This privacy policy should be read alongside our Terms of Business. This includes our website terms, user terms and letting plan terms.
- What is personal data?
- Who are we?
- Collecting and processing personal data
- Using and storing personal data
- Updating and protecting personal data
The protection and privacy of your personal data is important to us. lettingaproperty.com are responsible for lawfully processing all data transactions at www.lettingaproperty.com. We enable all www.lettingaproperty.com visitors and users to be in control of their personal data. This policy explains how we process and protect this data. By using our website, you’re agreeing to be bound by this policy.
What is personal data?
In this policy, "personal data" means any information relating to an identified or identifiable natural person.
An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier, like a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
We never sell personal data and carry out all processing operations in compliance with the EU General Data Protection Regulation (“GDPR”) (specifically but not limited to Article 6(1)(b) to (f) and Article 28).
Who are we?
lettingaproperty.com are a property lettings platform, helping landlords and tenants manage the rental process.
PropMedia Ltd trading as lettingaproperty.com is a registered company limited by guarantee (no. 6679146).
The registered address is:
Brook House, Birmingham Road, Henley in Arden, Warwickshire, B95 5QR.
We are registered members of the UK Association of Letting Agents (UKALA), The Property Ombudsman, Safe Agent and we hold Client Money Protection Insurance.
If you have any questions regarding this policy, please contact us at the above address or here.
Collecting and processing personal data
- How do we collect personal data?
- What personal data is collected?
- How do we process personal data?
- Payment information
- Email communication
How do we collect personal data?
LettingaProperty.com primarily collect information from landlord and tenant users.
Landlords use our platform to let out their property and benefit from:
- Property advertising
- Arranging property viewings
- Tenant reference checks
- Tenancy agreement drafting and digital signature
- Rent collection
- Deposit security
- Rent protection
- Arrangement of third-party services
- Regular industry updates and information
Tenants use our platform to:
- Browse for properties to rent
- Contact landlords
- Undergo reference checks
- Sign tenancy agreements
- Set up rent collection
Here are some examples of how we obtain information about you:
- When you register to use our website
- When you use our savings calculator, instant valuation or other online tools
- When you submit a ticket
- When you request to arrange a viewing
- When you apply to rent a property
- When you create and/or sign a tenancy agreement
- When you advertise a property
- When you request a valuation
- When you sign up for our blog newsletter or download a document
- When you contact us about products and services we offer
What personal data is collected?
The personal information we collect might include:
- Your name
- Your address
- Your email address
- Your telephone number
- Your passport or similar proof of identity
- Your proof of residency
- Your IP address and location
- Information regarding your activity on www.lettingaproperty.com
How do we process personal data?
We process your personal data under the following categories of ‘lawful basis of processing data’ in accordance with the General Data Protection Regulations (GDPR).
Consent
We rely on consent to process some of your personal data. Under the basis of consent, you have a genuine free choice and ongoing control over how we use your data.
We value your personal privacy and only want you to receive information that you actually want.
You can unsubscribe from most of the communication you receive from us, with the exception of important account-related notifications, like requesting a new password.
You can do this by clicking Unsubscribe at the bottom of any email or replying 'STOP' to SMS messages.
Contractual basis
By registering to use our service, you are agreeing to our Terms of Business whereby we enter into a contract with you. We require your information to comply with our contractual obligations.
For example, if you pay for a product or service, we would require your personal information in order to provide that service and fulfil our contract with you.
Legal obligation
Because we offer services that are governed by UK law and parliamentary legislation, we have a legal obligation to collect and process information accordingly.
Example
When a landlord wants to advertise their property, we must confirm the identity of the property owner to comply with Anti Money Laundering (AML). This requires us to collect and process the landlord's personal data.
For tenants, we may be required to carry out referencing and background checks, confirming they meet the requirements of the rental property. This requires us to collect and process the tenant's personal data.
We may on occasion have a legal obligation to pass your personal information to a government department, such as HMRC, The Department for Work and Pensions (DWP), the Police or other legal entities. We may also use your personal information to detect and reduce fraud and credit risk.
Legitimate interests
When you sign up to our website, we believe you have a legitimate interest in our platform, products or services.
Because of this, we may contact you with product or service recommendations provided by ourselves or trusted third-party partners. We base these recommendations on your user profile, transaction history and/or website activity.
Example
A landlord purchases advertising via lettingaproperty.com. As it's a legal requirement for landlords to hold a valid EPC at their rental property, we may contact the landlord asking if they need assistance in arranging this service. In this instance, we would believe the landlord has a legitimate interest in purchasing an EPC.
A tenant registers with lettingaproperty.com. As most landlords will require their tenants to pass formal referencing checks, we may contact the tenant asking if they would like a free credit check with our third-party provider. In this instance, we believe that the tenant has a legitimate interest in knowing their credit score.
Payment information
When you make a payment via lettingaproperty.com, your payment is processed by our secure third-party payment provider. Your credit card information is not held by us.
Email communication
Our website uses an API with Mailchimp and their subsidiary Mandrill. We use Mailchimp for our email communication. In most cases, they hold your name, email address, and telephone number. Mailchimp are one of the world’s largest email system providers and take every precaution to secure your data.
Using and storing personal data
- How is your personal data used?
- How long is your personal data kept?
- Who has access to your personal data?
- Sharing data with third parties
- Research and development
How is your personal data used?
We may use your information to:
- Process orders that you have submitted
- Carry out our obligations arising from any contracts entered into by you and us
- Seek your views or comments on the services we provide
- Notify you of changes to our services
- Dealing with entries into a competition
- Send you communications that you have requested
- Provide details of our products and services via email, text or phone
How long is your personal data kept?
We review our retention periods for personal information on a regular basis.
We are legally required to hold some types of personal data to fulfil our statutory obligations, such as Right to Rent information.
We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.
Who has access to your personal data?
We will not sell or rent your information to third parties. Nor will we share your personal information with third parties for marketing purposes.
Sharing data with third parties
Direct services
We may pass your information to our third-party service providers, contractors and other associated organisations to provide the services you have requested.
Example
A landlord purchases professional photos We will pass the details on to our professional third-party photographer to carry out this service.
We disclose only the personal information that is necessary to deliver the service. We have contracts in place with all our third-party providers requiring them to keep your information secure and not to use it for their own direct marketing purposes.
We will not release your information to third parties for them to use for their own purposes unless you have requested us to do so, or we are required to do so by law (such as a court order, fraud prevention or other crime).
Associated services
We have relationships with various trusted partners to provide our landlords and tenants with relevant products and services to help them during their rental journey.
If you have consented for your data to be shared with our trusted partners – either by opt-in or specific consent – they may contact you directly by email or phone.
Example
A landlord asks for a Building and Contents insurance recommendation. They agree to have their details passed to our insurance partner, Alan Boswell Group.
In some cases, these partners will be acting as Data Controller of your information, so it's wise to read their own Privacy Policy. Any information shared by the third party with us will be used in accordance with this policy.
Business sale or acquisition
Should PropMedia Ltd transfer ownership of the company, sell or restructure some or all of our business, any personal data you have shared will be transferred to the new owners. If this happens, your privacy rights will continue to be protected. We will inform you and they will adhere to this privacy policy.
Research and development
Profiling
We may analyse your personal data to determine your interests and preferences and send you relevant communication. We may also use this information for customer research, creating customer profiles and improving our service.
Website monitoring
Our website may also use the HotJar recording service. Hotjar may record mouse clicks, mouse movements, page scrolling and any text keyed into website forms. The information collected does not include bank details or any sensitive personal data.
Data collected by Hotjar is for lettingaproperty.com internal use only. It's used to improve our website usability and is stored for aggregated and statistical reporting.
Use of cookies
www.lettingaproperty.com uses cookies.
When you visit a website, we sends 'cookies' to your device to recognise when you visit.
Cookies allow us to collect statistical data about your browsing actions and patterns and do not identify you as an individual.
Example
We use cookies to store your country preference. This helps us to improve our website and service.
You can switch off your cookies in your browser preferences, but this may result in a loss of functionality when using our website.
Updating and protecting data
Updating your own personal data
In registering with lettingaproperty.com, you grant us consent for us to contact you. You can change your communication preferences at any time by going to Account Settings. You can also do this by clicking Unsubscribe on any email you no longer want to receive.
The accuracy of your information is important. You can access and update your personal information at any time by going to Account Settings.
Security of your personal data
Website security
When you give us personal information, we take steps to ensure that it’s treated securely. Any sensitive information (such as credit or debit card details) is encrypted and protected with 128 Bit encryption on SSL.
Your web browser (such as Google Chrome, Safari or Microsoft Edge) will tell you that your page is secure by showing a lock icon at the bottom of the page.
Your security risk
Non-sensitive personal data, like your email address, is transmitted normally over the internet. This can never be guaranteed to be 100% secure.
Although we strive to protect your personal information, we cannot fully guarantee the security of any information transmitted to us. This is done at your own risk.
We make our best effort to secure all information received and stored on our platform. Users are responsible for keeping their account password confidential and should not share their password with anyone.
Links to other websites
Our website contains links to websites run by other companies. This policy applies to our website only, so we encourage you to read the privacy statements of other websites you visit. We cannot be responsible for the privacy policies and practices of other companies, even if you access their website through www.lettingaproperty.com.
If you came to www.lettingaproperty.com from another website, we are not responsible for the privacy policies and practices of that company.
Transferring your information outside of Europe
As part of our service, the information which you provide to us may be transferred to countries outside the European Union (“EU”).
This may happen if any of our servers are from time to time located in a country outside of the EU, or if you are using our services whilst outside the EU. These countries may have different data protection laws from the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will ensure appropriate security measures are taken to uphold your privacy rights outlined in this policy.
16 or under
Anyone aged 16 or under should get permission from a parent or guardian before providing us - or anyone - with their personal information.
Your right to access, update or delete your data
As part of our commitment to safeguarding your privacy, we acknowledge and respect your entitlements concerning your personal data.
You possess the right to access, amend, or erase the data we hold about you. Should you wish to review your personal data, rectify any inaccuracies, or request the removal of your information from our records, please contact us at support@lettingaproperty.com. We will promptly address your request in line with applicable laws and regulations.
Please note that certain legal obligations or legitimate business interests may impede us from immediately fulfilling all deletion requests. Nonetheless, we will inform you of any such constraints and collaborate with you to find a satisfactory resolution