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Estate & Lettings Agent Users - Privacy Notice

Introduction

This Privacy Notice is issued by One Utility Bill Ltd (“we”, “us”, “our”, “OUB”) and explains how personal data is collected, used, shared, and protected in connection with the trading style, “Notify”, a service provided by One Utility Bill Ltd for estate agents, letting agents, and property management partners (“Agents”).

This Privacy Notice applies to personal data relating to staff of Estate and Letting Agents. Personal data may be collected through interactions with us, including via the Notify website and portal (https://getnotify.co.uk), and via other approved communication and marketing channels.

We process personal data in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, and are committed to being transparent about how personal data is used and protected. This Privacy Notice was last updated on 11 May, 2026.

Agents share data with OUB via Notify for the purpose of facilitating an introduction to the Notify service which in turn informs applicable 3rd party utility providers of the new householders. In this context, Agents act as the data controller and OUB acts as a data processor, processing tenant personal data on the Agents’ behalf and in accordance with their instructions and the Agents’ published data protection policies and procedures.

If a householder subsequently agrees to receive a quote or proceed with OUB services, OUB becomes a data controller in respect of that personal data and the processing is then governed by the OUB Customer Privacy Notice, available on the OUB website. 

Who does this Privacy Notice apply to?

Individual representatives and staff members of Agents, whose personal data is provided to or processed by OUB in connection with using the Notify service.

What Personal Data We Collect

Agent data

We collect personal and business-related information about Estate and Letting Agents, including:

  • Business name
  • Business address(es)
  • Business email addresses
  • First names and last names
  • Phone numbers
  • Username and login credentials
  • Bank details (used solely for commission payment and reconciliation purposes)

Tenant data

In order to support the services Agents, share limited tenant information with us, including:

  • Tenant name
  • Phone number
  • Property address
  • Move in date

We do not require or process special category personal data or criminal offence data as part of the Notify service.

How We Collect Personal Data

Personal data is collected through:

  • The Notify website and portal (primary method)
  • Integrated connection with Estate Agents’ customer records management systems
  • Live chat
  • Email
  • Telephone calls
  • Meetings or account reviews
  • Conferences and other marketing activity

Purposes & Lawful Basis

We process personal data for the following purposes:

  • Managing and maintaining relationships with Agents
  • Receiving and processing tenant introductions
  • Contacting tenants to discuss One Utility Bill services
  • Operating and improving the Notify service
  • Providing services in line with the Notify terms and conditions

Our lawful bases for processing personal data (where we act as a controller) include:

  • Legitimate interests – to operate Notify and facilitate lead introductions
  • Contractual necessity – where processing is required to fulfil our agreement with Agents

Agent Responsibilities

Agents are responsible for:

  • Ensuring staff and representatives are aware that their data is being processed as part of this service
  • Ensuring they have a valid lawful basis to share tenant data with One Utility Bill Ltd
  • Providing tenants with appropriate privacy information before their data is submitted to Notify.
  • Ensuring personal data shared is accurate and up to date.

OUB relies on the information provided by Agents and does not independently verify that Agents have obtained tenant consent or provided appropriate privacy information.

Data Sharing

We may share personal data with:

  • Authorised third-party service providers who support our systems and operations.
  • Regulatory bodies, law enforcement, or authorities where required by law.
  • We do not sell personal data or allow it to be used for unrelated purposes.

Data Security and Retention

We use appropriate technical and organisational measures to protect personal data, including access controls, secure systems, and staff training. Access to personal data is limited to those who need it for legitimate business purposes.

We retain personal data only for as long as necessary for the purposes set out in this Privacy Notice. Data is retained for the duration of the relationship and a reasonable period thereafter and is securely deleted or anonymised when no longer required.

If Agents’ staff or representative exercises any of the following rights with the Agent and OUB needs to support compliance with such a request, this can be raised using this form:

  • Access: Request a copy of your data by making a subject access request.
  • Rectification: Correct inaccurate data to ensure it is accurate and up to date.
  • Erasure: Delete your data (in certain circumstances).
  • Restriction: Object to or limit data processing where it is no longer necessary for the original purpose of processing.
  • Portability: Receive your data in a readable format in order to transfer it to a new data controller.

Contact Us

If you have any questions about this Privacy Notice, please contact us via email data@oneutilitybill.co or by phone 0191 622 0102

If you prefer, you can contact the Information Commissioner's Office (ICO) via ico.org.uk or 0303 123 1113