Effective Date: 4 June 2026 Last Updated: 4 June 2026 Website: https://www.reidsearch.com Data Controller: REID Search ("we", "us", "our") Contact Email:
REID Search provides AI-powered property intelligence services for the UK and Ireland. We are committed to protecting and respecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).
This policy explains what personal data we collect, why we collect it, how we use it, who we share it with, and your rights regarding that data.
REID Search is the data controller responsible for your personal data. If you have questions about this policy or wish to exercise your rights, contact us at
When a company registers to use our platform, we collect:
- Contact details: first name, last name, email address, phone number
- Company details: company name, type, registration number, VAT number, website, description
- Address information: head office address (address lines, city, county, postcode, country), branch office addresses
- Business information: estimated number of agents, property listings, and branch locations
- Agreement data: signer name, signer email, IP address at time of signing, timestamp, terms and conditions version agreed to
For registered estate agent users, we process:
- Account details: name, email, phone, mobile number
- Professional information: biography, photo, associated company and branch
- Platform activity: properties managed, AI features used, login history
When you use our AI chatbot or property search features, we collect:
- Session data: session identifier, timestamps
- Query data: search queries, messages sent to the chatbot (up to 500 characters stored)
- Extracted information: location references, property type preferences, amenity requests, search intent
- Response data: AI response summaries, result counts, response latency
- Learning data: failed search patterns, correction suggestions, search improvement metrics
When property data is enriched through our AI platform, we process:
- Property data: addresses, postcodes, coordinates, property features, photographs
- Analysis results: image analysis outputs (detected rooms, fixtures, colour palettes), investment analysis results (retrofit viability, rental projections), amenity proximity data, flood risk assessments, EPC data
- Agent feedback: field ratings and corrections submitted by agents on enrichment data
For companies with active subscriptions, we process:
- Order information: order numbers, dates, plan selections, pricing
- Invoice data: invoice numbers, amounts, VAT calculations, payment status
- Payment references: payment method (bank transfer or card), payment reference numbers
- Billing addresses: as provided during registration
We do not store full credit or debit card numbers. Payment processing is handled by third-party payment providers.
When a visitor views a property listing, we display:
- Agent contact details: name, email, phone, mobile, photo, biography, website
- Company contact details: company name, email, phone, address, logo
- Branch details: branch name, address, phone, email
This data is sourced from the property management system and displayed to facilitate property enquiries.
We automatically collect:
- Browser data: user agent, screen resolution (used for responsive layout only)
- Session state: panel open/closed state, active tab selection, panel width (stored client-side in sessionStorage only; not transmitted to our servers)
We process personal data for the following purposes and under the following lawful bases:
| Purpose | Lawful Basis (UK GDPR) |
|---|---|
| Company registration and account creation | Contract (Art. 6(1)(b)) - necessary to provide our services |
| Subscription management, billing, and invoicing | Contract (Art. 6(1)(b)) |
| AI chatbot and property search services | Legitimate interest (Art. 6(1)(f)) - to provide and improve our search services |
| AI learning and search improvement | Legitimate interest (Art. 6(1)(f)) - to improve accuracy of search results and AI responses |
| Property enrichment and intelligence | Contract (Art. 6(1)(b)) - core service provided to subscribed companies |
| Investment analysis | Contract (Art. 6(1)(b)) - feature provided under subscription |
| Displaying agent/company contact details on listings | Legitimate interest (Art. 6(1)(f)) - to facilitate property enquiries |
| Fraud prevention and platform security | Legitimate interest (Art. 6(1)(f)) |
| Legal compliance (e.g. VAT records, T&C agreements) | Legal obligation (Art. 6(1)(c)) |
| Service communications (confirmations, T&C updates) | Contract (Art. 6(1)(b)) |
We share data with the following categories of third parties, solely for the purposes of delivering our services:
| Provider | Data Processed | Location |
|---|---|---|
| Microsoft Azure (hosting, database, storage) | All platform data | UK South (London) and UK West (Cardiff) |
| Microsoft Azure AI Services (CLU, OpenAI, Vision) | Property descriptions, images, search queries | UK South |
| Provider | Data Sent | Purpose |
|---|---|---|
| Google Places API | Property coordinates (latitude/longitude), search radius | Nearby amenity and point-of-interest data |
| Azure Maps API | Addresses, postcodes, coordinates | Geocoding, amenity search (used for Basic/Free tier) |
| Provider | Data Sent | Purpose |
|---|---|---|
| postcodes.io | Postcode | Electoral ward, constituency, LSOA/MSOA lookup |
| Environment Agency (environment.data.gov.uk) | Coordinates | Flood risk assessment |
| HM Land Registry (landregistry.data.gov.uk) | Postcode | Sold property price data |
| EPC Register (opendatacommunities.org) | Postcode | Energy Performance Certificate data |
| VOA (Valuation Office Agency) | Postcode | Local Housing Allowance rental rates |
We do not sell, rent, or trade your personal data to any third party for marketing or any other purpose.
All core data processing and storage occurs within the United Kingdom (Azure UK South and UK West regions). Where third-party APIs process data outside the UK (e.g. Google Places API), we rely on:
- UK adequacy decisions
- Standard Contractual Clauses (SCCs) approved by the ICO
- The provider's compliance with equivalent data protection standards
We retain personal data only for as long as necessary for the purposes set out in this policy:
| Data Category | Retention Period |
|---|---|
| Company and agent account data | Duration of account plus 2 years after deletion request |
| Billing records (orders, invoices, credit notes) | 7 years (UK tax/accounting obligations) |
| T&C agreements and signatures | 7 years from agreement date |
| AI chat and search interaction logs | 24 months, then anonymised for aggregate analytics |
| Search learning data (failed queries, corrections) | Retained in anonymised/aggregated form indefinitely |
| Property enrichment and analysis data | Duration of company subscription plus 6 months |
| Investment analysis results | Duration of company subscription plus 6 months |
| Image analysis data | Duration of company subscription plus 6 months |
When data is no longer required, it is securely deleted or irreversibly anonymised.
You have the following rights regarding your personal data:
| Right | Description |
|---|---|
| Access (Art. 15) | Request a copy of the personal data we hold about you |
| Rectification (Art. 16) | Request correction of inaccurate or incomplete data |
| Erasure (Art. 17) | Request deletion of your data ("right to be forgotten") where there is no compelling reason to continue processing |
| Restriction (Art. 18) | Request that we restrict processing of your data in certain circumstances |
| Data Portability (Art. 20) | Request your data in a structured, machine-readable format |
| Object (Art. 21) | Object to processing based on legitimate interests |
| Withdraw Consent | Where processing is based on consent, withdraw it at any time |
To exercise any of these rights, contact us at
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
- Website: https://ico.org.uk
- Helpline: 0303 123 1113
- Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
We use essential cookies required for the website to function:
| Cookie | Purpose | Duration |
|---|---|---|
| Site session cookie | Maintains your authenticated session | Session (expires on browser close) |
We use browser sessionStorage to remember UI preferences (e.g. panel open/closed state, active tab). This data is not transmitted to our servers and is cleared when you close the browser tab.
We do not use third-party advertising or analytics tracking cookies. We do not use Google Analytics, Facebook Pixel, or similar tracking technologies.
Our AI services process property data and search queries using automated systems, including:
- AI chatbot responses: Generated by large language models based on your query and available property data
- Property enrichment: Automated analysis of property images and nearby amenities
- Search corrections: Automated detection and correction of common search query misspellings
- Investment analysis: Automated calculations based on property data and market information
These automated processes relate to property data, not to the profiling of individuals. No automated decisions are made that produce legal effects or similarly significant effects on individuals.
Our services are designed for professional estate agents and property industry participants. We do not knowingly collect personal data from children under the age of 16. If you believe we have inadvertently collected such data, please contact us immediately at
We implement appropriate technical and organisational measures to protect personal data, including:
- Encryption in transit: All data transmitted via HTTPS/TLS
- Database security: Cloud MySQL with encryption at rest, network isolation, and access controls
- Storage security: Cloud Files with SMB encryption and access-controlled file shares
- Access control: Role-based access to administrative functions; API key authentication for platform endpoints
- UK data residency: All primary data storage within UK regions (UK South and UK West)
- Regular backups: Automated database and file backups with secure retention
We may update this privacy policy from time to time. When we make material changes, we will:
- Update the "Last Updated" date at the top of this page
- Notify registered companies via email where the changes are significant
- Publish the revised policy on our website
We encourage you to review this policy periodically.
For any questions, concerns, or requests regarding this privacy policy or your personal data:
- Email:
This email address is being protected from spambots. You need JavaScript enabled to view it. - Website: https://www.reidsearch.com
-
- Registered office address: 66 Paul Street, London, England, United Kingdom, EC2A 4NA
This privacy policy is governed by the laws of England and Wales.