Privacy notice

Who we are

FastTrack Property Progression is the data controller for the information described in this notice.

We progress sales on behalf of estate agents. Where your sale is being progressed for an estate agent named on your emails, that agent is also responsible for your information and their own privacy notice applies alongside this one.

Who this notice is for

• Buyers and sellers whose sale or purchase we are progressing.
• Solicitors, conveyancers, mortgage advisers and surveyors acting on a sale.
• Other estate agents and households in the chain, whose details reach us because their sale depends on one of ours.
• Anyone who emails, messages or rings us about a sale.
• People who use our client portal, or fill in the moving-in booklet from a link we send.

What we hold, and where it comes from

Buyers and sellers. Your name, email addresses, phone numbers and home address; which side of the sale you are on; the property, its price and the dates of the sale; our notes about progress; emails you send us and copies of the ones we send you; and, if you fill it in, the moving-in booklet (meters, keys, bins, tradespeople and anything else you choose to write). Most of it comes from you, the memorandum of sale, or the estate agent who instructed us. Where a purchase involves a mortgage we record that, and the date the offer expires. Where a sale is a probate sale we record that too.

Professionals on the sale. Your name, firm, business address, email and phone, taken from the memorandum of sale, your own emails and correspondence. Solicitors' details are kept in our address book so we can instruct them again on a future sale.

The chain. For each linked property: its address and price, the name and contact details of the estate agent handling it, and of the seller and their solicitor where a party to our sale or their solicitor tells us them.

Emails and messages. Emails sent to our progression address are stored on the sale they concern, with the sender's name and address, so the file shows what was said and when.

Why we use it, and the legal basis

Who we share it with

We never sell information. We share it with the people on your sale who need it (the solicitors, the other side's agent, your mortgage adviser) and with the services that run this software for us, who act only on our instructions:

• Supabase hosts our database and files, and sends portal sign-in codes.
• Vercel hosts the application (London).
• Postmark sends and receives our email and tells us when an email was delivered and opened.
• Anthropic provides the AI that reads incoming emails and drafts updates. Its terms do not allow our data to be used to train its models.
• Google hosts our review page.

Postmark, Anthropic and Google are based in the United States. Where information leaves the UK we rely on the UK's International Data Transfer Agreement or Addendum, or the UK–US data bridge where the provider is certified under it.

How long we keep it

• The sale file, including notes, emails and documents: six years after completion or fall-through, the period in which a complaint or claim about the sale could arise.
• The full text of incoming emails: twelve months, after which only the file note remains.
• The moving-in booklet: until twelve months after completion.
• Past-client anniversary details: until you unsubscribe, or five years after completion, whichever is sooner.
• Invoices and accounting records: six years, as the law requires.

We are putting automatic deletion on these timescales in place. Until it is running, anything past its period is removed on request, and you can ask at any time.

Emails, tracking and messages

Emails we send about your sale include a small tracking image so we can see that the email was delivered and opened; we use this to know a chase or an update reached the person it was sent to. You can stop images loading in your email program if you would rather we did not see this.

Emails about your sale are service messages and will be sent while we are progressing it. Anniversary notes and review requests are the only messages we send after a sale finishes; each one has an unsubscribe link, and one click stops them.

Cookies and your browser

The portal uses only the cookies it needs to keep you signed in. There is no advertising or analytics tracking on this site. The moving-day page may keep your own notes and ticks in your browser so they are there when you come back; nothing in your browser is sent to us.

Your rights

You can ask us for a copy of the information we hold about you, ask us to correct it, ask us to delete it, ask us to stop using it in a particular way, or object to our using it at all. Where we rely on your consent you can withdraw it at any time. Write to us at the address on your emails; we will reply within one month and may ask you to confirm who you are first. Deleting information about a live sale may mean we cannot continue to progress it, and some records must be kept for the periods above regardless.

If you are unhappy with how we have handled your information you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would ask you to raise it with us first so we can put it right.

Changes

When we change what we do with your information we update this page and the date at the top.