Privacy Policy

Oakmount Property Services Limited Last updated: 18 July 2026

1. Who we are

Oakmount Property Services Limited ("Oakmount", "we", "us", "our") is a property services company providing residential and commercial lettings, sales, and property management across Cheshire, Greater Manchester and the wider North West.

Company registration number: 13008262
Registered office: 1st Floor Cloister House, New Bailey Street, Salford, England, M3 5FS
Website: www.oakmount.uk
Email: hello@oakmount.uk
Phone: 0161 250 5735

Oakmount is the data controller for the personal data described in this policy. We are a member of The Property Ombudsman (TPOS) redress scheme and hold Client Money Protection (CMP), and we follow Propertymark's professional standards.

This policy explains what personal data we collect, why, how we use it, who we share it with, and what rights you have. It applies to visitors to our website, landlords, tenants, buyers, sellers, prospective clients, and other individuals we deal with in the course of our business.

2. What personal data we collect

Depending on your relationship with us, we may collect:

Contact details: name, email address, phone number, postal address
Enquiry details: whether you are a property owner or prospective tenant, whether you're interested in residential or commercial lettings, and the details of your enquiry (collected via our website contact form)
Landlord/property owner data: property details, ownership documents, bank details for rent payments, tax-related information, insurance details, correspondence and instructions relating to the management of your property
Tenant data: application and referencing information (including, where required, right-to-rent immigration checks), guarantor details, tenancy agreement details, rent payment history, deposit information, maintenance and repair requests, complaints and correspondence
Buyer/seller data: property details, offer and negotiation correspondence, identification documents and proof of address for anti-money laundering (AML) checks
Contractor/supplier data: contact and payment details for tradespeople and suppliers we engage on behalf of clients
Financial data: bank account details, invoices, and payment records processed through our accounting systems
Website usage data: IP address, browser type, pages visited, and similar technical data collected automatically when you visit our website

We do not intentionally collect special category data (e.g. health, religion) except where relevant to a specific tenancy need (for example, an accessibility requirement) and with appropriate care.

3. How we collect your data

Directly from you, via our website enquiry form, by phone, email, or in person
From third parties, such as referencing agencies, letting portals (e.g. Rightmove), estate agents, solicitors, mortgage brokers, or previous landlords/agents providing references
From publicly available sources, such as the Land Registry, where relevant to a property transaction

4. Our legal basis for processing your data

We rely on the following legal bases under UK GDPR:

Performance of a contract – to manage a tenancy, sale, or management agreement you have entered into with us or with a client we act for
Legal obligation – for example, right-to-rent checks, anti-money laundering checks, and tax/accounting requirements
Legitimate interests – to run and grow our business, including responding to enquiries, maintaining client relationships, and preventing fraud, provided this does not override your rights
Consent – for marketing communications, which you can withdraw at any time

5. How we use your data

We use personal data to:

Respond to enquiries and provide quotes for our services
Let, sell, and manage residential and commercial properties on behalf of landlords and vendors
Carry out tenant referencing, right-to-rent checks, and deposit protection
Arrange and manage repairs and maintenance through contractors
Collect and process rent, service charges, and other payments
Keep accounting and financial records (including via our accounting software)
Meet our regulatory obligations as a Propertymark member and TPOS redress scheme member
Send marketing communications where you have agreed to receive them
Improve our website and services

6. Who we share your data with

We may share personal data with:

Contractors and tradespeople carrying out repairs or maintenance on managed properties
Referencing agencies carrying out tenant or guarantor checks
Deposit protection schemes, where a tenancy deposit is held
Letting and property portals (e.g. Rightmove), for advertising properties
Accountants and financial software providers for bookkeeping and payment processing
Solicitors, mortgage brokers, and other professionals involved in a sale or letting
Regulators and redress schemes, including Propertymark and The Property Ombudsman, where required
HMRC and other public authorities, where we have a legal obligation to report information
IT and website service providers who host our website and systems

We do not sell your personal data to third parties.

7. Cookies and website data

Our website is built on the Wix platform, which uses cookies and similar technologies to operate the site, remember preferences, and gather anonymised analytics on how the site is used. Where required, we will ask for your consent to non-essential cookies via a cookie banner. You can control cookies through your browser settings; blocking some cookies may affect how the website functions.

8. Data retention

We keep personal data for as long as necessary for the purposes set out in this policy, including to meet legal, accounting, and regulatory requirements. As a guide:

Tenancy and management records are typically kept for 6 years after the relationship ends, to meet limitation period and tax requirements
AML and right-to-rent records are kept in line with statutory requirements
Enquiry data from people who do not become clients is deleted or anonymised after a reasonable period if no relationship develops

9. Data security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or misuse, including access controls, secure systems for financial data, and staff awareness of data protection obligations.

10. International transfers

Some of the service providers we use (such as website hosting or accounting software) may process data outside the UK. Where this happens, we ensure appropriate safeguards are in place, such as standard contractual clauses or reliance on adequacy decisions.

11. Your rights

Under UK data protection law, you have the right to:

Ask for access to the personal data we hold about you
Ask us to correct inaccurate data
Ask us to delete your data, in certain circumstances
Ask us to restrict or object to processing
Ask for your data to be provided to you or another organisation in a portable format
Withdraw consent at any time, where we rely on consent (e.g. marketing)

To exercise any of these rights, contact us at hello@oakmount.uk. You also have the right to complain to the Information Commissioner's Office (ICO) at www.ico.org.uk if you believe we have not handled your data properly.

12. Marketing

Where you have agreed to receive marketing from us, you can opt out at any time by contacting us at hello@oakmount.uk or using the unsubscribe link in our emails.

13. Children

Our services are directed at adults. We do not knowingly collect personal data from children.

14. Changes to this policy

We may update this policy from time to time to reflect changes in our practices or legal requirements. The "last updated" date at the top shows when it was last revised.

15. Contact us

If you have any questions about this policy or how we handle your data, please contact:

Oakmount Property Services Limited 1st Floor Cloister House, New Bailey Street, Salford, England, M3 5FS Email: hello@oakmount.uk Phone: 0161 250 5735