Privacy Policy
RentLondonFlat.com Ltd (Company No. 07798821) | Last updated: March 2025
Who This Policy Applies To
By using our website, you ā whether a Tenant, Renter, Guest, Owner, Landlord, Agent, or any other site visitor ā agree to the processing of your personal data as described in this Privacy Policy.
RentLondonFlat.com ("we", "our", "us") is committed to keeping your data secure and ensuring you maintain control over it. This policy explains what we collect, why, how we use it, who we share it with, and your rights under UK GDPR, the Data Protection Act 2018, and other applicable UK data protection law.
1. Who We Are (Data Controller)
RentLondonFlat.com Ltd Unit 13, Freeland Park, Wareham Road, Lytchett Matravers, Poole, Dorset, BH16 6FA Company No. 07798821 (England & Wales) š§ legal@rentlondonflat.com š rentlondonflat.com ICO Registration Number: Z2884909
We are the data controller for personal data collected and processed through this website and our services.
2. What Personal Data We Collect
We collect personal data in the following categories depending on your relationship with us:
Identity & Contact Data Name, date of birth, nationality, email address, phone number, postal address, profile photo.
Financial & Transaction Data Payment details, bank account information (where required for rent collection), transaction history, rent payment records.
Referencing & Tenancy Data Employment details, income information, previous landlord references, Right to Rent documentation, tenancy history, guarantor details. Referencing is conducted by our appointed third-party referencing providers (see Section 6).
Technical & Usage Data IP address, browser type, operating system, pages visited, time on site, referring URLs, device identifiers, cookies and similar tracking data (see our Cookie Policy).
Marketing & Preference Data Communication preferences, property search history, saved listings, enquiry history, survey responses.
AML & Compliance Data Identity verification documents (passport, driving licence), proof of address, source of funds information ā collected as required under the Money Laundering, Terrorist Financing and Transfer of Funds Regulations 2017.
Communications Data Emails, messages, and enquiries sent to or through our platform, including records of viewings, offers, and disputes.
3. How We Collect Your Data
We collect data:
- Directly from you ā when you register, enquire, submit an offer, sign a tenancy, or contact us
- Automatically ā via cookies, server logs, and analytics tools when you use our website (see Cookie Policy)
- From third parties ā credit reference agencies (e.g. Experian, Equifax), referencing providers, Right to Rent verification services, fraud prevention agencies, and social media platforms where you connect your account
4. Legal Basis for Processing
Under UK GDPR Article 6, we process your data on the following legal bases:
| Processing Activity | Legal Basis | UK GDPR Article |
|---|---|---|
| Creating and managing your account | Contract | Art. 6(1)(b) |
| Processing tenancy applications | Contract | Art. 6(1)(b) |
| Tenant referencing checks | Contract / Legal obligation | Art. 6(1)(b)(c) |
| AML identity verification | Legal obligation | Art. 6(1)(c) |
| Right to Rent checks | Legal obligation | Art. 6(1)(c) |
| Fraud prevention | Legitimate interests | Art. 6(1)(f) |
| Website analytics | Consent | Art. 6(1)(a) |
| Marketing communications | Consent | Art. 6(1)(a) |
| Improving our services | Legitimate interests | Art. 6(1)(f) |
| Sharing data between landlords and tenants | Contract / Legitimate interests | Art. 6(1)(b)(f) |
| Responding to legal requests | Legal obligation | Art. 6(1)(c) |
Where we rely on legitimate interests, we have carried out a balancing test to confirm our interests are not overridden by your rights. You may request a copy of this assessment by contacting us at legal@rentlondonflat.com.
5. How We Use Your Data
To provide our services:
- Match tenants with suitable properties
- Process tenancy applications, referencing, and Right to Rent checks
- Facilitate property viewings and offer negotiations
- Manage tenancy agreements and rent collection
- Handle maintenance requests and property management
To comply with legal obligations:
- Anti-money laundering (AML) checks under the MLR 2017
- Right to Rent verification under the Immigration Act 2014
- Tax reporting and financial record-keeping
- Responding to law enforcement or regulatory requests
To protect our platform:
- Detect and prevent fraud, money laundering, and abuse
- Conduct security monitoring and risk assessments
- Enforce our Terms of Service
For marketing (with your consent):
- Send you property alerts and promotional communications
- Run targeted advertising on third-party platforms (Facebook, Google, LinkedIn)
- Conduct surveys and gather feedback
- Administer referral programmes and promotions
6. Who We Share Your Data With
We share personal data only where necessary and always with appropriate safeguards in place.
Between Landlords and Tenants To facilitate the letting process, we share relevant application data between owners and prospective tenants. This may include name, contact details, referencing outcome, profile photo, tenancy history, and Right to Rent status.
Tenant Referencing Providers We use one or more of the following FCA/ICO-registered referencing providers depending on operational requirements. Each acts as an independent data controller for the referencing data they collect directly from tenants, and their own privacy policies apply to that processing:
| Provider | ICO Registration | Privacy Policy |
|---|---|---|
| Blinc Referencing (blincref.com) | ICO registered | blincref.com/legal/privacy-policy |
| RentProfile (rentprofile.co) | ZA124413 | rentprofile.co/privacy |
| Goodlord (goodlord.com) | ICO registered | goodlord.com/privacy-policy |
When we instruct a referencing provider on your behalf, we will inform you which provider is being used at the time of your application. Referencing data collected includes: identity verification, employment and income checks, previous landlord references, and Right to Rent documentation.
Other Third-Party Service Providers We use trusted third parties who process data on our behalf, including:
- Identity verification providers
- Payment processors
- IT infrastructure and cloud storage providers
- Email and marketing platforms
- Analytics providers (Google Analytics)
- Fraud prevention services
All processors are bound by data processing agreements and required to handle data only as instructed by us.
Regulatory & Legal Bodies We may disclose data to HMRC, the ICO, law enforcement, courts, or other authorities where legally required.
Business Transfers In the event of a merger, acquisition, or sale of assets, your data may be transferred to the relevant parties, subject to equivalent privacy protections.
Social Media Platforms Where you connect a social media account or we run targeted advertising, data may be shared with platforms such as Meta (Facebook/Instagram), Google, and LinkedIn in anonymised or hashed form.
7. International Data Transfers
Some of our service providers are based outside the UK. Where we transfer personal data internationally, we ensure appropriate safeguards are in place, including:
- UK-US Data Bridge (for transfers to certified US organisations, effective October 2023)
- UK Standard Contractual Clauses (SCCs) or International Data Transfer Agreements (IDTAs)
- Adequacy regulations for countries deemed adequate by the UK Secretary of State
You may request details of the specific transfer mechanism used for any given transfer by contacting legal@rentlondonflat.com.
8. Data Retention
We retain personal data only for as long as necessary for the purpose it was collected, or as required by law.
| Data Category | Retention Period | Reason |
|---|---|---|
| Tenancy records (active) | Duration of tenancy + 6 years | Limitation Act 1980 / contractual claims |
| Tenancy application data (unsuccessful) | 12 months | Fair processing / dispute resolution |
| AML / identity verification records | 5 years after relationship ends | MLR 2017 legal requirement |
| Financial transaction records | 6 years | HMRC / tax obligations |
| Marketing consent records | Until consent withdrawn + 1 year | ICO guidance |
| Website analytics data | 26 months | Google Analytics default / ICO guidance |
| General correspondence | 3 years after last contact | Legitimate interests |
| CCTV (if applicable at managed properties) | 31 days | ICO CCTV guidance |
After the applicable retention period, data is securely deleted or anonymised.
9. Automated Decision-Making & Profiling
We may use automated processes to:
- Screen tenancy applications ā using referencing data and credit scores to assess affordability and suitability. This may have a significant effect on your application.
- Personalise property recommendations ā based on your search behaviour and preferences (this does not have legal or similarly significant effects).
Where automated decisions have a significant effect on you, you have the right to request human review, express your point of view, and contest the decision. Contact us at legal@rentlondonflat.com to exercise this right.
10. Data Security
We implement appropriate technical and organisational measures to protect your personal data, including:
- SSL/TLS encryption for data in transit
- Encrypted cloud storage with access controls
- Firewalls and intrusion detection systems
- Staff training on data protection
- Third-party security assessments and penetration testing
In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and inform affected individuals without undue delay, as required by UK GDPR Article 33-34.
11. Your Rights
Under UK GDPR, you have the following rights:
| Right | What It Means |
|---|---|
| Access | Request a copy of the personal data we hold about you (Subject Access Request) |
| Rectification | Ask us to correct inaccurate or incomplete data |
| Erasure | Ask us to delete your data ("right to be forgotten") where it is no longer necessary |
| Restrict processing | Ask us to pause processing while accuracy or legitimacy is disputed |
| Data portability | Receive your data in a structured, machine-readable format |
| Object | Object to processing based on legitimate interests or for direct marketing |
| Withdraw consent | Withdraw consent at any time for consent-based processing (e.g. marketing) |
| Human review | Request human review of any automated decision that significantly affects you |
To exercise any right, contact us at: š§ legal@rentlondonflat.com š® Unit 13, Freeland Park, Wareham Road, Lytchett Matravers, Poole, Dorset, BH16 6FA
We will respond within 30 days. We may ask you to verify your identity before acting on your request. This service is free of charge unless requests are manifestly unfounded or excessive.
12. Cookies
We use cookies and similar technologies on our website. For full details, see our Cookie Policy.
13. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites. Please review their individual privacy policies.
14. Children
Our services are not directed at children under 18. We do not knowingly collect personal data from anyone under 18. If you believe a minor has provided us with personal data, contact us immediately at legal@rentlondonflat.com.
15. How to Complain
If you are unhappy with how we handle your data, please contact us first at legal@rentlondonflat.com ā we aim to resolve all complaints promptly.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at any time:
š ico.org.uk/make-a-complaint š 0303 123 1113 š® Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
16. Changes to This Policy
We review this policy at least annually. The "Last updated" date at the top reflects the current version. Where we make material changes, we will notify you by email at least 10 days before the changes take effect. Continued use of our services after that date constitutes acceptance of the revised policy.
This Privacy Policy should be read alongside our Cookie Policy and Terms of Service.