Privacy Policy for Monarch Estates
1. Introduction
Monarch Estates (hereinafter referred to as "we," "us," or "our") is committed to protecting the privacy and security of your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you interact with us, including through our website, email communications, and during the provision of our real estate services.
We are the data controller responsible for the processing of your personal data under this Privacy Policy.
2. Data We Collect
We may collect and process the following types of personal data:
- Contact Information: Your name, address, email address, telephone number.
- Property Information: Details about properties you are interested in buying, selling, or renting, including preferences, budget, property specifications, and any other information you provide to us in relation to real estate services. For sellers/landlords, this includes property addresses, legal details, and marketing information.
- Financial Information: Information related to your financial capacity for property transactions (e.g., proof of funds, mortgage pre-approval status), bank account details for payments or disbursements. We do not store full credit card details; these are processed by our secure payment processors.
- Identification Information: Copies of identification documents (e.g., passport, NIE/DNI) as required for legal compliance in real estate transactions in Spain.
- Communication Data: Records of our correspondence with you, including emails, phone calls, and other communications.
- Website Usage Data: Information about how you use our website, such as your IP address, browser type, operating system, pages visited, and Browse patterns (collected through cookies and similar technologies – please see our separate Cookie Policy for more details).
- Marketing Preferences: Information about your preferences for receiving marketing communications from us.
- Other Information: Any other personal data you voluntarily provide to us.
3. How We Collect Your Data
We collect your personal data in the following ways:
- Directly from you: When you contact us through our website, inquiry forms, email, phone, during property viewings, consultations, or when you engage us for our services.
- Through our website: When you browse our website, certain information is collected automatically through cookies and similar technologies (subject to your consent where required).
- From third parties: We may receive your personal data from third parties in limited circumstances, such as referrals from other clients or business partners (where you have consented to this), or from public registers as part of property due diligence.
4. How We Use Your Data
We may use your personal data for the following purposes:
- To provide our services: To match you with suitable properties, market your property, arrange viewings, facilitate negotiations, assist with the administrative aspects of property transactions (e.g., drafting agreements, coordinating with lawyers/notaries), and manage rental properties.
- To communicate with you: To respond to your inquiries, provide information about our services, provide property updates, and keep you informed throughout the buying, selling, or rental process.
- For marketing purposes: With your consent where required, to send you promotional materials, newsletters, and information about properties, services, and offers that may be of interest to you. You can opt-out of receiving marketing communications at any time.
- To process payments: To manage invoices, process commission payments, and handle other financial aspects related to our services.
- To improve our website and services: To analyse website usage data and feedback to enhance our online presence, property listings, and service offerings.
- For legal and administrative purposes: To comply with legal obligations (e.g., anti-money laundering regulations, tax requirements), prevent fraud, resolve disputes, and enforce our agreements.
5. Legal Basis for Processing Your Data
Our legal basis for processing your personal data will depend on the specific purpose. These bases may include:
- Contractual necessity: Processing is necessary for the performance of a contract with you (e.g., to act as your real estate agent, manage a property).
- Legitimate interests: Processing is necessary for our legitimate interests, provided that your rights and freedoms do not override these interests (e.g., for direct marketing, improving our services, website administration, or managing client relationships).
- Consent: We may rely on your explicit consent to process your personal data for certain purposes, such as marketing communications or specific data sharing. You have the right to withdraw your consent at any time.
- Legal obligations: We may need to process your personal data to comply with legal obligations applicable to real estate agencies in Spain (e.g., LSSI, anti-money laundering laws).
6. How We Share Your Data
We may share your personal data with the following categories of recipients:
- Service providers: We may engage third-party service providers who assist us in providing our services (e.g., IT support, website hosting, payment processing, marketing platforms, legal/notary platforms). These providers are contractually obligated to protect your data.
- Prospective buyers/sellers/tenants: When facilitating a transaction, relevant property or client information may be shared with the other party involved in the potential transaction.
- Professional advisors: We may share relevant data with legal advisors, financial advisors, mortgage brokers, surveyors, notaries, and other professionals involved in a property transaction, as necessary to complete the service.
- Authorities: We may disclose your personal data to legal authorities, tax authorities, or regulatory bodies if required by law or in response to a valid legal request (e.g., for anti-money laundering checks).
- Business transfers: In the event of a merger, acquisition, or sale of all or a portion of our business, your personal data may be transferred to the acquiring entity. We will inform you of such a transfer.
7. International Data Transfers
Your personal data may be transferred to and processed in countries outside of Spain and the European Economic Area (EEA). In such cases, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with applicable data protection laws, such as the use of Standard Contractual Clauses approved by the European Commission.
8. Data Security
We have implemented appropriate technical and organizational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. These measures include data encryption, secure storage, access controls, and regular security assessments.
9. Data Retention
We will retain your personal data for as long as necessary to fulfill the purposes for which it was collected, including for the duration of our business relationship, to comply with legal and regulatory obligations (e.g., anti-money laundering records, tax records), and for the establishment, exercise, or defense of legal claims. The retention period will vary depending on the type of data and the specific purposes.
10. Your Rights
Under the General Data Protection Regulation (GDPR) and Spanish data protection laws, you have the following rights regarding your personal data:
- Right to access: You have the right to request access to the personal data we hold about you.
- Right to rectification: You have the right to request that we correct any inaccurate or incomplete personal data.
- Right to erasure ("right to be forgotten"): You have the right to request the deletion of your personal data under certain circumstances.
- Right to restriction of processing: You have the right to request the restriction of the processing of your personal data under certain circumstances.
- Right to data portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit it to another controller.
- Right to object: You have the right to object to the processing of your personal data for certain purposes, including direct marketing.
- Right not to be subject to automated decision-making: You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.
- Right to withdraw consent: If we are processing your personal data based on your consent, you have the right to withdraw your consent at any time.
11. How to Exercise Your Rights
To exercise any of your rights, please contact us using the contact details provided below. We may ask you to verify your identity before responding to your request. We will respond to your request without undue delay and in accordance with applicable data protection laws.
12. Complaints
If you believe that our processing of your personal data infringes data protection laws, you have the right to lodge a complaint with the Spanish Data Protection Agency (Agencia Española de Protección de Datos - AEPD). You can find more information on their website: www.aepd.es. We would appreciate the opportunity to address your concerns before you approach the AEPD, so please contact us in the first instance.
13. Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by posting the updated policy on our website or through other appropriate communication channels. The date of the latest revision will be indicated at the top of the policy.
14. Contact Us
If you have any questions or concerns about this Privacy Policy or our data processing practices, please contact us at:
Monarch Estates
Email: [email protected]
Telephone: +34 617 555 665
Last Updated: 28.07.2025