Privacy Policy

1. Introduction

This Privacy Policy explains how WAI PROPERTIES LTD ("WAI PROPERTIES", "we", "us", or "our") collects, uses, protects, and discloses information in connection with the https://waiproperties.site website and through our interactions with clients, prospective clients, partners, and visitors.

WAI PROPERTIES LTD is a professional real estate agency registered in the United Kingdom under SIC 68310 – Real estate agencies, with its registered office at West 26 Business Park Ground Floor, Cavendish House, Littlewood Drive, Cleckheaton, United Kingdom, BD19 4TE. We provide residential property sales, lettings, property sourcing, valuation support, landlord and tenant services, and general real estate consulting across the UK.

We are committed to handling personal data transparently and lawfully, in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using our website or communicating with us by email, phone, or other channels, you acknowledge that you have read this Privacy Policy.

2. Personal Data We Collect

We may collect and process a range of personal information when you visit our website, contact us, or use our services. The type and amount of data we collect will depend on how you interact with us, but may include:

2.1 Information you provide directly

• Identification and contact details – such as your name, email address, phone number, and postal address when you complete enquiry forms, request a valuation, book a viewing, or sign up for communications.
• Property and service preferences – including your budget, preferred locations, property type, number of bedrooms, move-in dates, investment goals, and any other requirements you choose to share with us.
• Transactional and contract information – information relating to offers, tenancy applications, landlord instructions, agency contracts, and associated correspondence.
• Communication content – details contained within emails, phone calls, letters, or messages sent via the contact forms on our website.

2.2 Information collected automatically

When you access waiproperties.site, we may automatically collect certain technical data to help us operate and improve our website, such as:

• Usage data – pages visited, links clicked, time spent on pages, referring URLs, and similar web usage information.
• Device and technical data – IP address, browser type and version, operating system, device identifiers, and similar diagnostic data.

2.3 Information from third parties

We may receive personal data about you from third parties where this is necessary for our real estate services, for example from referencing agencies, property portals, legal professionals, or other intermediaries, always in accordance with applicable law.

3. How We Use Your Information

We process personal data only where we have a lawful basis to do so. Depending on the context, this will typically be one or more of the following: performance of a contract, compliance with a legal obligation, our legitimate interests (balanced against your rights), or your consent where required.

3.1 Purposes of processing

• Providing real estate services – to manage property sales and lettings, arrange viewings, source suitable properties, facilitate offers and negotiations, support valuations, and manage landlord and tenant relationships.
• Responding to enquiries – to reply to questions submitted via our website forms, emails, or phone calls, and to provide information about our services, properties, or processes.
• Managing contracts and transactions – to prepare and manage agency agreements, tenancy agreements, and related documentation, and to keep appropriate records of instructions, offers, and communications.
• Improving user experience – to understand how visitors use our website, refine content and navigation, and enhance our digital services and communication.
• Client relationship management – to maintain ongoing communication with landlords, tenants, buyers, sellers, and partners, including providing updates on relevant opportunities or service changes where appropriate.
• Marketing and information updates – where permitted by law or with your consent, to send information about our services, market insights, or thought-leadership content, with the option to opt out at any time.
• Legal and regulatory compliance – to meet our obligations under applicable laws and regulations, such as anti-money laundering requirements, record-keeping obligations, and responding to lawful requests from authorities.
• Security and fraud prevention – to help protect our systems, data, staff, clients, and partners against unauthorised access, misuse, or fraudulent activity.

If we intend to use your personal data for a new purpose that is not compatible with the original purpose for which it was collected, we will inform you where required and explain the legal basis for this further processing.

4. Data Sharing and Disclosure

We do not sell your personal data. We may share your information with selected third parties only where this is necessary, proportionate, and lawful to support our real estate services, or where we are legally required to do so.

4.1 Service-related sharing

• Professional advisors and partners – such as solicitors, surveyors, mortgage brokers, referencing agencies, maintenance contractors, or other property professionals involved in a transaction or service you have requested.
• Service providers – trusted third parties who provide operational or technical services to us (for example, IT hosting, website analytics, email delivery, customer relationship management tools), subject to appropriate data protection obligations.
• Landlords, tenants, buyers, and sellers – where necessary to facilitate viewings, offers, contracts, and ongoing property management in line with your instructions and our contractual obligations.

4.2 Legal and regulatory disclosure

• Regulators and authorities – where we are required to comply with legal or regulatory obligations, respond to lawful requests, enforce our agreements, or protect our rights, property, or safety, or those of others.
• Corporate transactions – in the event of a reorganisation, merger, acquisition, or similar business transaction, your data may be shared with relevant parties under appropriate confidentiality safeguards.

Whenever we share personal data with third parties, we aim to ensure that they only process it on our instructions, keep it secure, and treat it in accordance with applicable privacy laws.

5. Data Storage and Security

We take reasonable and appropriate technical and organisational measures to safeguard personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.

5.1 How we protect your data

• Use of secure systems and tools for storing digital records, with access restricted to authorised personnel who require it for their role.
• Logical access controls, strong authentication practices, and role-based permissions to help prevent unauthorised access.
• Reasonable safeguards when transmitting information, and care when exchanging data with clients and partners via email or other channels.
• Operational policies and staff awareness designed to support responsible handling of personal data.

5.2 Retention of personal data

We keep personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including for satisfying any legal, accounting, or reporting requirements. Retention periods vary and are determined by factors such as the nature of the data, contractual obligations, statutory limitation periods, and regulatory guidance.

When personal data is no longer required, we will take reasonable steps to delete or anonymise it securely.

6. Cookies and Tracking Technologies

Our website waiproperties.site may use cookies and similar tracking technologies to support core functionality, improve navigation, monitor performance, and help us understand how visitors interact with our content and services.

6.1 What are cookies?

Cookies are small text files placed on your device when you visit a website. They can help a site remember your preferences, keep you signed in, and gather information about how the site is used.

6.2 How we use cookies

• Essential cookies – required for the website to function properly, for example to support basic security and navigation.
• Performance and analytics cookies – to collect aggregated, anonymous information about how visitors use the site (such as which pages are viewed most often), enabling us to improve content and user experience.
• Preference cookies – to remember certain choices you make, where applicable, to provide a more tailored browsing experience.

6.3 Your cookie choices

You can control cookies through your browser settings, including blocking or deleting them. If you choose to disable certain cookies, some features of our website may not function as intended. For more information about cookies and how to manage them, you can refer to your browser’s help documentation.

7. Your Rights and Choices

If you are located in the United Kingdom, you have a number of rights under UK data protection law in relation to your personal data. These rights are subject to certain conditions and exemptions.

7.1 Your key data protection rights

• Right of access – to request confirmation that we process your personal data and to obtain a copy of that data, together with certain information about how we use it.
• Right to rectification – to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
• Right to erasure – in certain circumstances, to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected.
• Right to restriction of processing – to request that we limit the way we use your personal data in specific situations, such as while we are considering an objection or a correction request.
• Right to object – to object to our processing of your personal data where we are relying on legitimate interests, including profiling based on those interests. You also have an absolute right to object to direct marketing.
• Right to data portability – in certain circumstances, to receive the personal data you have provided to us in a structured, commonly used, and machine-readable format, and to request that we transmit it to another controller where technically feasible.
• Rights in relation to consent – where we rely on your consent to process personal data, you may withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before withdrawal.

7.2 Exercising your rights

To exercise any of your rights or to raise a question about how we handle your personal data, please contact us using the details in the How to Contact Us section below. We may need to verify your identity before responding to your request, and we aim to respond within the timeframes set out in applicable law.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you are unhappy with how we handle your personal data. Further information is available on the ICO website.

8. International Data Transfers

While WAI PROPERTIES LTD is based in the United Kingdom and our services are primarily focused on the UK property market, some of our service providers or partners may process or store personal data outside the UK.

Where personal data is transferred to countries outside the UK that may have different data protection standards, we take appropriate steps to ensure that your information remains protected in line with applicable requirements. This may include using recognised transfer mechanisms such as:

• Ensuring that the destination country has been deemed to provide an adequate level of data protection; and/or
• Implementing appropriate safeguards, such as standard contractual clauses or equivalent legal instruments approved for use under UK data protection law.

Further details of the safeguards we use for international transfers can be provided on request, where appropriate and subject to confidentiality obligations.

9. How to Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy or to how WAI PROPERTIES LTD handles your personal data, please contact us using the following details:

• Company name: WAI PROPERTIES LTD
• Website: https://waiproperties.site
• Address: West 26 Business Park Ground Floor, Cavendish House, Littlewood Drive, Cleckheaton, United Kingdom, BD19 4TE
• Email: [email protected]
• Telephone: +44 20 7353 6170

When contacting us about your privacy rights, please provide enough information to help us identify you and understand your request, and we will respond as soon as we reasonably can.

10. Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we handle personal data. Any updates will be posted on this page, and the "Effective date" at the top of the policy will be revised accordingly.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information. Your continued use of waiproperties.site or continued engagement with our services following any updates will constitute your acknowledgement of the revised policy.

Current version effective as of: 7 April 2026