Privacy Policy

1. Who We Are 

We are The Property PA, a letting agency and property management company. We act as a data controller when processing your personal data in connection with your tenancy. We are a small team, all email and letter communication will be read and responded to by any member of staff at the office. 

2. What Data We Collect 

We may collect and process the following personal data: 

• Identification: Full name, date of birth, photo ID (passport, driving licence) 
• Contact: Email, phone number, current and previous addresses 
• Financial: Bank details, income, employment details, credit checks 
• Tenancy-related: Tenancy agreements, rent payment history, maintenance requests Right to rent: Immigration status documents as required by law 
• Communication: Correspondence via email, phone, or SMS 
• CCTV footage: If applicable to properties under our management 

3. How We Collect Your Data 

We collect your data: 

• When you apply for a tenancy 
• During the course of your tenancy 
• From third parties such as credit referencing agencies, previous landlords, or guarantors 

4. Why We Collect Your Data (Legal Basis) 

We use your personal data to: 

• Process tenancy applications (Contractual obligation) 
• Comply with legal obligations (e.g. Right to Rent checks, tax law, licensing) 
• Manage your tenancy (repairs, inspections, rent collection) 
• Enforce tenancy terms (e.g. arrears, notices) 
• Communicate with you (Legitimate interest) 
• Ensure the safety and security of our properties (e.g. CCTV, emergency contact)

5. Who We Share Your Data With 

We may share your data with: 

• Landlords (if we act as their agent) 
• Maintenance contractors (for repairs and access) 
• Utility companies or local councils 
• Legal advisors or debt collection agencies (if required) 
• Government bodies (e.g. HMRC, Home Office) 
• Referencing or tenancy deposit protection services (e.g. TDS, DPS) 

We only share data where necessary and ensure third parties comply with data protection laws. 

6. How We Store Your Data 

Your data is stored securely using password-protected systems and encrypted cloud services. We take all reasonable steps to protect it from unauthorised access or misuse. 

7. How Long We Keep Your Data 

We retain your data for as long as necessary to: 

• Fulfil the purposes outlined in this notice 
• Comply with legal obligations (typically 6–7 years after the tenancy ends) 

After this period, your data will be securely deleted or anonymised. 

8. Your Rights 

You have the right to: 

• Access the data we hold about you 
• Request correction of inaccurate data 
• Request deletion of your data (in certain cases) 
• Object to or restrict processing 
• Request data portability 

To exercise your rights, contact us using the details at the top of this notice.

9. Complaints 

If you’re unhappy with how we handle your data, you can contact us directly. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): 
www.ico.org.uk | 0303 123 1113 

10. Updates to This Policy 

We may update this privacy notice from time to time. We encourage you to review it periodically. The latest version will always be available on request.