Privacy Policy
Last updated 17 September 2026
This policy explains what personal data Agent Legend Ltd (company number 17464557), registered in England and Wales at 71-75 Shelton Street, Covent Garden, London WC2H 9JQ handles, why, and what rights you have. We have tried to write it in plain English rather than legal boilerplate.
Who we are
Agent Legend Ltd (company number 17464557), registered in England and Wales at 71-75 Shelton Street, Covent Garden, London WC2H 9JQ operates Agent Legend, software that answers an estate agency’s enquiries, books viewings, records offers, coordinates repairs and pages the agency’s own on-call staff out of hours. Agent Legend Ltd also operates SalesRelay (salesrelay.uk), the sales-progression half of the same platform, under its own matching policies.
We are registered with the Information Commissioner’s Office under registration number 00015569543. For privacy questions, contact hello@agentlegend.co.uk.
Controller or processor?
This distinction matters, because it determines who is responsible for what.
When an estate agency uses Agent Legend to run its front desk, the agency is the data controller and we are the data processor. We handle the data of its applicants, buyers, vendors, landlords and tenants on the agency’s instructions, under a Data Processing Agreement.
We are the controller for our own business data: the accounts of people who sign up, enquiries sent to us, billing records, and website analytics.
What we collect
| Applicants and buyers | Name, contact details, the content of enquiries and messages, viewing bookings, and offer details including the funding position an offer states (for example deposit, mortgage agreement in principle, chain). |
| Vendors and landlords | Name, contact details, and the properties and transactions they relate to. |
| Tenants and occupants | Name, contact details, tenancy address, and repair reports — kept word for word as submitted, because they are the evidence of what the agency was told and when. |
| Agency users | Name, work email, role, branch, authentication data, and the on-call rota the agency configures (names and phone numbers of its own staff). |
| Technical | Server logs including IP address, browser type and pages requested, retained for security and diagnostics. |
Vulnerability information
An agency can record that an occupant is vulnerable — for example a newborn in the home, or a health condition that makes loss of heating more serious. Agent Legend uses that flag for exactly one thing: raising the priority of a repair so it is dealt with sooner. It never lowers anything, is never used for marketing or profiling, and is visible only to the agency that recorded it.
Why we process it, and our lawful basis
| To answer enquiries and book viewings | Legitimate interests of the agency and the enquirer — someone who asks about a property reasonably expects a reply about it. |
| To record and relay offers | Performance of the agency’s contract with its client, and the parties’ legitimate interests in the sale. |
| To coordinate repairs and page on-call staff | The agency’s legal obligations as agent for the landlord (repairing obligations), and the vital interests of occupants where a report indicates danger. |
| To provide and secure the service | Performance of our contract with the agency, and our legitimate interest in operating a secure platform. |
| To meet legal obligations | Legal obligation — for example accounting records. |
| Marketing to business contacts | Legitimate interests, with an unsubscribe link in every message. We do not sell data or share it for third-party marketing. |
Automated processing and AI
AL — the assistant — always identifies itself as software, never as a person.
Agent Legend’s written replies and its repair triage run on deterministic rules on our own infrastructure — no third-party AI model reads that content. The optional telephone channel is different, and we say so plainly: where an agency switches it on, calls are carried by a voice AI platform and a language model conducts the spoken conversation. Both are named on our subprocessors page. Even on the telephone, every factual answer about a property or the agency is fetched from the agency’s own verified record by our systems — the model is never the source of a fact.
The repair classifier is only allowed to be wrong in one direction: a report it does not recognise is treated as more urgent, never less. An emergency is answered with the relevant emergency number first — 999, or the National Gas Emergency Service — and a person is paged. Where anything is ambiguous, the system escalates to a human rather than deciding.
No automated decision is made about any individual that produces legal or similarly significant effects. Client data is not used to train AI models.
Who we share it with
We share data only as the product requires — a viewing confirmation to the applicant who booked it, a page to the agency’s own on-call staff, a sale-agreed handover to SalesRelay (operated by the same company) where the agency uses it — and with the service providers needed to run the platform.
Our subprocessors are listed on the subprocessors page. We do not sell personal data.
International transfers
Your data is stored at rest in the United Kingdom. Three things to know beyond that, stated rather than hidden: our hosting provider serves the application from a global network, so a request may be processed outside the UK in transit; out-of-hours emergency texts and calls are delivered by our telephony provider, which processes that alert’s content in the United States under the International Data Transfer Addendum to the EU Standard Contractual Clauses; and where an agency enables the telephone channel, its calls are carried by our voice platform, which processes call audio and transcripts in the United States under equivalent safeguards. The alert goes only to the agency’s own on-call staff. Locations for every provider are on the subprocessors page.
How long we keep it
| Enquiries, viewings and offers | For the life of the relationship and then as instructed by the agency, ordinarily up to 6 years to cover the limitation period for property matters. |
| Repair reports and their history | Retained verbatim alongside the tenancy, since their purpose is to evidence what the agency was told and what was done — the timeline a statutory repair clock is measured against. |
| Account data | For as long as the account is active, then 12 months. |
| Server logs | Ordinarily 90 days. |
| Billing records | 6 years, as required for UK tax purposes. |
Your rights
Under UK GDPR you have the right to access your data, to have inaccurate data corrected, to erasure in certain circumstances, to restrict or object to processing, and to data portability.
If an estate agency is the controller, please contact them first — but you can always contact us at hello@agentlegend.co.uk and we will help, or pass the request on.
If you are unhappy with how we have handled your data, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
Security
Data is encrypted in transit and at rest, every query is scoped to one agency, and the same isolation is enforced a second time by the database itself. Full detail, including what we have not yet certified, is on our security page.
Changes
If we make material changes we will update the date at the top of this page and, for agency customers, notify the account contact.
Questions about any of this? hello@agentlegend.co.uk