This Privacy Notice explains how we collect, use and protect your personal information when you apply for a tenancy, become a tenant or resident, or landlord client, or act as a guarantor.
We are committed to handling your information fairly, lawfully and transparently, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Data Controller: David Harrison
ICO Registration Number: ZA146645
This notice applies to all tenants, residents, prospective tenants, prospective residents, landlord clients and guarantors.
What Data We Collect
We collect and process personal data necessary to provide and manage residential accommodation. This includes:
Identity & Contact Information
Name, address, email, phone numbers
Date of birth, nationality
National Insurance number
Next of kin or emergency contact
Tenancy & Application Information
Previous addresses and landlord details
Employment status, income and references
Student status (if applicable)
Details of other residents or joint tenants
Guarantor information (if applicable)
Financial Information
Bank details for rent payments
Deposit information
Rent payment history
Arrears and recovery information
Legal & Compliance Information
Right to Rent documentation (England)
Tenancy agreement details
Council Tax liability
Utility responsibilities
Tenancy deposit scheme information
Communications & Records
Emails, text messages and written correspondence
Notes of conversations
Call recordings (mobile phone call recording is used routinely)
CCTV (if installed)
If CCTV is installed at a property, we may collect images or audio for:
security
prevention and detection of crime
monitoring breaches of tenancy terms
Information from Third Parties
We may receive information from:
referees, employers, previous landlords
local authorities, DWP, benefit agencies
utility companies and council tax departments
law enforcement
contractors attending the property
online portals (e.g., OpenRent, Rightmove)
Why We Use Your Data (Lawful Bases)
We only process your data where we have a lawful basis. These include:
1. Contract
To take steps at your request before entering into a tenancy and to manage the tenancy once it begins.
Examples:
preparing tenancy agreements
collecting rent
arranging repairs
managing deposits
communicating with you
2. Legal Obligations
We must process certain data to comply with the law.
Examples:
Right to Rent checks
gas and electrical safety access
tenancy deposit protection
council tax notifications
providing information to authorities when required
3. Legitimate Interests
We process data where it is necessary for our legitimate interests and does not override your rights.
Examples:
assessing suitability for a tenancy
managing arrears or breaches
arranging repairs and maintenance
ensuring property security (including CCTV if installed)
tracing former tenants
maintaining accurate records
4. Vital Interests
In rare cases, we may process data to protect life or prevent serious harm.
Example:
contacting next of kin in an emergency
5. Consent
We rarely rely on consent, but where we do, you may withdraw it at any time.
Who We Share Data With
We only share your data where necessary and lawful. Depending on circumstances, we may share information with:
Contractors and tradespeople
Utility companies and water providers
Local authorities (council tax, licensing, enforcement)
Department for Work and Pensions / benefit agencies
Tenancy deposit schemes
Law enforcement and regulatory bodies
Professional advisers (e.g., lawyers, accountants)
Debt recovery and tracing agents
Future owners of the property (if sold)
Joint tenants and guarantors (where relevant)
Cloud service providers and email hosting services
We do not sell your data.
Security & Storage
We take appropriate technical and organisational measures to keep your data secure.
Electronic data is stored on secure servers and devices.
Access is restricted to those who need it for legitimate purposes.
Call recordings on mobile phones are stored securely.
CCTV (if installed) is operated in accordance with legal requirements.
Cloud services may store data outside the UK/EEA; we ensure appropriate safeguards are in place.
How Long We Keep Your Data
We keep your data only as long as necessary:
Tenancy applications that do not proceed: 1 year
Tenancy records: duration of tenancy + 7 years
Financial and tax records: up to 6 years (legal requirement)
CCTV recordings (if used): kept for a limited period unless required for investigation
Call recordings: retained only as long as necessary for tenancy management
After these periods, data is securely deleted or destroyed.
Your Rights
You have the following rights under data protection law:
Access – to request a copy of your personal data
Correction – to have inaccurate data corrected
Erasure – to request deletion in certain circumstances
Restriction – to limit how your data is used
Objection – to object to processing based on legitimate interests
Data Portability – to request transfer of your data
To exercise any of these rights, contact us using the details below.
Complaints
If you have concerns about how we handle your data, please contact us first.
You also have the right to complain to the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
www.ico.org.uk
Contact Us
Data Controller: David Harrison Postal Address: 1 Chestnut Drive, Bushby, Leicester, LE7 9RB Telephone: 0116 298 6543 Email:
