Powles & Co Properties Ltd

We take your privacy seriously. This policy explains how we collect, use and protect personal information about tenants, applicants and guarantors in line with the UK GDPR and the Data Protection Act 2018.

1) What we collect

• Identity & contact details (name, DOB, email, phone, address history)
• Proof of ID & immigration/right-to-rent documentation
• Employment, affordability & referencing details
• Bank details for rent collection and deposit handling
• Tenancy agreements, inventory & inspections
• Maintenance/repair reports
• Guarantor and emergency contacts

2) Why we use your data

• To assess applications and referencing
• To set up and manage tenancies (including rent and deposits)
• To arrange maintenance, safety checks and compliance
• To meet legal and regulatory duties (HMRC, Right to Rent)
• To handle complaints and essential tenancy updates

3) Lawful bases

We process data under: Contract, Legal obligation, Legitimate interests, and Consent where applicable.

4) Who we share data with

• Deposit schemes (e.g., TDS)
• Landlords (where managed on their behalf)
• Contractors and tradespeople
• Referencing providers, legal advisors, courts
• Regulatory authorities (HMRC, ICO)

5) Retention

We keep records for the life of your tenancy and typically up to 6 years after it ends (or longer if required).

6) Your rights

• Access, correction, erasure, and restriction
• Data portability and objection to processing
• Right to complain to the ICO: ico.org.uk

7) Security

We use secure systems, access controls and supplier contracts to protect your data. Only authorised personnel and contractors can access it on a need-to-know basis.

8) Updates

We may update this policy. The “Last updated” date above will change whenever revisions are made.