Privacy Policy

Introduction

At SmartLetUK, we take your privacy seriously. This Privacy Policy explains what personal data we collect, how we use it, and your rights in relation to your data. By using our services or visiting our website, you agree to the terms outlined in this policy.

Data We Collect

We collect personal data that you provide to us freely and willingly, including:

Personal Identification Information – Name, address, phone number, email address, date of birth, and ID documents (e.g., passport, driving license).

Property Information – Detailed information about the property you own or are interested in renting, including:

Property address, type, and features (e.g., number of bedrooms, amenities).

Rental history and tenancy details.

EPC (Energy Performance Certificate) ratings, gas safety certificates, and other legal compliance documents.

Financial performance of the property, including rent amounts, payment history, and arrears.

Financial Information – Bank details, proof of income, and credit checks (with your consent).

Communication Records – Emails, phone calls, messages, and notes from in-person meetings.

Website Usage Information – IP address, browser type, pages visited, and time spent on our site (collected via cookies).

Marketing Preferences – Your choices regarding receiving marketing communications.

How We Collect Your Data

We collect data through the following channels:

Direct Interactions – When you contact us via phone, email, our website, or in person.

Our Website (www.smartletuk.co.uk) – Forms, chatbots, and cookies.

Social Media Platforms – Interactions via Facebook, Instagram, Twitter, LinkedIn, and similar platforms.

Third-Party Property Portals – When you engage with our listings on Rightmove, Zoopla, OnTheMarket, OpenRent, The Letting Hub, Rentila, PayProp, Domus, and similar platforms (not limited to these).

Third-Party Partners – References, tenant screening companies, credit check services, and other service providers.

Why We Collect Your Data

We collect your personal data to:

Provide our letting and property management services.

Conduct tenant referencing and credit checks.

Communicate with you regarding your property or tenancy.

Ensure legal and regulatory compliance.

Improve our services and user experience.

Send you relevant marketing communications (with your consent).

Manage payments and financial transactions.

Who We Share Your Data With

We may share your data with trusted third parties, including but not limited to:

Property portals like Rightmove, Zoopla, OnTheMarket, OpenRent, The Letting Hub, Rentila, PayProp, and Domus.

Contractors and maintenance companies for property repairs.

Housing, service and property providers.

Credit reference agencies for tenant checks.

Legal advisors for tenancy disputes and compliance.

Payment processors for handling rent and other financial transactions.

Government bodies where required by law.

Your Rights Over Your Data

You have the following rights regarding your personal data:

Right to Access – Request a copy of the data we hold about you.

Right to Rectification – Request corrections to any inaccurate or incomplete data.

Right to Erasure – Request deletion of your data, subject to legal requirements.

Right to Restrict Processing – Request limited use of your data.

Right to Data Portability – Request transfer of your data to another service provider.

Right to Object – Object to the processing of your data for specific purposes, including direct marketing.

Right to Withdraw Consent – Withdraw consent for data processing at any time.

To exercise these rights, please contact us at lettings@smartletuk.co.uk. We aim to respond to all requests within one month.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. These may include:

Essential Cookies – Necessary for site functionality.

Analytical Cookies – To improve site performance and understand user behavior.

Marketing Cookies – To provide you with relevant advertisements.

You can control cookies through your browser settings. For more details, please see our Cookie Policy.

Lawful Basis for Processing Personal Data

We process your personal data under the following lawful bases as defined by the UK GDPR:

Consent – When you explicitly agree to receive marketing communications.

Contractual Necessity – For processing tenant applications, managing tenancies, and fulfilling our obligations to you.

Legal Obligation – To comply with legal requirements, such as tax laws, anti-money laundering regulations, and tenancy deposit protection.

Legitimate Interests – For activities like fraud prevention, network security, and improving our services.

Data Retention Periods

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected or as required by law:

Tenant Information – Retained for six years after the end of the tenancy to comply with legal obligations.

Financial Records – Retained for seven years for tax and accounting purposes.

Marketing Data – Retained until you withdraw your consent or opt out.

Website Usage Data – Retained for up to two years for analytical purposes.

International Data Transfers We do not currently transfer personal data outside the UK. However, if this changes, we will ensure that adequate safeguards, such as Standard Contractual Clauses (SCCs) or adequacy decisions by the UK government, are in place to protect your data.

Automated Decision-Making and Profiling

We do not currently use automated decision-making or profiling. If this changes, we will update this policy accordingly and inform you of the logic involved, as well as the significance and potential consequences of such processing.

Links to Other Websites

Our website may contain links to third-party sites for your convenience. Please note that we do not have control over these websites, and we are not responsible for their content, privacy practices, or data protection. Visiting these links is at your own risk.

Indemnity

You acknowledge that you are fully responsible for how you use this website and any information you obtain from it. To the maximum extent permitted by law, all warranties, conditions, representations, and terms are excluded. We, along with all contributors to this website, disclaim any liability for any loss or damage, including consequential or indirect loss or damage, that you may incur. This applies regardless of whether the loss or damage arises from tort, contract, or any other legal theory, and is related to or resulting from your access to, use of, or inability to use this website.

Complaints

If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Website: https://ico.org.uk

Helpline: 0303 123 1113

Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services or legal obligations. The latest version will always be available on our website.

For any privacy-related questions or concerns, please contact us at:

Email: property@smartletuk.co.uk

Address: SmartLetUK, 166 Banks Rd, West Kirby, Wirral CH48 0RH

Thank you for trusting SmartLetUK with your data. We are committed to protecting your privacy.