The data we collect

We collect and process the following categories of personal data when you enquire about, apply for, or rent a property:

• Identity and contact: name, date of birth, phone number, email, current/previous addresses, ID documents (e.g. passport, driving licence).
• Tenancy application data: employment details, income, bank statements or payslips (to verify affordability), references (employer/landlord), right-to-rent documents, immigration status where required by law.
• Tenancy and property management data: tenancy agreement, rent payment history, arrears, deposit details, correspondence, maintenance requests, inventory, inspection notes.
• Financial and payment data: bank account details (for rent payments/returns), payment records, debt recovery information if applicable.
• Compliance and security data: proof of insurance where relevant, incident reports, key logs, meter readings, compliance certificates.
• Device/CCTV data: CCTV footage covering communal and external areas only. We do not use audio recording.
• Special category data (only if necessary): for example, health information you share to request reasonable adjustments. We only process this with your consent or where the law allows.

How we get your data

• Directly from you (viewings, forms, email, phone, messages).
• From third parties with your permission or where lawful: referencing agencies, previous landlords, employers, credit reference agencies, guarantors.
• From public sources where relevant: electoral roll, court records for CCJs/evictions (via credit reference agencies).

Why we use your data (lawful bases)

We use your data for the following purposes and legal reasons:

• To assess tenancy applications and affordability: performance of a contract or steps before entering it; our legitimate interests in selecting suitable tenants.
• To comply with legal obligations: right to rent checks, tax/accounting, safety compliance, anti money laundering (if applicable), responding to lawful requests.
• To manage the tenancy: rent collection, maintenance and repairs, inspections, communications, renewals, and ending the tenancy (contract; legitimate interests).
• To protect our property and occupants: security, preventing and detecting fraud or crime (legitimate interests; vital interests in emergencies).
• To pursue or defend legal claims: recovering arrears, handling disputes (legitimate interests).
• With your consent: only where consent is required (e.g., keeping you on a waiting list, processing certain health information). You can withdraw consent at any time.

Who we share your data with

We share data only when necessary and with safeguards:

• Referencing/credit agencies and your named referees.
• Property service providers: tradespeople, managing agents (if appointed), inventory clerks, cleaners; only what they need to do the job.
• Payment and banking providers for rent and deposit transfers.
• Deposit protection scheme: My Deposits as required by law.
• Insurers and legal advisors, debt collectors or courts when pursuing or defending claims.
• Authorities and regulators: HMRC, police, Home Office (right to rent), local council or other bodies when we have a legal duty. We do not sell your personal data.

International transfers

We store data in the UK. If we use services that transfer data outside the UK (for example, email or cloud storage), we will ensure appropriate safeguards are in place, such as UK approved standard contractual clauses or an adequacy decision. Details are available on request.

How long we keep your data

We keep data only as long as necessary for the purpose collected and to meet legal, tax, and accounting requirements. Typical retention periods:

• Unsuccessful applicants: up to 6 months after a decision (or sooner if you object), unless you consent to be kept on a waiting list.
• Tenancy records: tenancy term plus 6 years.
• Right to rent checks: for the duration of the tenancy and up to 1 year after it ends.
• CCTV footage: usually 30–90 days unless required for an investigation. We securely delete or anonymise data when no longer needed.

Your rights

You have the following rights over your personal data:

• Access to a copy of your data.
• Rectification of inaccurate or incomplete data.
• Erasure (the “right to be forgotten”) in certain situations.
• Restriction of processing in certain circumstances.
• Data portability for data you provided, where processing is based on consent or contract and carried out by automated means.
• Object to processing based on our legitimate interests or for direct marketing.
• Withdraw consent at any time where we rely on consent. To exercise these rights, contact us using the details above. We may need to verify your identity. There is no fee unless a request is manifestly unfounded or excessive.

Automated decision making

We do not make decisions based solely on automated processing that have legal or similarly significant effects on you. If this changes, we will inform you and explain your rights.

Security

We use appropriate technical and organisational measures to protect your data, including access controls, encryption where appropriate, secure storage, and contracts with service providers requiring confidentiality and security.

Children’s data

We do not knowingly collect data directly from children. Information about occupants under 18 should only be provided by a parent or legal guardian and only as needed for the tenancy.

Complaints

If you have concerns about how we handle your data, contact us first so we can address them. You also have the right to complain to the UK data protection regulator:

• Information Commissioner’s Office (ICO): ico.org.uk | 0303 123 1113 | Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.