Privacy Policy

We are Dome Property Management Limited of 20 Stuart Street, Luton, LU1 2SL (company number 14997500).

At Dome Properties we take data privacy very seriously and want to make sure your experience with us is the best it can be. This Privacy Policy gives you a clear view of who we are, how we collect, share and use the personal information you provide us, how we protect your data to the highest standard and the rights and choices you have to control your personal information and protect your privacy.

When you enquire or register for products or services provided by Dome Properties we may collect personal data about you from a variety of sources.
The majority of information we collect about you will be provided directly from yourself during the course of your relationship with us however we may obtain information from other sources such as other third parties e.g. Rightmove and Zoopla or publicly available sources such as HM Land registry.

When you use our products and services we will collect personal information such as:

• your name;
• your email addresses;
• your telephone numbers;
• your date of birth;
• your postal address;
• your payment details;
• copies of your ID e.g. passport, driving licence, birth certificate, utility bill;
• your IP addresses;
• proof of funds (e.g. mortgage offers, banks statements etc.);
• records of your conversations with our live chat;
• recordings of your phone calls made to our teams.
• data about your family members or associates (if relevant to the product or service);
• information about your property occupier status, such as whether you are a tenant, live with parents or are an owner occupier of the property where you live;
• your residency and / or citizenship status, if relevant, such as your nationality your length of residency in the United Kingdom and/or whether you have the permanent right to reside in the United Kingdom.

If you don’t provide us with this information, we may not be able to provide you with access to our products or services.

When you use our services, suppliers working on our behalf will need to contact you to collect other information about you to help us comply with our legal obligations to verify your identity and conduct anti-money laundering and / or other legally required checks. This information may include images of government-issued IDs, selfies or videos of your face to conduct facial recognition checks, location data and other personal information. This will be collected directly from you by these third parties (in their capacity as independent controllers) through your devices based on your consent. Some of this information may be considered to be biometric identifiers or biometric information. Undertaking a facial recognition check using biometric information is not mandatory for the use of our services, however, you will still be required to provide copies of identity documents which may need to be certified and the process may take longer.

We do not routinely collect special category data however if you choose to provide this information to us we will treat the data with the additional protection given under data protection laws.

During the course of our relationship with you we may ask for additional information from you which is required for us to fulfil the specified service.

We are committed to protecting your personal information and implementing appropriate technical and organisational security measures to protect it against any unauthorised or unlawful processing and against any accidental loss, destruction or damage.

We store all your personal data in highly secure software systems and when we share your personal data with third parties we do so in a safe and secure manner.

If you are a user of our website and app we will use your personal data:

1. To manage your account and allowing you to make searches of properties and to use the app. We do this in our legitimate interest of running our business.
2. To market other services (see below). We do this either with your consent or in our legitimate interest to provide you with information about other services we offer that are similar or ancillary to those on our site.
3. To monitor and analyse user behaviour. We do this in our legitimate interest to help improve our site to meet our customer's needs.

If we contract with you as a seller or a landlord we will use your personal data:

1. To carry out the services we have agreed to provide you and to notify you of the status of your transaction. This processing is necessary for the performance of our contract with you. This includes passing your information to third parties (see below).
2. To prevent money laundering by conducting an identification check. This processing is to comply with our legal obligation to carry out anti-money laundering checks. We will be unable to proceed with any work on behalf of our customers if we are unable to obtain and check the necessary information. To do this we will share your personal information with our anti-money laundering check providers.

If you are a buyer or potential tenant we will use your personal data

1. To check your ability to proceed with an offer on a property by checking your financial position (i.e. do you have a mortgage agreed in principle or are you a cash buyer and whether you have a property to sell to enable you to purchase another property) and to determine your ability to proceed with a purchase so that the seller or landlord has an informed choice should there be an offer. To do this we may ask for additional financial information from you. We do this in our legitimate interest of providing a quality service to our customers.
2. For auctions sales where you have registered to book a viewing on a property that is being sold by way of auction, we shall pass your contact details to the auction provider. We do this in our legitimate interest of providing a quality service to our customers
3. To prevent money laundering by conducting an identification and source of funds check. This processing is to comply with our legal obligation to carry out anti-money laundering checks. We will be unable to generate a memorandum of sale and facilitate an offer on behalf of a buyer if we are unable to obtain and check the necessary information. To do this we will share your personal information with our anti-money laundering check providers.

If you are a customer or prospective customer and contact us via phone or live chat we will use your personal data:

1. To keep accurate records of phone conversations by recording calls made to our head office. We also collect Calling Line Identification (CLI) information. This is the phone number you are calling from (unless the number is withheld). We hold a log of the phone number, the date and time of the call, the duration of the phone call and a recording of the phone call. We may also use this number to call you back if you have asked us to so, if your call drops or if there is a problem with the line, we do this under our legitimate interest.
2. To keep accurate records of conversations made to our live chat . If you contact us on our live chat facility on the website, we will collect your first name, phone number, email address and a record of the conversation. We do this in our legitimate interest to ensure that we keep an accurate record of these chats.

As part of our service, we may contact you to discuss the progress of your transaction and to make sure you have everything you need to get moving. This may include, for example, discussing your choice of conveyancing services, surveys, auctions or other relevant services which might be required as part of your move.

Our email and text marketing will include market updates and information about us, our website, our products and services, offers and promotions. We do this with your consent. You can opt in or out of electronic marketing in your account.

The website uses cookies to help keep track of items you put into your shopping cart including when you have abandoned your cart and this information is used to determine when to send cart reminder messages via email or SMS.

On occasion, we may call you marketing our own or third party services (and sometimes we use outsource providers to conduct these marketing activities). We do this either with your consent or where we believe we have a legitimate interest to provide you with products and services which may be of interest to you to ensure we are covering all aspects of your home move journey. You can opt in or out of marketing calls in your account.

You have a right at any time to stop us from contacting you for marketing purposes. If you wish to amend your marketing preferences, please click here. If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes.

General Third Party Data Sharing

Whose Data we share

Third Party

Reason for Data Sharing

Type of Data Shared

Seller/Buyer

Tenant/Landlord

The other party to your transaction

To allow the transaction to proceed.

Contact details,
details of the offer.

Seller/Landlord

Deferred payment provider

To process your deferred payment

Contact details,
card details

Seller/Buyer

Your conveyancer

To provide conveyancing services

Contact details,
details of the offer, property details

Seller

Auction providers

To enable you to discuss the option of selling your home at auction

Contact details, property details

Seller

Contact details (name, address, email address, telephone number)

Tenant

Reference providers

To obtain a reference for you as a potential tenant.

All information provided as part of your tenancy application

Tenant

ID Check providers

To check your right to rent in the UK

Contact details, DOB, ID details (e.g. passport number, driving licence number)

Seller/Landlord/Buyer

Identity verification and anti-money laundering check providers

To enable us to perform identity verification and anti-money laundering checks and for our providers to offer their complementary services

Contact details, DOB, ID details (e.g. passport number, driving licence number), copies of identity documents and, where applicable, selfie or video images for facial recognition checks

Seller/Buyer

Energy Helpline/Water Suppliers/Local Authorities

To switch your energy supply and register you for water supply and council tax if you opt for this service

Contact Details, Date of Birth, Property Details, Energy Usage Information, Bank Details

Landlord/Tenant

Inventory providers

To carry out Inventory checks and report on the condition of your property

Contact Details/Property Details

Landlord/Tenant

Maintenance Contractors and Out of Hours service providers

To arrange and carry out essential maintenance and emergency repairs to your property when necessary

Contact Details/Property Details

Landlord/Tenant

Deposit Protection Service

To keep your Deposit money safe

Contact Details/Financial Details

Landlord/Tenant

Our Utility switch partner

To notify utility companies of changes to occupancy and to give you the option of switching to a better energy deal

Contact details/Property Details

Seller/Buyer
Tenant/Landlord

To enable the group company to provide the relevant product or service; To allow the transaction to proceed and to perform our contract with you; To enable the administration and operation of our business.

All information provided by you.

Seller/Buyer

Our contact centre outsourcing supplier

To perform our service for you. To offer you our further services and ancillary (including third party) services

All information provided by you.

Marketing

Details of third parties who we may share your data with for marketing purposes are set out below. We share this data either with your consent or where we believe we have a legitimate interest to provide you with products and services which may be of interest to you, or a legitimate interest to provide and promote our services, and grow our business, in an effective way. We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.. 

Whose Data we share

Third Party

Reason for Data Sharing

Type of Data Shared

Seller/Buyer

Our mortgage and financial services partner

To enable you to obtain mortgage quotes and insurance related products

Contact details, DOB, property details

Seller/Buyer

Our conveyancing partner

To provide you with a conveyancing quote

Contact details, property details

Seller/Buyer

Our surveying partner

To provide you with a survey quote

Contact details, property details

Seller

Auction providers

To enable you to discuss the option of selling your home at auction

Contact details, property details

Seller/Buyer

Our authorised direct marketing communications agencies and consultant

To provide you with value-add services

Contact details, property details

Seller/Buyer/
Tenant/Landlord

To enable you to obtain mortgage quotes and insurance related products, or otherwise to provide you with services offered by our group of companies

Contact details, DOB, property details

Seller/Buyer/
Tenant/Landlord

Technical providers such as our text message automation tool provider

Mobile or SMS communications;

You can choose to subscribe to our text communications to receive information about Dome Properties and our products, promotions and similar.

Contact details

Seller/Buyer/
Tenant/Landlord

Technical providers such as our email marketing tool provider

Marketing communications;

You can choose to subscribe to our email communications to receive information about Dome Properties  and our products, promotions and similar.

Contact details

Seller/Buyer/
Tenant/Landlord

Third party data brokers

To enrich your existing profile information that we have about you. To match your data with our existing datasets. To carry out data cleansing in order to ensure the data we hold is accurate. To carry out audience segmenting using data provided by data brokers in order to prioritise our marketing and send you relevant suggestions and recommendations.

Property address

SMS - We will not share your opt-in to an SMS campaign with any third party for purposes unrelated to providing you with the services of that campaign. We may share your personal data, including your SMS opt-in or consent status, with third parties that help us provide our messaging services, including but not limited to platform providers, phone companies, and any other vendors who assist us in the delivery of text messages.

Online behavioural advertising – we and our third party partners may use your personal data that we have collected and other data that is collected through your interactions with third party websites and services to provide you with, and analyse the effectiveness of, personalised ads when you visit other websites and/or use other services (including the social media and other platforms described in the “social media retargeting” section below). By “personalised ads”, we mean advertisements for products and services that you have shown an interest in when you have used our website or which you otherwise might be interested in based on your browsing habits, although our third-party partners may use the data that is collected to show personalised ads for products and services offered by third parties.

These vendors may collect information about your visits to our website, and your interactions with our products and services. Such vendors may place and access their own cookies, tags, web beacons or similar technologies on your computer or device used to access the website to serve you ads or other content personalised to your interests (“Interest-based Advertising”). In addition to the information about your visits to our website, these vendors may also use the information about your visits to other websites to target advertisements for products and services available from Dome Properties.

As described in more detail in our Cookie Policy, you may be able to set your browser to reject cookies later. In that case, you may still receive online advertising, but it may be less personalised.

Social media retargeting – If we advertise to you on social media and other platforms we share your email address (usually in an encrypted or ‘hashed’ form) with third-party ad partners or providers of social media platforms and other services, such as Facebook and Google and other similar platforms (“Social Platforms”), so that the third party providers can try to “match” your data with the data of their registered users of their Social Platforms. This is done by us providing a list of hashed email addresses to Social Platforms or incorporating a pixel from Social Platforms into our own Sites/Services, and the Social Platforms matching common factors between our data and their data collected via cookies or pixels. For instance, we may incorporate the Facebook pixel on our Sites/Services and may share your email address with Facebook as part of our use of Facebook Custom Audiences. Where there is a successful match, we will display our advertising to you when you use the relevant Social Platform (e.g., on your Facebook newsfeed). This is known as “custom audience” advertising, because we “customise” the audience that we want to reach on the relevant service. Some of the advertising that you see may be personalised to you. For more information about the cookies used by these Social Platforms and our partners, please see the Cookies section below.

If we advertise to other people who share similar interests and characteristics to you, we will also provide your personal data to Social Platforms. If you are a user of those Social Platforms, we may ask the Social Platforms to find other registered users of their services who share similar interests and characteristics to you, which will be based on information that the third party holds about you and its other registered users. This is known as “lookalike” audience advertising because we are trying to show our advertising to people who “look like” you.

Please note that such activity is also subject to the privacy choices you have elected to make on such third-party services.

The relevant Social Platform act as our service provider and in other contexts may also be a controller in respect of the personal data that is collected via your use of our social media pages and may independently use that personal data for additional purposes. For details of how the relevant Social Platform uses your personal data as well as how to request a deletion of personal information collected by these Social Platforms, please see the privacy policy of the relevant Social Platform.

You can also exercise control over how your personal information is used for advertising purposes by visiting http://www.youronlinechoices.eu

In addition, as described in more detail in the Cookies Policy, you may be able to set your browser to reject cookies later. In that case, you may still receive online advertising, but it may be less personalised.

Measurement – We will also use other tools provided by such Social Platforms and other advertising partners for the purposes of serving you with and measuring advertisements in different ways, including, search management platforms for managing campaigns, analytics services to understand how you interact with our content (including on the relevant Social Platforms), tools which allow us to understand whether you have purchased a product based on advertisements served to you on a Social Platform or otherwise and tools to serve you with our ads when you search on a Social Platform or other third party sites. Such activities may involve sharing your transaction data with the Social Platforms and other advertising partners, in addition to your hashed email address. For more information about the advertising partners and Social Platforms we use, please see our Cookies Policy. 

Business sales and reorganisations

We have a legitimate interest (to run and obtain value from the business) in processing your information in connection with any mergers, acquisitions or reorganisation of our business, in which case your information may be shared with a prospective buyer as part of the due diligence process and transferred to a buyer as part of the sale, where necessary for the purposes of such transaction and in accordance with applicable laws.

Legal disclosure

We may also share your information with third parties other than those listed above if we have a legal requirement to do so. These may include the police, local authorities and other law enforcement and regulatory agencies where we are satisfied that the relevant agency has demonstrated a proper legal basis for requesting the personal information, unless there is an overriding and urgent safeguarding concern where non-disclosure would harm the vital interest of any party when disclosure may take place without a request in writing.

If you decide to apply for a job at Dome Properties, we will handle your data to follow the recruitment process. The information collected is likely to include your contact details, identity data, professional experience, educational history, the correspondence between us, and on occasion social and health data.

We will use your information to:

• Assess your suitability for any of our positions that you apply for;
• Communicate with you about the recruitment process;
• Keep records about our recruitment process;
• Comply with our legal and regulatory obligations in relation to recruitment; and
• Review our equal opportunity profile in accordance with applicable legislation.

Our lawful bases are:

• Performance (or entering into) of a contract with you; and /or
• Necessary for our legitimate interest to ensure that we can make the best recruitment decisions.

Where you have applied for a job opening through Indeed, we will disclose to Indeed certain personal data that we hold, including but not limited to a unique identifier used by Indeed to identify you, and information about your progress through our hiring process for the applicable job opening, as well as other information that we hold about you, such as your name, contact details and other information involving analysis of data relating to you as an applicant for employment (collectively “Disposition Data”). Indeed’s Privacy Notice in respect of Indeed’s use of the Disposition Data is available on Indeed’s website.

Where you have applied to a job opening through another service provider, we may disclose data similar to the Disposition Data defined above to such service provider. The service provider shall be the data controller of this data and shall therefore be responsible for complying with all applicable law in respect of the use of that data following its transfer by us.

We may use Indeed’s or another service provider’s technology to select appropriate candidates for us to consider based on criteria expressly identified by us, or typical in relation to the role for which you have applied. The process of finding suitable candidates is automatic, however, any decision as to who we will engage to fill the job opening will be made by our colleagues.

Where you have applied for a job with Dome Properties and were unsuccessful, your CV and personal data will be retained for 6 months after we have informed you that you were unsuccessful. However, in the event of an investigation, litigation or court proceedings (or if these are anticipated), your personal data will be retained at least for the duration of such an investigation, litigation or court proceedings.

We will only send personal data collected within the UK to foreign countries in limited circumstances such as to follow your instructions, to comply with a legal duty or to work with our suppliers, agents and advisers who we use to help run our business and services.

If we do transfer personal data outside of the UK, we will only do so to countries deemed by the UK to have adequate data protection laws or where we are satisfied that the personal data will be sufficiently protected in the destination country and through appropriate safeguards such as approved standard data protection contractual clauses. One such instance is where we transfer your personal data to South Africa, to allow us to work with our contact centre outsourcing supplier in that country.

We retain your personal data only for as long as we need to comply with our obligations under The Property Ombudsman Code of Practice and rules set by HMRC. The retention periods are:

• Seven years for data related to a financial transaction with Dome Properties (such as an Instruction to market a property)
• Six years for data related to a property transaction (such as an Offer)
• Five years for data related to our obligations under Anti-Money Laundering regulations
• 18 months for other personal data not covered by one of the above.

Our website contains links to other websites. This Privacy Policy only applies to this website so when you link to other websites you should read their own privacy policies.

Under Data Protection Law, you have a number of rights relating to your personal data. The rights available to you depend on our reason for processing your information. You have the following rights:

• Right to be informed - You have a right to be told how Dome Properties use your personal information;
• Right of access - You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to us at the following address: Dome Properties Management Limited, 20 Stuart Street, Luton, LU1 2SL
• Right of rectification - Under certain circumstances you have the right to rectification if you believe your data is incorrect;
• Right to erasure (right to be forgotten) - Under certain circumstances you have the right to erase your personal data;
• Right to restrict processing - Under certain circumstances you have the right to object to our processing your personal data or to restrict our processing of it;
• Right of data portability – You have the right to have the personal data we hold on you transferred to another organisation;
• Right to object - Where you have given consent to any processing (including marketing) you have the right to withdraw that consent at any time (but this doesn’t affect processing which we have done on that basis prior to you withdrawing consent). 

To exercise any of these rights please contact us admin@dome-pm.co.uk

We may use your data in AI and automated decision-making systems as a legitimate interest to improve the efficiency of our customer service, for re-engagement purposes to review your existing services and offer suitable new services, to confirm your identity or to validate documents you provide. However, please note that currently we do not carry out any purely automated decision making, in that no automated decisions are made using such systems that have a legal or similar effect on customers, and all results are reviewed by colleagues.

The Dome Property website and applications may automatically collect data about how you use our services in order to help us improve future functionality of our website and to assist with advertising and targeting. We use Google Analytics, which is a web analysis service provided by Google.

For more information about the cookies we use and how to change your cookie preferences, please see our Cookie Policy.

We keep our Privacy Policy under regular review and we will place any updates on this web page. This Privacy Policy was last updated on 09 June 2026.

We are committed to working with you to obtain a fair resolution of any complaint or concern about privacy and comply with The Property Ombudsman Codes of Practice. If you wish to make a complaint about how we have handled your personal data, in the first instance please contact the Data Protection Officer using the details set out in the How to contact us section below. If, however, you believe that we have not been able to assist with your complaint or concern, you have the right to make a complaint to your local data protection authority the Information Commissioners Office

Please contact us if you have any questions about our privacy policy or information we hold about you:

By email: admin@dome-pm.co.uk

or write to us at:

20 Stuart Street
Luton
LU1 2SL

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to us at the above address.

We want to make sure that your personal information is accurate and up to date. You may visit your Privacy Dashboard to correct or remove information you think is inaccurate. We will keep your personal information for one year from your last interaction with us unless we have a legal obligation to retain that information for a longer or shorter period.