Privacy notice
Last updated 14 November 2026. This notice is generated from our data inventory, so it lists exactly what this service holds.
Who we are
Jaz real estate group viewings service, operated by Automation Bureau for Jaz real estate group. To ask about your data, use the Help link at the bottom of every page, or contact the estate agency you dealt with.
We are the controller for agency staff accounts and demo sign-ups. For enquirers (people who ask about a property), the estate agency is the controller and we process their details on the agency's behalf.
What we collect, why, and for how long
Agency staff accounts
- What
- email address, display name, password (stored only as a one-way hash), role
- From
- The staff member, when they start a demo or are added by their agency
- Why
- To sign in and to route tasks and reminders to the right person
- Lawful basis
- Contract (providing the service the agency signed up for)
- Kept for
- While the account exists; removed when the agency's account is deleted
- Held
- Our server in the UK or EU, on the server's disk
- Shared with
- Our hosting provider, Our email delivery provider
- Our role
- Controller
Enquiries and viewings
- What
- name, email address, phone number (optional), message (optional), viewing time, task titles that name the enquirer
- From
- The enquirer, on the property's page
- Why
- To offer and confirm a viewing and remind you about it
- Lawful basis
- Legitimate interests (arranging the viewing you asked for)
- Kept for
- 12 months after the enquiry, unless an AML check on it must be kept longer
- Held
- Our server in the UK or EU
- Shared with
- Our hosting provider, Our email delivery provider
- Our role
- Processor for the estate agency
Emails we send for the agency
- What
- recipient email address, message text, delivery status
- From
- Created from the enquiry or task
- Why
- To send viewing times, confirmations and reminders, and to show the agency whether they were delivered
- Lawful basis
- Legitimate interests (arranging the viewing you asked for)
- Kept for
- 90 days
- Held
- Our server in the UK or EU
- Shared with
- Our hosting provider, Our email delivery provider
- Our role
- Processor for the estate agency
Anti-money-laundering check records
- What
- whose check it is, whether photo ID was seen, whether proof of address was seen, outcome, who checked and when, whether and when it was sent to the agency's AMLS provider, and their reference
- From
- Agency staff, after seeing the customer's documents (we do not store copies of documents)
- Why
- The agency's customer due diligence duty under the Money Laundering Regulations 2017
- Lawful basis
- Legal obligation
- Kept for
- 5 years
- Held
- Our server in the UK or EU
- Shared with
- Our hosting provider, The agency's AMLS provider, when the agency connects one (receives the customer's name, property reference, what was seen, outcome, who checked and when)
- Our role
- Processor for the estate agency
Activity log
- What
- staff display name, what was done, which can include an enquirer's name, when
- From
- Recorded automatically when someone acts
- Why
- A record of who did what, and when, for the agency
- Lawful basis
- Legitimate interests (accountability for client work)
- Kept for
- 24 months
- Held
- Our server in the UK or EU
- Shared with
- Our hosting provider
- Our role
- Processor for the estate agency
Your rights
You can ask for a copy of your data, to correct it, or to have it deleted, and you can object to how it is used. Enquirers should contact the estate agency, who will ask us to act; staff can use the Help link. We answer within one month.
Complaints
If you are unhappy with how your data is handled, tell us first through Help. You can also complain to the Information Commissioner's Office (ico.org.uk, 0303 123 1113).