Privacy & Cookie Policy

Last Updated: April 2026

 

1. Who We Are

This Privacy Policy explains how Onyx Property Consultants Ltd (trading as Onyx Property Team), registered in England No. 7988818, collects, uses, stores, and protects your personal data. We are the data controller for the personal data we process.

Onyx Property Consultants Ltd  |  trading as Onyx Property Team 4th Floor Silverstream House, 45 Fitzroy Street, London, W1T 6EB Email: info@onyxpropertyteam.com  |  Tel: +44 (0) 208 450 4187 Website: www.onyxpropertyteam.com

 

2. What Personal Data We Collect

Clients (Vendors, Buyers, Landlords, Tenants)

• Full name, date of birth, and contact details (address, email, telephone)
• Identity documents (passport, driving licence, national ID)
• Proof of address documents (utility bills, bank statements, etc.)
• Financial information including source of funds and mortgage details
• Property details and transaction information
• Results of AML, PEP and sanctions screening
• Communications with us by email, phone, or WhatsApp

Prospective Clients

• Name, contact details, and property requirements
• Lead source and interaction history

Website and Marketing

• IP address, browser type, and usage data (via cookies where applicable)
• Email engagement data where you have opted in to receive marketing communications

3. Why We Collect Your Data and Our Legal Basis

Purpose	Legal Basis	Retention Period
AML identity verification and risk assessment	Legal obligation (Money Laundering Regulations 2017 as amended)	5 years from end of business relationship
Providing estate agency services (sales and lettings)	Performance of contract	Duration of relationship + 6 years
Communicating with you about your transaction	Performance of contract / Legitimate interest	6 years from end of transaction
Complying with legal and regulatory obligations	Legal obligation	As required by applicable law
Sanctions and PEP screening	Legal obligation	5 years from end of business relationship
Suspicious Activity Reporting to the NCA	Legal obligation (POCA 2002)	As required by law
Marketing communications (with consent)	Consent	Until consent withdrawn
Improving our services and business operations	Legitimate interest	2 years

4. How We Store and Protect Your Data

Your personal data is stored and processed using the following platforms, all of which operate appropriate security measures:

• Hippla (PropertyMark AML platform) — identity documents and AML check results
• com — client relationship management and transaction records
• Google Drive — document storage and sharing
• KW Nurture (Keller Williams CRM) — lead and prospect management
• Asana — operational task management
• Gmail — email communications

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or destruction. Access to personal data is restricted to authorised staff on a need-to-know basis.

5. Sharing Your Data

We do not sell your personal data. We may share your data with third parties only in the following circumstances:

• Solicitors, surveyors, mortgage brokers and other professionals involved in your transaction — as necessary to complete the transaction
• The National Crime Agency (NCA) — where we are legally required to submit a Suspicious Activity Report
• HM Treasury Office of Financial Sanctions Implementation (OFSI) — where a sanctions match is identified
• HMRC — in connection with our AML supervisory obligations
• PropertyMark — in connection with our membership and use of the Hippla platform
• IT and software service providers — who process data on our behalf under data processing agreements
• Keller Williams UK Ltd — as our affiliated network for operational and CRM purposes

Where we share data with third parties outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR.

6. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

• Right of access — to request a copy of the personal data we hold about you
• Right to rectification — to request correction of inaccurate or incomplete data
• Right to erasure — to request deletion of your data in certain circumstances
• Right to restrict processing — to request we limit how we use your data
• Right to data portability — to receive your data in a structured, machine-readable format
• Right to object — to object to processing based on legitimate interests
• Rights related to automated decision-making — we do not use automated decision-making

Please note: some of these rights are subject to exceptions. In particular, we are required by law to retain AML records for 5 years and cannot delete them before that period even if requested.

To exercise any of your rights, please contact us at info@onyxpropertyteam.com. We will respond within one month.

7. Cookies

Our website may use cookies to improve your browsing experience and for analytics purposes. You can control cookie settings through your browser. A full cookie policy is available on our website.

8. Marketing

We will only send you marketing communications where you have given consent or where we have a legitimate interest in doing so (e.g. where you are an existing client and the communication relates to similar services). You can opt out of marketing communications at any time by contacting us or clicking the unsubscribe link in any email.

9. Complaints

If you have concerns about how we handle your personal data, please contact us first at info@onyxpropertyteam.com. If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO):

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

10. Changes to This Policy

We review this Privacy Policy annually and whenever there are material changes to legislation or our business operations. The current version is always available on request. This version was last updated in April 2026.