What this policy covers

This policy explains what we collect when you use this website, when you send us an enquiry or a message, and when you enter into a residential tenancy with us. It covers {BRAND}, company number {COMPANY_NO}.

Information you give us

• Enquiries and messages. When you send a rental enquiry or contact form, we receive what you type in and the details your browser sends with the request. That includes your name, email address, any telephone number you provide, your housing requirement and anything you write in the message field.
• Email and telephone contact. If you contact us directly we keep the correspondence for as long as it takes to deal with your enquiry and to keep a record of any tenancy that follows.
• Tenancy applications. If you apply for a property we will ask for the information needed to assess the application — identity documents, proof of income or employment, references and, where relevant, right-to-rent information. What is required is confirmed with you at the point of application.
• Tenancy records. If you enter a tenancy we hold the tenancy agreement, the move-in and check-out condition records, rent records, correspondence about the property and records of any maintenance carried out.

Information collected automatically

Our server records the request that delivered a page to your browser, including the time, the page requested and general technical information such as your browser type. We use this to keep the site running and to investigate errors, not to build a profile of you.

See the cookie policy for what is stored in your browser and how to change it.

Why we use it

• To answer your enquiry and, where it is relevant, to identify properties that match your requirement.
• To assess tenancy applications against the criteria we confirm with applicants.
• To set up, administer and record a tenancy, including collecting rent and accounting for any deposit.
• To carry out and record routine inspections, repairs and maintenance.
• To keep a record of our legal and contractual obligations, and to defend or pursue legal claims.

Where we rely on legitimate interests, we have considered whether our interest is outweighed by your rights, and we have kept the use of the information to what is necessary for the purpose above.

Who we share it with

We do not sell personal information. We share it only where it is necessary to run a tenancy or meet a legal obligation, which can include:

• contractors and suppliers carrying out repairs or maintenance at a property;
• the deposit protection scheme, where a tenancy deposit is protected;
• professional advisers, including accountants and solicitors;
• regulators, courts and other authorities where we are required to disclose it.

We require those recipients to process the information only for the purpose we give them and to keep it confidential.

How long we keep it

Enquiries that do not lead to a tenancy are kept for a limited period so we can deal with a follow-up, and then deleted. Tenancy records are kept for the length of the tenancy and afterwards for as long as we need them to meet our legal and accounting obligations, including any limitation period for a claim relating to that tenancy.

Your rights

Subject to the conditions set out in data protection law, you can ask us for a copy of the personal information we hold about you, ask us to correct information that is wrong or incomplete, ask us to delete information in defined circumstances, and object to or ask us to restrict certain uses of your information.

Write to us at {EMAIL}. We will need to verify who you are before we can act on a request. You also have the right to complain to the relevant supervisory authority if you are not satisfied with how we have handled your request.

Changes to this policy

We update this policy when what we do or what the law requires changes. The date at the top of the page reflects the version in use.