How we handle personal data
Who we are
Estatemind is the trading name of Dino Moreland BSc (Hons), MRICS. For this website and our own sales and accounts, we are the data controller.
Contact: privacy@estatemind.co.uk
Postal address: [UK business address]
Two roles
Our own business. When you visit this site, email us or book a call, we decide how your data is used. This notice covers that.
Client work. When a firm uses Estatemind, we process the data in its Microsoft 365 or Google Workspace only on that firm's written instructions, under a data processing agreement. The firm is the controller for that data. If you are a client of one of those firms, its own privacy notice applies.
What we collect and why
| Data | Purpose | Lawful basis |
|---|---|---|
| Name, email, firm and anything you send us | Replying to enquiries, arranging and holding audit calls | Legitimate interests |
| Booking details | Scheduling calls through Microsoft Bookings | Steps before a contract |
| Business contact details from public sources such as LinkedIn and company websites | Contacting firms that may benefit from our service | Legitimate interests |
| Analytics data: pages viewed, device, approximate location | Understanding how the site is found and used | Consent, given through the cookie banner |
| Contract, invoicing and payment details | Delivering the service and keeping accounts | Contract and legal obligation |
You can ask us to stop contacting you at any time and we will.
Cookies
We use Google Analytics 4 only if you accept analytics on the banner. If you decline, no analytics cookies are set. Your choice is stored in your browser so we don't ask again. To change it, clear this site's data in your browser and reload the page.
Who we share it with
- Microsoft (email, calendar, Bookings and file storage)
- Google (analytics, where you have consented)
- Netlify (website hosting)
- Our accounting software provider, accountant and insurer, where needed
We do not sell personal data. Some of these providers process data outside the UK. Where they do, transfers are covered by the UK adequacy regulations or the UK International Data Transfer Agreement or Addendum.
How long we keep it
Enquiries and prospect records: up to 24 months after our last contact. Client contract and accounting records: six years after the contract ends. Analytics data: 14 months.
Your rights
You can ask to access, correct or delete your data, to restrict or object to how we use it and to receive a copy in a portable format. Where we rely on consent, you can withdraw it at any time. Email privacy@estatemind.co.uk and we will respond within one month.
If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office at ico.org.uk. We would appreciate the chance to put it right first.
Security
Our systems use two-step sign-in and access is limited to the people who need it. In client work, Estatemind acts through the firm's own signed-in accounts and sees only what those staff can already see. Nothing is sent to a client's contacts without a person approving it.