Tenant Privacy Notice

How we obtain your personal data

You provide your personal data either in person, over the telephone, via email or via an online form when you register with us and during the course of our relationship.

We will ask if you have any criminal convictions and this information will be shared with prospective landlords.

How we use this personal data

We use your personal data to provide a lettings service to you.

The lawful basis for the majority of processing your data is legitimate interests – the processing is necessary for the legitimate interests of our business and all our clients to ensure that tenants are housed in the best property possible for their needs.

We will ask if you would like us to share your details with Tenant Shop, a utility comparison service provider.   For this service, the lawful basis for processing your data is consent – this means that we will not provide your details to Tenant Shop without your consent.

We will also use this data to keep you informed of our other services, if you consented to this when you registered.  For this service, the lawful basis for processing your data is consent – this means that you must give your consent prior to receiving these communications.  Without your consent, we will not contact you regarding our services.

How we share your personal data

We store your information on our technology systems in the UK, some of which is managed by our IT service providers.

Your information will be shared with your prospective landlord.

We will share your details with Hazelton Mountford who conduct tenant referencing on our behalf.   Hazelton Mountford will contact you to request further information in order to complete these checks.

Once you have agreed to a tenancy your details may be shared with;

  • Suppliers of utilities to the property
  • The local authority for the property
  • Our contractors to complete property inspections and maintenance, when required
  • A tenant deposit scheme provider

In the event of a breach of contract, your details may be shared with other external parties.

We will not further share your details; nor will we sell them to anyone.

Information received from other sources?

We do not receive information from other sources.

How long do we keep this information about you

Your data is held for the duration of your tenancy.  Once this has ended, your personal data will be held for up to twelve months, unless it is deemed to be significant or there is valid reason for its retention. Financial records are kept for seven years.

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