Contact Details
Post: Crown Luxury Homes Limited, 199 Bishopsgate, London , EC2M 3TY
Telephone: 02035143482
Email: kristina.dabrila@crownluxuryhomes.com
What Information We Collect, Use, and Why
We collect or use the following information to provide and improve products and services for clients:
- Names and contact details
- Addresses
- Gender
- Occupation
- Website user information
We collect or use the following personal information for the operation of client or customer accounts:
- Names and contact details
- Addresses
- Purchase or service history
- Account information, including registration details
- Information used for security purposes
We collect or use the following personal information for information updates or marketing purposes:
- Names and contact details
- Addresses
- Marketing preferences
- Website and app user journey information
- IP addresses
We collect or use the following personal information to comply with legal requirements:
- Name
- Contact information
- Identification documents
- Client account information
- Any other personal information required to comply with legal obligations
We collect or use the following personal information to protect client welfare:
- Names and contact information
- Client account information
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Addresses
- Witness statements and contact details
- Photographs
- Relevant information from previous investigations
- Customer or client accounts and records
- Information relating to health and safety (including incident investigation details and reports and accident book records)
Lawful Bases and Data Protection Rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
- Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
- Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
- Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
- Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our Lawful Bases For the Collection and Use of Your Data
Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information to comply with legal requirements:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information to protect client welfare are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Where we get Personal Information From
- Directly from you
- Regulatory authorities
- Legal bodies or professionals (such as courts or solicitors)
- Publicly available sources
- Credit reference agencies
How Long We Keep Information
Data Retention Schedule
| Data Category | Specific Records Included | Standard Retention Period | Primary Legal / Operational Basis |
| Prospective Tenants & Viewers (Unsuccessful) | Viewing sheets, contact forms, initial affordability checks, referencing applications not completed. | 6 to 12 months following the viewing or rejection. | Defence against potential discrimination claims under the Equality Act 2010 (6-month claim window plus service buffer). |
| Active & Former Tenants | Tenancy agreements, guarantor forms, check-in/out inventories, utility transfer records, deposit registration documentation. | 6 years from the date the tenancy formally ends and the deposit is resolved. | Limitation Act 1980 (breach of contract claims). If tenancy agreements are executed as a deed, extend to 12 years. |
| Right to Rent / Immigration Checks | Passport copies, biometric residence permits, share codes, verification check notes. | 1 year after the tenancy ends. | Immigration Act 2014 statutory requirement. (Must be disposed of promptly once this threshold is reached). |
| Landlords & Property Owners | Agency/terms of business agreements, title register proofs, safety certificates (EPC, Gas Safety, EICR), insurance records. | 6 years following the termination of the management agreement or instruction. | Breach of contract limitation period; regulatory compliance for property standards. |
| Buyers & Sellers (Sales) | Sales memorandums, offers made/received, property misdescription documentation, proof of ownership. | 6 years from completion or withdrawal of instruction. | Limitation Act 1980 and Consumer Protection from Unfair Trading Regulations (CPR). |
| Anti-Money Laundering (AML) / KYC | Certified ID documents, proof of address, source of funds evidence, Politically Exposed Person (PEP) screening records. | 5 years from the date the transaction completes or the business relationship ceases. | Money Laundering Regulations 2017 (as amended). GDPR requires deletion after 5 years unless retention is mandated by other law or legal proceedings. |
| Accounting, Rent & Financials | Rent ledgers, payment receipts, landlord statements, contractor invoices, arrears tracking. | 6 years from the end of the relevant financial tax year. | HMRC requirements and the Companies Act 2006. |
| Property Maintenance & Works | Work orders, quotes, contractor invoices, repair histories, inspection logs. | 6 years from completion of works (or lifetime of relevant manufacturer warranties). | Liability/contractual claims; health and safety records. |
| Complaints & Legal Disputes | Ombudsman submissions, formal correspondence, court filings, disrepair claims, eviction notices (Section 8/21). | 6 years after full settlement or resolution of the dispute. | Evidential basis in the event of renewed legal action or professional indemnity scrutiny. |
| Marketing Subscribers | Names, email addresses, property preference alerts. | Until consent is withdrawn or after 18–24 months of sustained inactivity. | Consent / legitimate interests. |
| Building Security & CCTV (if applicable) | CCTV footage from offices or communal blocks, electronic key/fob access logs. | 30 days, unless required for an ongoing police investigation or insurance claim. | Surveillance Camera Code of Practice and ICO guidance. |
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
Who We Share Information With
Others we share personal information with
- Other financial or fraud investigation authorities
- Insurance companies, brokers or other intermediaries
- Professional or legal advisors
- Regulatory authorities
How to Complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Email: kristina.dabrila@crownluxuryhomes.com
Telephone: 020 3514 3482
Post: Crown Luxury Homes Limited, 199 Bishopsgate, London, EC2M 3TY
You can view our data complaints procedure at this link: https://www.crownluxuryhomes.com/wp-content/uploads/2025/01/Complaints-Procedure-Updated-1.pdf
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
ICO Head Office
4th Floor, No.3 Circle Square
5 Hawkshaw Street
Manchester
M1 7BL
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
The Website
This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies to all UK national laws and requirements for user privacy.
Use of Cookies
This website uses cookies to better the users experience while visiting the website. Where applicable this website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their computer/device. This complies with recent legislation requirements for website’s to obtain explicit consent from users before leaving behind or reading files such as cookies on a users computer/device. Cookies are small files saved to the user’s computers hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through it’s server to provide the users with a tailored experience within this website. Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and it’s external serving vendors. This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computers hard drive in order to track and monitor your engagement and usage of the website but will not store, save or collect personal information. You can read Google’s privacy policy here for further information [http://www.google.com/privacy.html]. Other cookies may be stored to your computers hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.
Contact & Communication
Users contacting this website and/or it’s owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use, as detailed in the Data Protection Act 1998. Every effort has been made to ensure a safe and secure form to email submission process but advise users using such form to email processes that they do so at their own risk. This website and its owners use any information submitted to provide you with further information about the products/services they offer or to assist you in answering any questions or queries you may have submitted. This includes using your details to subscribe you to any email newsletter program the website operates but only if this was made clear to you and your express permission was granted when submitting any form to email process. Or whereby you the consumer have previously purchased from or enquired about purchasing from the company a product or service that the email newsletter relates to. This is by no means an entire list of your user rights in regard to receiving email marketing material. Your details are not passed on to any third parties.
External Links
Although this website only looks to include quality, safe and relevant external links users should always adopt a policy of caution before clicking any external web links mentioned throughout this website. The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should, therefore, note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
Social Media Platforms
Communication, engagement and actions taken through external social media platforms that this website and it’s owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively. Users are advised to use social media platforms wisely and communicate/engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email. This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
Shortened Links in Social Media
This website and its owners through their social media platform accounts may share web links to relevant web pages. By default, some social media platforms shorten lengthy URLs. Users are advised to take caution and good judgement before clicking any shortened URLs published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine URLs are published many social media platforms are prone to spam and hacking and therefore this website and it’s owners cannot be held liable for any damages or implications caused by visiting any shortened links.
Resources & Further Information
Privacy and Electronic Communications Regulations 2003
Privacy and Electronic Communications Regulations 2003 – The Guide