1. Introduction
Amhurst Lettings ("we", "us", "our") is committed to protecting and respecting your privacy. This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
For the purpose of the UK General Data Protection Regulation (GDPR), the data controller is Amhurst Lettings Limited, registered in England and Wales.
2. Information We Collect
We may collect and process the following categories of personal data about you:
- Identity data (name, title, date of birth)
- Contact data (address, email, telephone numbers)
- Financial data (bank details, income verification, credit references)
- Transaction data (rental payments, service fees)
- Property data (current and previous addresses, landlord/tenant status)
- Technical data (IP address, browser type, device information)
- Usage data (how you interact with our website and services)
3. People Referred to Us
If somebody refers you to Amhurst Lettings, we may receive your name, contact details and information about your property from that person. We use this information to contact you about the letting or property management services they believe may be relevant to you.
Because we receive this information from another person rather than directly from you, we will tell you where your details came from and provide the information required by Article 14 of the UK GDPR, normally when we first contact you. You can ask us not to contact you again or exercise any of the rights described below.
4. How We Use Your Information
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- To provide and manage our letting and property management services
- To perform our contract with you (tenancy agreements, management agreements)
- To comply with legal and regulatory obligations (Right to Rent, Anti-Money Laundering, Tenant Fees Act)
- To process payments and manage arrears
- To carry out tenant referencing and credit checks
- To communicate with you about your property or tenancy
- To improve our services and website functionality
- Where we have your consent, to send you marketing communications
5. Sharing Your Information
We may share your personal data with the following categories of third parties where necessary:
- Tenant referencing agencies and credit reference agencies
- Tenancy deposit protection schemes
- Landlords (if you are a tenant) or tenants (if you are a landlord)
- Solicitors, accountants, and professional advisers
- Contractors and maintenance providers
- HM Revenue & Customs, regulators, and other authorities
- Our banking and payment processing providers
We require all third parties to respect the security of your personal data and to treat it in accordance with the law.
6. Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way. We limit access to your personal data to those employees, agents, and contractors who have a business need to know. All staff are subject to confidentiality obligations.
7. Data Retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Typically, we retain tenancy-related data for six years after the end of a tenancy, in line with legal and regulatory requirements.
8. Your Legal Rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data, including the right to:
- Request access to your personal data (subject access request)
- Request correction of your personal data
- Request erasure of your personal data
- Object to processing of your personal data
- Request restriction of processing your personal data
- Request transfer of your personal data (data portability)
- Withdraw consent (where applicable)
If you wish to exercise any of these rights, please contact us using the details below.
9. Cookies and Website Analytics
Our website uses cookies to distinguish you from other users and to improve your experience. For detailed information about the cookies we use and the purposes for which we use them, please see our Cookie Policy.
10. Changes to This Privacy Policy
We may update this privacy policy from time to time. Any changes we make will be posted on this page with an updated revision date. We encourage you to review this policy periodically.
11. Contact Us
If you have any questions about this privacy policy or our privacy practices, or if you wish to exercise your data protection rights, please contact us:
You also have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).