Privacy Policy

Last updated: 4 November 2026

1. Who we are

Milestone Estates is a family-run property business operating as a partnership under the trading name Milestone Estates. We let our own student and residential properties in Reading.

For the purposes of UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Milestone Estates is the controller of the personal information described in this policy. This means we decide how and why it is used.

This policy explains how we handle personal information collected through our website, including our property enquiry forms.

2. Information we collect

When you send an enquiry through one of our property enquiry forms, we collect:

• your name;
• your email address;
• your telephone number, if you choose to provide it (this is optional);
• the reference of the property you are enquiring about; and
• your message and any other information you choose to include in it.

We ask that you do not include sensitive information (for example, details about your health) in your message unless it is necessary for your enquiry.

If you contact us in another way, such as by email, telephone or WhatsApp, we will receive the information you choose to give us and use it for the purposes described in this policy.

3. How we use your information

We use the information you give us to:

• respond to your enquiry and answer your questions;
• arrange property viewings; and
• communicate with you as a prospective tenant about the property you are interested in and, where relevant, a possible tenancy.

We do not sell your personal information, and we do not use the details from your enquiry to send you marketing.

4. Our lawful bases for using your information

UK data protection law requires us to have a lawful basis for using your personal information. We rely on the following:

• Legitimate interests. We have a legitimate interest in responding to enquiries about our properties, arranging viewings, keeping a record of enquiries and running our lettings business effectively. We only rely on this basis where our interests are not overridden by your rights and interests.
• Steps towards entering into a contract. Where you ask us to take steps with a view to entering into a tenancy agreement with you, for example arranging a viewing or discussing a tenancy, we use your information to take those steps at your request.
• Legal obligation. Where applicable, we may need to use or keep certain information to comply with our legal obligations.

5. How your enquiry is handled and stored

When you submit an enquiry form, your enquiry is:

• sent by email to our property enquiries inbox at rizwana@milestoneestates.com; and
• stored within Repaint, the platform on which our website is built and hosted.

Stored enquiries can be viewed through our private Enquiries dashboard, which is available only to authorised users at Milestone Estates. Authorised users can review and update enquiries, for example to record when we last contacted you or whether an enquiry has proceeded to a tenancy, and can delete enquiries manually.

6. How long we keep your information

We do not keep enquiries for longer than we need them. Enquiries are not deleted automatically. Instead:

• an enquiry that has not proceeded to a tenancy is flagged for review in our Enquiries dashboard once 12 months have passed without contact; and
• we then review it and decide whether it still needs to be kept or should be deleted. Deletion is carried out manually by an authorised user.

Please note that:

• because enquiries are also received by email, deleting an enquiry from our Enquiries dashboard does not delete the copy received in our email inbox, which is managed separately; and
• after an enquiry is deleted, copies may remain for a limited period in backups and system logs kept by our service providers for security, reliability and disaster recovery purposes, until they are overwritten or deleted in the normal course of those providers' operations.

You can ask us to delete your enquiry at any time. Please see Your rights below.

7. Sharing your information and third-party services

Service providers

We use Repaint, the platform on which our website is built and hosted, to run our website and handle enquiries. Repaint hosts our website, stores enquiries and delivers enquiry emails to us, acting on our behalf under a data processing agreement.

Repaint in turn uses third-party providers to deliver its services, including providers of cloud hosting, data storage and email delivery. Where our team uses the AI tools built into the Repaint platform to help manage our website or enquiries, relevant information may also be processed by the AI providers Repaint uses. Repaint's personnel may access information where reasonably necessary to provide support, maintain the platform or investigate security issues.

These providers process personal information only to provide their services and are subject to confidentiality and data protection obligations. Repaint publishes details of the providers it uses in its Data Processing Agreement.

Google Maps

Our Contact Us page shows a static map image by default. Google Maps is only loaded if you click the Load Interactive Map button. Once activated, Google may collect and process information about you, such as your IP address and information about your device and browser, and may use cookies or similar technologies. This processing is carried out by Google under its own privacy policy, which you can read at policies.google.com/privacy. If you do not click the button, Google Maps is not loaded.

Links to other websites and services

Our website includes links to other services, such as WhatsApp, Instagram, Google reviews and directions, and the government's energy performance certificate register. These services are not loaded unless you choose to follow a link. Once you leave our website or open one of these services, its own privacy policy applies, and it may process your information.

Other disclosures

We may also disclose information where we are required to do so by law, or where it is necessary to establish, exercise or defend legal claims.

8. International transfers

Repaint is based in the United States. As a result, personal information you provide to us through our website, including enquiries, may be transferred to and processed in the United States and other countries outside the UK where Repaint and its service providers operate.

Repaint's data processing agreement states that, where UK data protection law requires an approved transfer mechanism, appropriate safeguards will be relied on. These may include standard contractual clauses, an adequacy decision (in the UK, known as adequacy regulations) or another lawful transfer mechanism.

If you would like more information about international transfers of your personal information, please contact us using the details in section 12.

9. Cookies, analytics and tracking

Our website currently does not use advertising trackers or analytics tools. The fonts used on our website are hosted on our own website rather than loaded from an external font service.

When we tested our website, no cookies were set on visitors' devices. Third-party services such as Google Maps may use cookies or similar technologies once you choose to activate them (see section 7).

If we introduce cookies, analytics or similar technologies in the future, we will update this policy and, where required by law, ask for your consent first.

10. Keeping your information secure

We take appropriate measures to protect your personal information. These include:

• using HTTPS, so information sent between your browser and our website is encrypted in transit;
• validation on our enquiry forms, and spam protection to help prevent misuse; and
• limiting access to stored enquiries to authorised users at Milestone Estates.

No method of sending or storing information online is completely secure, but we work to protect your information and review our arrangements when needed.

11. Your rights

Under UK GDPR, you have the following rights in relation to your personal information:

• Right of access: to ask for a copy of the personal information we hold about you.
• Right to rectification: to ask us to correct information that is inaccurate or complete information that is incomplete.
• Right to erasure: to ask us to delete your personal information in certain circumstances.
• Right to restriction of processing: to ask us to limit how we use your information in certain circumstances.
• Right to object: to object to our use of your information where we rely on legitimate interests.
• Right to data portability: in certain circumstances, to receive information you have given us in a structured, commonly used, machine-readable format, or ask us to transfer it to another organisation.

Some of these rights apply only in certain circumstances. You do not usually have to pay a fee to exercise your rights. We may need to ask you for information to confirm your identity before we respond. We will normally respond within one month of receiving your request; if your request is complex, this may be extended, and we will let you know.

12. Contacting us about your information

If you have any questions about this policy or how we handle your personal information, or you would like to exercise any of your rights, please contact us:

• Email: mail@milestoneestates.com
• Telephone: 0118 967 7666
• Post: Milestone Estates, 53 Erleigh Road, Reading, RG1 5NB

For questions about a specific property enquiry, you can also email rizwana@milestoneestates.com.

13. Making a complaint

If you are unhappy with how we have handled your personal information, please contact us first so that we can try to put things right.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator:

• Website: ico.org.uk/make-a-complaint
• Telephone: 0303 123 1113
• Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

14. Changes to this policy

We may update this policy from time to time, for example if we change how we use personal information or introduce new features on our website. The latest version will always be available on this page, with the date it was last updated shown at the top.