LEGAL

PRIVACY POLICY

Last updated: 25th April 2026

This policy explains what personal data we collect, why we collect it, and what your rights are under UK data protection law.

1. WHO WE ARE

JK Avenir Estates Limited (trading as Haines Homes) (company number 11889037) and Haines Developments Limited (company number 14575594), together "Haines", "we", "us", are property businesses operating across Oxfordshire and the United Kingdom. Each company acts as a data controller for the personal information it collects about you.

Registered office: 5-7 Station Road, Longfield, England, DA3 7QD.

ICO registration number: ZA517146.

For any questions about how we handle your data, contact info@haineshomes.co.uk.

2. WHAT DATA WE COLLECT

We collect personal information when you:

Submit a form on this website (enquiry, register interest, contact)
Become a landlord client of Haines Homes
Become a tenant of a property we manage
Register as a capital partner with Haines Developments
Browse this website (basic technical data, see Section 10)

The categories of data we may hold include:

Contact details: name, email, phone, postal address
Identification documents (where required for tenancy referencing or anti-money laundering checks)
Financial information (rent payments, investment transactions, AML checks)
Property preferences, investment criteria, investment size, timeline
Correspondence between you and us
Website usage data: IP address, browser type, pages visited

3. HOW WE COLLECT IT

Directly from you via website forms, emails, phone calls, meetings, and signed agreements
From third parties such as referencing agencies, introducers, and credit reference agencies
From your use of this website (cookies and analytics)

4. LAWFUL BASIS FOR PROCESSING

Under UK GDPR we rely on the following lawful bases:

Consent: where you have actively agreed, for example marketing emails to investors who have registered interest.
Contract: where processing is necessary to perform a contract with you, for example your tenancy or management agreement.
Legal obligation: where the law requires us to process your data, for example AML checks, tax records, licensing.
Legitimate interests: where we have a genuine business reason that does not override your rights, for example responding to enquiries, preventing fraud, securing our systems.

5. HOW WE USE YOUR DATA

To respond to your enquiries
To provide property management services to landlords and tenants
To present investment opportunities to qualified investors who have registered interest and, where required, completed investor self-certification
To meet legal obligations including tax, AML, licensing, and health and safety
To improve our website and services
To send updates relevant to the relationship you have with us

We do not sell your data. We do not share your data with third parties for their own marketing.

6. WHO WE SHARE YOUR DATA WITH

We share data only where necessary, with:

Service providers acting on our instructions, for example: COHO (tenancy management), Squarespace (website host), Stripe or GoCardless (payments), Xero (accounting), referencing providers, our solicitor and accountant.
Regulators and authorities where legally required, including HMRC, the ICO, local authorities.
Professional advisers where relevant to your engagement, for example your solicitor on a transaction.

All processors are bound by data protection terms and only use your data for the purposes we instruct.

7. INTERNATIONAL TRANSFERS

Where we use service providers based outside the UK, we ensure your data is protected by an adequacy decision, the UK International Data Transfer Agreement, or equivalent safeguards.

8. HOW LONG WE KEEP IT

We keep your data only as long as needed for the purpose it was collected:

Enquiries that do not progress: 12 months from last contact, then deleted or anonymised.
Tenant records: 6 years after the tenancy ends, in line with HMRC and limitation periods.
Landlord client records: 6 years after the management agreement ends.
Investor records: while you remain on our private list, plus 6 years after the last opportunity, to comply with regulatory and HMRC obligations.
Marketing preferences: until you unsubscribe, plus a record of your unsubscribe so we honour your preference.

9. YOUR RIGHTS

Under UK GDPR you have the right to:

Access the personal data we hold about you
Ask us to correct data that is inaccurate
Ask us to delete your data where we no longer need it (subject to legal exceptions)
Restrict or object to certain processing
Receive your data in a portable format
Withdraw your consent at any time, where consent is the lawful basis we rely on
Complain to the Information Commissioner's Office at ico.org.uk if you are unhappy with how we have handled your data

To exercise any of these rights, email info@haineshomes.co.uk. We will respond within one calendar month.

10. COOKIES

We use cookies to make this website work and to understand how visitors use it.

Strictly necessary cookies are always on. They make the site function, for example page navigation and form submission.
Analytics cookies run only with your consent. They help us understand which pages are visited and how the site performs. We use Squarespace built-in analytics and Google Analytics 4.

You can accept, reject, or manage cookies via the banner shown on your first visit, or through your browser settings.

11. CHANGES TO THIS POLICY

We may update this policy from time to time. The latest version is always available on this page, with the date at the top reflecting the most recent change. Material changes will be communicated to active clients, tenants, and registered investors by email.

12. CONTACT US

Email: info@haineshomes.co.uk
Post: Haines Homes / Haines Developments, 5-7 Station Road, Longfield, England, DA3 7QD

If you have a complaint about how we have handled your data and we have not resolved it to your satisfaction, you can contact the Information Commissioner's Office at ico.org.uk or 0303 123 1113.