Privacy

The Information We Collect

We collect data necessary to provide and manage residential accommodation, including:

Identity & Contact: Names, addresses, phone numbers, NI number and car registrations.

Background & Verification: Occupation, credit status, and references from previous landlords/ employers.

Financial: Bank details, rent payment history, and deposit information.

Utilities & Council Tax: Information regarding your liability for bills and services.

Communications: Records of emails, texts, and phone calls.

Special Categories & Protected Data

Right to Rent Checks: By law, we must verify the immigration status of all adult residents. You are legally required to provide original documentation (e.g., passports/visas as required by Law) for us to inspect and copy.

Sensitive Data: We only process data regarding health or disability with your explicit consent, typically to manage property accessibility.

Children: Where children reside in the property, we process their basic information (supplied by a parent/guardian) to comply with age-verification and safety requirements.

How We Collect Your Data

We collect data through direct interactions with you and from the following third parties:

Property Portals: Information received via OpenRent, Rightmove, Zoopla, or Gumtree.

Public Bodies: Information from Local Authorities (Council Tax), the DWP (Universal Credit/Housing Benefit), or Law Enforcement.

Third-Party References: Credit reference agencies and previous landlords/employers.

Internal & Public Sources: Rent records we generate, or publicly available information (e.g., Google/Facebook).

Other Individuals: Information provided by joint tenants, guarantors, or neighbors

Communications & Monitoring

Retaining Communications: In our legitimate interests, we monitor and retain records of all emails, text messages, social media messages, and other written correspondence. This ensures an accurate record of our dealings to help manage your tenancy effectively.

Telephone Calls: To protect our legitimate interests and ensure service quality, telephone conversations may be recorded. These recordings provide a record of what was discussed and agreed upon.

CCTV: Where installed (typically in communal areas or building exteriors), CCTV is used for security and the prevention/detection of crime. We also reserve the right to use CCTV footage to monitor and investigate potential breaches of tenancy terms (e.g., unauthorized subletting or antisocial behavior).

Sharing Your Information

We only share data when necessary. Key recipients include:

Utility Companies & Local Authorities: To ensure Council Tax and utility bills are correctly assigned to occupants.
Tenancy Deposit Schemes: To protect your security deposit as required by law.
Contractors: To arrange repairs and safety inspections.
Public Authorities: HMRC, DWP (for Universal Credit/Housing Benefit), or the Police if required for crime prevention.
Professional Advisers: Our lawyers, accountants, or letting agents.
Legal & Law Enforcement: The Police, courts, or debt collection agencies.
Joint Tenants & Guarantors: We may share details regarding rent arrears or tenancy breaches with your joint tenants or guarantors.
Property Stakeholders: Future owners of the property, freeholders, or block managing agents.
Emergency Contacts: Your next of kin in the event of an emergency.
References: Other landlords if you apply for a new tenancy elsewhere.

Security and Storage

Data Security: We use appropriate technical and organisational measures to prevent your data from being lost, stolen, or accessed without authorisation.
Storage Methods: Your personal data is stored securely across multiple formats, including:
Digital: Secure computers, specialized property management software, and password-protected email systems.
Physical: Secured paper files kept in locked storage.
Location: Data is primarily stored in the UK. Where web or email providers host data internationally, we ensure they meet required UK/EU adequacy standards and provide equivalent protection.
Retention: * Successful Tenancies: We hold your data for the duration of your tenancy plus 7 years (to comply with statutory limitation periods and HMRC tax requirements).
Unsuccessful Applications: If a tenancy does not proceed, we hold your data for 1 year before secure disposal.