Privacy notice

Effective date: January 1, 2024

Why we hold and process information

This notice sets out how we hold and process information we hold on you. We process personal information about our tenants and possible new tenants so that we can provide residential accommodation. This includes:

  • Dealing with lettings;
  • Dealing with application for tenancies;
  • Checking suitability for tenancies (including credit, right to rent and similar checks)
  • Property management;
  • Collecting rent;
  • Maintaining our accounts and records;
  • Dealing with tenancy deposits

Relevant information may include personal details, employment, and education details as well as financial details. By law, we must carry our “right to rent” checks on new tenants and residents. We must keep copies of the documents we inspect as part of these checks. We may keep copies on the computer.

Sharing information with others

We may need to share personal information we process with others. We will keep you information for 1 year after your tenancy has ended or a failed application.

If we need to pass details on to others, we will keep to data protection legislation.

Depending on the circumstances, we may share information with:

  • Other landlords
  • Employers
  • Educational institutions
  • Suppliers (including gas, electric and water companies) and service providers
  • Financial organisations
  • Credit and tenant referencing agencies
  • Tenancy deposit scheme
  • Debt collection and tracing agencies
  • Public and governing bodies (including those who deal with benefits and council tax)
  • Contractors and repairers
  • Letting and managing agents
  • Any future owner of the property

This does not mean that we necessarily share information with all the above but may well do so if we need to.

Council tax and utilities

To make sure that council tax, utility and service bills are correctly collected, we share information with the local authority or service provider as to who has vacated and moved into a property. This ensures the correct bills are sent to the correct party.

Why we use your personal information

We may use the personal information you give us in several ways such as preventing fraud, right to rent checks and for auditing purposes. We would also need to use this information for management issues and debt collection.

Right to gather information

You have the right to ask for a copy of the information that we hold about you. We may make a small charge for this service. We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information if it is not correct. To ask to do so, please write to us or email us.