Privacy Notice

AgentPitch is the trading name of James McAlhone, a sole trader. AgentPitch is not a limited company and has no registered office.

Business correspondence address: 7 Marylebone Lane, London, England, W1U 1DB.

Email: hello@agentpitch.co.uk

ICO registration status: pending assessment.

The operator of AgentPitch named above is the controller of the personal data described in this notice under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. For privacy questions or to use your rights, use the data rights page or email hello@agentpitch.co.uk. We have not appointed a Data Protection Officer; that email address reaches the person responsible for data protection at AgentPitch.

• Homeowners and other sellers, including people acting for an owner (such as executors, attorneys, trustees or company officers).
• Estate agents, branch owners and branch staff who apply to join or respond to enquiries.
• Anyone who visits the website or contacts us.

AgentPitch is not intended for anyone under 18.

Everyone with an account

• Name, email address and, if you give it, phone number.
• Your password, which is handled by our sign-in system and never stored by us in readable form.
• Records of the terms and privacy notice versions you accepted, when, and basic technical evidence (such as your browser type).
• Your marketing email preference and its history.
• Any data-rights requests you make and how we handled them.
• A log of the service emails we send you (which email, when, and whether it was delivered).

Homeowners and sellers

• Property details: address and postcode, property type, bedrooms, expected price range, timing, current market status and any current agent.
• Notes you add, and your connection to the property (for example owner, executor or attorney) with any authority details you provide.
• Valuation visits you arrange: chosen agents, appointment times, messages and outcomes, including whether and when you instructed an agent.
• The contact details you choose to share with a particular branch.

Please don't include health information or other sensitive details in free-text notes; we don't need them.

Estate agents and branch staff

• Agency and branch names, town, postcode areas covered, office or private contact address, office email and phone, website and Instagram name, and logo.
• Applications, proposals (valuations, fees, contract terms, marketing plans and supporting text), attached PDF documents and any agent-supplied review rating.
• Responses to valuation requests, visit records, revised advice and instruction claims.

Technical information

Our hosting and security providers process technical data such as IP address, browser and device type and the pages requested, to deliver the website, count visits and protect it from misuse. Our hosting provider also records technical error reports so we can fix problems.

Where it comes from

Most of this information comes from you. Some comes from other people: the person who registers a branch may add colleagues' work details, a seller's representative gives us details of the owner they act for, and agents give us the review ratings they copy from public listings. Our providers generate the technical information described above.

What you need to give us

You need to give us your name and email address to create an account, and property details to make an enquiry. Agencies need to give their branch details to join. Without these we can't provide the service. Your phone number and any notes are optional.

Information about other people

If you give us details about someone else (for example a co-owner, or the person you act for as an executor or attorney), please only share what's needed and make sure they know you're using AgentPitch.

The table below sets out why we use personal data and the lawful basis we rely on under the UK GDPR. Where we rely on legitimate interests, you have the right to object (see section 9).

People review enquiries, applications and matches by hand. We don't make decisions about you that have legal or similarly significant effects using only automated means. We don't ask for, and don't need, special category data such as health information.

• Invited branches see the street name (without the house number), the postcode district and the property details, but not your name, full address, email or phone.
• Branches you choose for a valuation receive your full address and the contact details you confirm, but only after you give permission for that specific branch. Other branches never see them.
• Sellers see the proposals, agency details and attached documents that branches send them. Competing branches never see each other's proposals.
• The AgentPitch team can see what's needed to run, moderate and support the service.
• Service providers who host and run the platform for us (see section 7).
• Authorities where the law requires it, or to protect someone's safety or legal rights.
• A future company: if the business is transferred, for example into a limited company set up by the current operator, your data would move with it under the same protections. We'd tell you before that happens.

We don't sell personal data.

AgentPitch and each estate agency are separate controllers. Once you allow a branch to receive your details, that agency decides how it uses them, under its own privacy notice and its own legal duties (for example anti-money-laundering checks if you instruct it). AgentPitch does not control what an agency does with details it has received. Withdrawing your enquiry stops any further access through AgentPitch, but can't recall details an agency has already received; contact the agency directly about those.

Our Estate Agent Terms require agencies to use sellers' details only for that seller's valuation and any resulting instruction, to keep them secure, and to follow data protection law.

These providers process personal data for us to run AgentPitch. They act on our instructions and may not use it for their own purposes.

Our main database is in Ireland. UK law recognises countries in the European Economic Area as providing adequate protection. Website delivery and some provider services may involve processing in other countries.

Details we're still confirming with our providers: their data processing terms, any further providers they use, where email and visit-count data is processed, and the safeguard relied on for any transfer outside the UK and EEA (such as UK adequacy regulations or the International Data Transfer Agreement). We'll update this section once we have them, and you can ask us for more information about transfers at any time.

We keep personal data only for as long as we need it for the purposes in section 4. To decide how long that is, we look at why we hold it, whether you still use AgentPitch, and whether we may need it to show what was agreed, resolve a dispute or deal with a legal claim. Records kept for possible legal claims are normally kept for no longer than six years after the relevant event, the general time limit for contract claims in England and Wales.

These clean-ups run automatically:

• Uploaded proposal files that were never attached to a proposal are removed after about a day.
• Files attached to a proposal that was never sent are removed 30 days after that invitation's deadline.

Other records are not yet deleted automatically. When we no longer need them, we delete them or remove the details that identify you. You can ask us to delete your data sooner at any time (see section 9).

You have the right to:

• get a copy of the personal data we hold about you;
• have inaccurate data corrected;
• have your data deleted in some circumstances;
• restrict how we use your data, or object to uses based on legitimate interests;
• object to marketing at any time, in which case we'll stop;
• receive data you gave us in a portable format, where we rely on contract or consent;
• withdraw consent (for example to marketing emails) at any time.

Make a request on the data rights page. We may ask you to confirm your identity first. We'll respond within one month, or tell you within that month if we need up to two more months because a request is complex. Usually there's no charge. Some data may have to be kept even after a deletion request (for example records needed for legal claims), and we'll tell you if so.

Service emails, such as verifying your email, new proposals, booking updates and changes to our terms, are part of running the service. Branch staff can turn off new-enquiry alerts in the agent dashboard.

Marketing emails (news and tips about AgentPitch) are sent only if you tick the optional box when signing up or turn them on in your account. The box is never pre-ticked, and you can switch it off at any time.

We don't use advertising cookies or tracking for advertising. This is what the website stores on your device:

Visit counts come from our hosting provider's built-in statistics. According to its documentation, this sets no cookies, stores nothing on your device and uses a random identifier that is discarded when your visit ends. Our fonts are served from our own website, so no font provider receives your details. If we ever add non-essential cookies, we'll ask for your consent first.

• Access is controlled so each person sees only what their role allows; branches never see sellers' contact details without permission.
• Logos and proposal documents are kept in private storage and opened only through short-lived links.
• Uploaded files are checked to make sure they really are the type they claim to be.
• Enquiries are accepted only from verified email addresses.

If you're unhappy with how we've used your data, please contact us first at hello@agentpitch.co.uk so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator: ico.org.uk/make-a-complaint, or call 0303 123 1113.

Each version of this notice has a version number. If we make important changes, we'll tell you and ask you to review the new version the next time you use your account.