect your data

Directly for individuals

  • Forms
  • Applications
  • Telephone Conversations
  • In Person Enquiries
  • Social Media Enquiries & Forms

Indirectly through third parties

  • Website Cookies
  • Valuation Enquiries
  • Lead Enquiries
  • CCTV
Why we collect your data
  • To fulfil our obligations to you when providing you with our services.
  • Communication with you during the period we are providing a service to you.
  • To share your information with others where necessary to fulfil our services for you or where acting as agent for a third party on your behalf.
  • To provide analysis or valuable information so that we can improve our service to you.
  • To provide you, or to enable third parties to provide you with information about goods or services we feel may interest you, where permission has been given or you are an existing customer.
  • To notify you about changes to our service.
  • To ensure that content from our site is accessible and to detect and address any technical issues.
  • To allow you to participate in interactive features of our site.

We will not share your information with third parties for marketing purposes.

Lawful Basis for Processing

As an estate agency, we collect and process personal information in accordance with data protection laws, including the UK GDPR and Data Protection Act 2018. The lawful bases under which we process your data include:

Contractual Necessity We process your personal data when it is necessary to perform a contract with you, or to take steps at your request before entering into a contract.
This includes:

  • Registering you as a buyer, seller, landlord, or tenant
  • Managing property viewings, offers, and tenancy agreements
  • Facilitating property sales, purchases, and rentals
  • Processing payments such as deposits, rent, or commissions

Legal Obligation We are legally required to collect and retain certain information to comply with our obligations under applicable laws, including:

  • Anti-Money Laundering (AML) and identity verification checks
  • Right to Rent checks (for lettings)
  • Tax and financial record-keeping requirements

Legitimate Interests We may process your personal data when it is necessary for our legitimate business interests, provided these interests are not overridden by your rights.
Our legitimate interests include:

  • Marketing similar properties or services to existing clients
  • Improving our property listings, customer experience, and business operations
  • Preventing fraud and maintaining network and data security

Consent Where required, we will obtain your consent before using your personal data for specific purposes, such as:

  • Sending you marketing communications about new properties, promotions, or services
  • Sharing your details with third-party service providers (e.g., mortgage advisers, solicitors, surveyors) when you have agreed to this

Vital Interests In exceptional cases, we may process your information to protect your vital interests or those of another person (for example, in an emergency situation).

Who we share your data with

We may share your personal information with trusted third parties where necessary to provide our services, meet legal obligations, or operate our business effectively. We require all third parties to respect the security of your data and to process it in accordance with the law.

We may share your data with the following categories of recipients:

Property Sellers, Buyers, Landlords, and Tenants To facilitate property sales, purchases, and rental transactions, we may share relevant details (e.g., names, contact information, and offer details) with the other parties involved.

Professional Service Providers Solicitors, conveyancers, mortgage advisers, surveyors, and property management companies, where necessary to progress a sale, purchase, or tenancy.

Service Providers Acting on Our Behalf IT system providers, website hosts, CRM systems, marketing and communication platforms, and referencing or credit-checking agencies that help us deliver our services.

Regulatory and Legal Authorities Government bodies, law enforcement agencies, HMRC, or other regulatory authorities where we are legally required to do so (for example, for anti-money laundering, fraud prevention, or compliance purposes).

Referencing and Credit Agencies When you apply to rent a property, we may share your data with tenant referencing agencies to assess your suitability and conduct necessary background checks.

Utility and Service Providers Where appropriate, we may share your data with utility companies or local councils to assist with the setup or termination of services at a property.

Third Parties You Authorise With your consent, we may share your details with third parties such as mortgage brokers, insurance providers, or contractors for maintenance or repairs.

We do not sell or rent your personal data to third parties for marketing purposes. Any sharing of information is done solely to enable us to provide our services to you, comply with legal obligations, or where you have given your explicit consent.

Retaining your information

We will retain your personal data for different periods of time, depending on the service(s) and requirements of the business that you have chosen with us. We keep your personal data in accordance with the regulations or in the event of a legal claim or complaint.

There are some legal and legitimate interest requirements that apply to the retention of personal data; the maximum retention period is 7 years from the date the transaction concluded.

Failure to provide information

If you fail to provide personal information that we are required to collect from you, by law or under the terms of a contract we have with you, we may not be able to perform the contract we have or are trying to enter with you. Products and services may also be cancelled.

Data Protection

All personal data is stored securely in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 18) The internet is not a secure medium. We use the most up-to-date technologies to protect the information you give us. We also keep your information confidential. The internal procedures of Guildcrest Estates Ltd cover the storage, access, and disclosure of your information. Owing to the global nature of the internet infrastructure, the information you provide may be transferred in transit to countries outside the European Economic Area that do not have similar protections in place regarding your data and its use as set out in this policy. However, we have taken the steps outlined above to try to improve the security of your information.

Other websites

Our website contains links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.

Online Advertising

We use online advertising to keep you aware of what we’re up to and to help you find our products. Like many companies, we may target Guildcrest banners and ads to you when you use other websites and apps, based on your Contact, Technical, Usage and Profile Data. We do this using a variety of digital marketing networks and ad exchanges, and a range of advertising technologies such as web beacons, pixels, ad tags, cookies, and mobile identifiers, as well as specific services offered by some sites and social networks, such as Facebook’s Custom Audience Service.

Cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity. For further information visit www.aboutcookies.org or www.allaboutcookies.org. You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.

Consent

By using this site, you agree to the collection and use of information in accordance with this policy. You do have the right to withdraw any consent you have given us to process your personal data.

Please note if your consent is withdrawn, it will not affect the lawfulness of any processing of your personal data that we carried out before your consent was withdrawn. Should you change your consent preferences at any time contact Guildcrest Estates UK LTD:

By email: sales@guildcrestestates.co.uk

In writing to:
1 The Laurels, Manston Business Park, Ramsgate CT12 5NQ

Our Data Protection Officer: Sarah Huckstep-Fagg. Email: sarah@guildcrestestates.co.uk.

Your Rights

Under data protection law, you have several important rights in relation to your personal data. At Guildcrest Estates, we are committed to upholding these rights and ensuring transparency in how your information is used.

Right to be Informed You have the right to be informed about how we collect, use, and store your personal data. This privacy policy provides that information, and we will update it whenever our practices change.

Right of Access You can request a copy of the personal data we hold about you and certain details about how we use it (commonly known as a Data Subject Access Request). To make a request, please contact us using the details in the Contact Us section below. We will respond within one month of receiving your request.

Right to Rectification If you believe any of the information we hold about you is inaccurate or incomplete, you have the right to ask us to correct or update it.

Right to Erasure (“Right to be Forgotten”) You can ask us to delete your personal data in certain circumstances — for example, if it is no longer needed for the purpose for which it was collected, or if you withdraw your consent (where consent was the legal basis for processing).

Right to Restrict Processing You can request that we limit how we use your personal data — for example, while we verify its accuracy or the lawfulness of our processing.

Right to Data Portability Where we process your information by automated means and based on your consent or a contract, you can ask us to provide your data in a structured, commonly used, and machine-readable format so that you can reuse it elsewhere.

Right to Object You have the right to object to:

  • Our processing of your data for direct marketing purposes
  • Processing based on our legitimate interests, unless we can demonstrate compelling legitimate grounds for continuing

Rights in Relation to Automated Decision-Making and Profiling We do not make decisions based solely on automated processing that have a legal or similarly significant effect on you.

Right to Complain If you are unhappy with how we have handled your data, please contact us first so we can address your concerns.

How to Exercise Your Rights

You are entitled to exercise any of the data protection rights described in the “Your Rights” section of this policy. We are committed to making this process clear, fair, and straightforward.

Making a Request To exercise your rights, please contact us using the details below:

Data Protection Officer
Sarah Huckstep-Fagg
Guildcrest Estates
1 The Laurels
Manston Business Park
Ramsgate, Kent
CT12 5NQ
sarah@guildcrestestates.co.uk
01843 272200

Please include:

  • Your full name and contact details
  • A clear description of the right(s) you wish to exercise
  • Any relevant details that will help us locate your information (e.g. property address, reference number, dates, etc.)

You do not need to pay a fee to exercise your rights. However, we may charge a reasonable administrative fee if your request is clearly unfounded, excessive, or repetitive.

Identity Verification To protect your privacy, we may need to verify your identity before we act on your request.
This may involve asking for a form of identification, such as:

  • A copy of your passport, driving licence, or another government-issued ID; and/or
  • Proof of address (e.g. recent utility bill or bank statement).

We will only use this information for verification purposes.

How We Respond We aim to respond to all valid requests within one month. If your request is complex or we receive a large number of requests, we may need more time (up to an additional two months). If this happens, we will inform you and explain why more time is required. We will explain our decision clearly and let you know what action we have taken or, if we are unable to comply, the reasons why.

Complaints

At Guildcrest Estates we take your privacy seriously and are committed to protecting your personal data. If you have any concerns about how we handle your information, or if you wish to make a complaint about our privacy practices, please follow the process below.

How to Make a Complaint If you believe that your personal data has been handled incorrectly, or you are unhappy with our response to a privacy request, you can contact us directly:

Data Protection Officer

Sarah Huckstep-Fagg
Guildcrest Estates
1 The Laurels
Manston Business Park
Ramsgate, Kent
CT12 5NQ
sarah@guildcrestestates.co.uk
01843 272200

Please include:

  • Your name and contact details
  • Details of your complaint or concern
  • Any relevant correspondence or evidence

We aim to respond to all privacy-related complaints within 30 days.

Escalating Your Complaint If you are not satisfied with our response, or believe we are not processing your personal data in accordance with the law, you have the right to contact the relevant data protection authority.

In the United Kingdom, this is:

The Information Commissioner’s Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Website: https://www.ico.org.uk
Helpline: 0303 123 1113

If your agency operates in another jurisdiction (e.g., EU/EEA), please include the contact details of your local supervisory authority.

Continuous Improvement We regularly review our privacy practices and complaints procedures to ensure we maintain the highest standards of data protection and customer service.

Contact Us

If you have any questions or would like further information regarding our Privacy Policy, please contact us by email sales@guildcrestestates.co.uk

Company Information

Guildcrest Estates UK LTD, registered in England, company registration number 13135084.

Registered office of Guildcrest Estates UK LTD is: Guildcrest Estates – 1 Percy Avenue, Broadstairs, CT10 3LB

Guildcrest Estates Limited is VAT registered.
VAT registration number 374 4288 71.

This privacy notice was last amended in October 2025 and supersedes any earlier version. We will place any updates on this web page.

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EVERY HOME SHOULD BE
A SAFE HOME

EVERY HOME
SHOULD BE
A SAFE HOME

If you are in immediate danger, call 999
If you can’t speak, cough or tap the handset then press 55 on your phone
– the police will know it’s an emergency

For non-emergency support:
Monday, Tuesday, Wednesday 9:30 – 11:30am, 12:30 – 2:30pm
Thursday, Friday 9:30 – 11:30am

For help outside of these times call the free 24/7 national helpline on:
0808 2000 247

If you would like to see someone for support, their one-stop shops offer in-person and virtual support with a range of services

EVERY HOME SHOULD BE
A SAFE HOME.

EVERY HOME
SHOULD BE
A SAFE HOME

If you are in immediate danger, call 999
If you can’t speak, cough or tap the handset then press 55 on your phone
– the police will know it’s an emergency

For non-emergency support:
Monday, Tuesday, Wednesday 9:30 – 11:30am, 12:30 – 2:30pm
Thursday, Friday 9:30 – 11:30am

For help outside of these times call the free 24/7 national helpline on:
0808 2000 247

If you would like to see someone for support, their one-stop shops offer in-person and virtual support with a range of services

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Our New Canterbury Branch

New branch, same excellence


24 Lower Bridge Street,
Canterbury,
Kent CT1 2LG

Our New Canterbury Branch

New branch, same excellence


24 Lower Bridge Street,
Canterbury,
Kent CT1 2LG

Vicki Wilkinson
Administrative Manager

01843 272200
vicki@guildcrestestates.co.uk

1 The Laurels,
Manston Business Park,
Ramsgate,
Kent CT12 5NQ

Vicki has spent most of her working career in customer service and hospitality and loves liaising with customers face to face.

Vicki has joined the Guildcrest team part time to manage all the administrative responsibilities.

In her spare time Vicki loves spending time with her family and many pets and enjoys socialising with her friends, volunteering and gardening.

What our clients say...

Communication was always prompt whether in person or over the phone. Happy to go the extra mile.

Review by Mayuri Patel