Property work runs on personal and financial details.
Buyers, tenants and owners hand over identity documents, references and proof of funds, and expect you to protect them. Clients and regulators increasingly ask how you do. Clear notices, tidy files and set retention periods answer most of those questions.
Identity and money details
Tenant references, ID copies and proof of income are valuable to fraudsters. The pack shows what to ask for and how to protect it.
Three groups, three notices
Buyers, tenants and owners each give you different data for different reasons. The pack keeps their notices and records separate and clear.
When a deal ends, the data doesn't
Sales and tenancies finish, but files linger. Retention guidance helps you keep what the law requires and delete the rest.
Five parts. One tidy approach to property data.
Each part stands on its own and also points to the next: the enquiry form starts the file, the record guidance shapes it, and the retention rules close it.
Viewing & enquiry forms
Say what you collect and why, from the first contact.
- Form wording and a short privacy notice for enquirers
- What to ask before a viewing and what to leave for later
- Handling enquiries from portals, phone and email
Tenant & buyer records
Keep files complete, but not excessive.
- What to keep in a tenant, buyer or owner file
- Identity documents, references and proof of funds: collect, store, limit
- Who may see the file and how it is protected
Marketing lists
Build lists you can actually use.
- When you can add contacts to mailing lists and when you need consent
- Opt-in and unsubscribe wording
- Valuation leads, property alerts and newsletters
Retention after a sale or rental ends
How long to keep each type of record.
- A suggested approach for each type of file
- Notes on national differences, including anti-money-laundering record-keeping where it applies
- When to delete or anonymise
Common tools: CRM, portals & email
Know who handles your clients' data.
- What to verify with each tool: DPA, data location, transfer mechanisms
- Whether a tool is your processor or a controller in its own right
Real wording, not a table of contents.
Two short excerpts from the pack. Highlighted fields are the parts you fill in for your own agency.
How we use your details
We use your name, phone number and email to arrange the viewing, to tell you about the property and to follow up on your interest. If you take the enquiry further we may also ask for identity and financial information, which we explain separately. We keep enquiries for [retention period] and do not add you to a mailing list unless you ask us to.
Questions can be sent to [contact email].
The full pack adds notices for tenants, buyers and owners.
What to keep after a deal ends
| Enquiry only, no deal | Delete after [short period] |
|---|---|
| Completed sale or let file | Keep for [statutory period], then delete |
| ID and due-diligence records | Keep for the anti-money-laundering period where it applies: [national period] |
| Marketing list entry | Keep until the person unsubscribes |
| Viewing diary and key log | Delete after [period] |
Periods vary by country and by role, so the pack leaves them for you to confirm.
These are shortened starting points. Your own notices and records must reflect what you actually do, and national rules vary. The pack shows you where to check.
Who it's for, and who it isn't.
A good fit if you
- Run an estate agency, letting agency or property management business
- Handle enquiries, viewings and files for buyers, tenants or owners
- Use a CRM, property portals and email
- Have no in-house privacy counsel
Not enough on its own if you
- Run tenant screening with automated scoring or large-scale credit checks
- Operate smart-building systems, cameras or access tracking at scale
- Manage large portfolios with dedicated compliance staff
- Need a signed, lawyer-reviewed contract; the pack is not legal advice
Five parts. One payment.
Everything on this page, delivered together. Adapt it to your business, update your notices and answer the next question from the same documents.
- Viewing & enquiry forms
- Tenant & buyer records
- Marketing lists
- Retention after a sale or rental ends
- Common tools: CRM, portals & email
Before you ask —
Who is the Real Estate Compliance Pack for?
Estate agents, letting agents and property managers in the EU that handle personal data of buyers, tenants and owners and want a clear, documented way to manage it.
What do I receive?
Five parts: viewing and enquiry form wording, tenant and buyer record guidance, marketing list rules, retention guidance for after a sale or rental ends and a checklist for common tools such as CRMs, portals and email. You get your download page straight after checkout, with no account to create.
Can I keep copies of tenants' ID documents?
Only where you have a clear reason and a legal basis, and for no longer than needed. Some countries require identity checks for estate agents under anti-money-laundering rules, which can also set a retention period. The pack explains how to separate those cases from routine tenancies.
Is a property portal my processor?
Not always. A portal may act as your processor for some things and as a controller in its own right for others, such as its own marketing to enquirers. The tool checklist helps you work out the relationship and what to ask for.
Can I put enquirers on my mailing list?
Not automatically. Consent is the usual basis for marketing emails, and some countries allow limited messages to existing customers about similar services. The pack gives opt-in wording and explains how to check your national rule.
Is this legal advice?
No. The pack is a practical starting point. The wording and records are drafts you adapt to how you really work, and national rules vary. Have a qualified lawyer review anything you rely on.
What if it isn't what I expected?
Email hello@gdprgard.eu within 14 days for a full refund. No form to fill in.
Keep every property file clean and defensible.
Get the form wording, record guidance, marketing rules and retention schedule in one pack.
Get the Pack — €39