Privacy Notice
Who are we?
The personal data do we process and our legal basis for using it.
Landlords
We use your data to enter a contract with you and to conduct a level of due diligence as required by UK legislation. For contractual purposes we will process:
• your name
• contact details
• details of your bank account, building insurance and rent guarantee insurance
• premises address and mortgage lender’s consent
Our lawful basis for this processing is article 6.1.b of the UK GDPR (contractual
necessity).
For due diligence reasons, we will collect:
• your UK residential status for tax purposes
• identity verification
• overseas landlord approval number
• proof of ownership
Our lawful basis for this processing is article 6.1.c. UK GDPR (legal obligation).
We will send marketing material we believe will be of interest to you with your consent as allowed by article 6.1.a of the UK GPDR. We process your IP address and geolocation for additional verification purposes under article 6.1.f UK GDPR (legitimate interest).
Tenants
We collect your personal data to verify who you are, establish a contract, manage your tenancy and communicate with you.
To enter a tenancy contract and communicate with you, we collect:
• your full name,
• contact details,
• date of birth
• bank account details
Our lawful basis for this is article 6.1.b UK GDPR (contractual necessity).
We are legally required to conduct right to rent checks and for this purpose, we collect the following data:
• passport or driving licence,
• resident permit and visa as applicable.
Our lawful basis for this processing is article 6.1.c UK GDPR (legal obligation).
Additionally, it is in our legitimate interest to assess affordability, conduct credit
checks and obtain references from previous landlords. To do this we will collect:
• Payslips, bank statements, and employment details (to assess affordability)
• Credit history and financial background checks
• References from previous landlords and employers
Our lawful basis for this processing is article 6.1.f UK GDPR (legitimate interest)
We will send you relevant marketing information with your consent (article 6.1.a UK GDPR). You may opt out of marketing at any time by contacting us directly.
Suppliers and contractors
To set up and manage a commercial relationship, we will collect:
• full name
• business name
• contact details
• bank details
• insurance details
Our lawful basis for processing this data is article 6.1.b UK GDPR (contractual necessity).
Recipients of your data
We may share your data to third parties, such as:
• Landlords of the property you are applying for
• Credit referencing agencies
• Employers or previous landlords (for reference checks)
• Government authorities (e.g., Home Office for Right to Rent checks)
• Legal advisors or debt collection agencies (if necessary)
Where required we will disclose your personal data with law enforcement and fraud prevention agencies. This is so we can help tackle fraud or where such disclosure is necessary for compliance with a legal obligation to which we are subject.
Additionally, to protect your vital interests or the vital interests of another natural person, or in connection with the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. We may also share your data as a part of a sale or merger of our business.
We do not sell or trade your data to third parties.
We use third parties to process personal data on our behalf. These include email and document storage, rental administration platforms, electronic signature, and accounting platforms, IT managed service providers, web hosts, property management organisations, video conferencing and webhosting.
Transferring your data outside of the UK
Your personal data is stored in the UK and in the EU. The transfer to the EU is in
accordance with the EU – UK Adequacy requirements.
Retention periods
The data we collect directly from you is the minimum we require for the processing described above We retain your data only as long as necessary:
• tenancy records: 6 years after the tenancy ends (for legal and accounting purposes)
• right to Rent checks: 1 year after tenancy ends (as required by law)
• unsuccessful applications: 6 months (unless agreed otherwise)
• supplier / contractor records: 7 years (for legal and accounting purposes)
Data Storage and Security
The Home Management Company follows strict security procedures to ensure that your personal information is not damaged, destroyed, or disclosed to a third party without your permission and to prevent unauthorised access. We store both physical and electronic records. We have put in place technical and organisational measures to ensure our physical security as well as technical measures for data backup,
authorisation and authentication onto systems. If the data must be transferred to a third party, we require them to have in place similar measures to protect your personal data. We have a process in place to mitigate the impact of any data breach that should occur.
Your rights
The UK GDPR provides you with several rights in relation to the data of your we process. The rights relevant to our activities are:
• Access – Request a copy of your data.
• Rectification – Request correction of inaccurate data.
• Erasure – Request deletion of your data (subject to legal retention requirements).
• Objection – Object to processing based on legitimate interests.
• Data portability – Request transfer of your data in a structured format.
• Restrict processing – Request temporary restriction of data use.
If you want to exercise any of these rights, please contact us using the above contact details.
You also have the right to lodge a complaint about our processing with a supervisory authority — the UK’s Information Commissioner’s Office.
The Information Commissioner’s Office
Wycliffe House, Water Lane,
Wilmslow,
Cheshire SK9 5AF.
Helpline number: 0303 123 1113
We keep our privacy policy under review and we will place any updates on our website. This privacy policy was last updated in March 2025.
