Last updated: January 2025
1. Introduction
This Privacy Policy explains how letting.zone ("we", "us", "our") collects, uses, and protects personal data when you use our platform and services.
We are committed to protecting your privacy and handling your data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who We Are
letting.zone is a property management platform for letting agents. We operate at:
7 Church Street, Southwell, Nottinghamshire, NG25 0AH
For data protection enquiries, contact us at: [email protected]
3. Data We Collect
3.1 Agent Data
When you subscribe to letting.zone, we collect:
- Contact details (name, email, phone number)
- Agency information (business name, address, branding)
- Payment information (processed securely by our payment provider)
- Account credentials and preferences
3.2 Landlord and Tenant Data
On behalf of our agent subscribers, we process:
- Names and contact details
- Property addresses and tenancy information
- Documents (tenancy agreements, certificates, inventories)
- Repair requests and communications
- E-signature data and audit trails
Note: For landlord and tenant data, the letting agent is the data controller and we act as a data processor.
3.3 Website Visitors
When you visit our website, we may collect:
- Contact form submissions
- Technical data (IP address, browser type, device information)
- Usage data via cookies and analytics
4. How We Use Your Data
We use personal data for:
- Service delivery: Operating and maintaining the letting.zone platform
- Account management: Managing your subscription and billing
- Communications: Sending service updates, compliance alerts, and support responses
- Compliance features: Generating compliance reports and deadline reminders
- Platform improvement: Analysing usage to improve our services
- Legal obligations: Meeting our regulatory and legal requirements
5. Legal Basis for Processing
We process personal data based on:
- Contract: To provide services you've subscribed to
- Legitimate interests: To improve our platform and communicate with you
- Legal obligation: To comply with applicable laws
- Consent: For marketing communications (where required)
6. Data Sharing
We share data with:
- Service providers: Cloud hosting, payment processing, email services
- DocCert: For e-signature functionality
- Professional advisors: Legal, accounting, and compliance consultants
- Law enforcement: When required by law or legal process
We do not sell personal data to third parties.
7. Data Retention
We retain personal data for:
- Active accounts: For the duration of your subscription
- Post-cancellation: 6 years for financial and legal records
- Enquiries: 2 years from last contact
- Marketing contacts: Until you unsubscribe
Landlord and tenant data is retained according to our agent subscribers' instructions and applicable tenancy law requirements.
8. Data Security
We implement appropriate security measures including:
- Encryption of data in transit and at rest
- Secure cloud infrastructure with access controls
- Regular security assessments and monitoring
- Staff training on data protection
9. Your Rights
Under UK GDPR, you have the right to:
- Access: Request a copy of your personal data
- Rectification: Correct inaccurate data
- Erasure: Request deletion of your data (subject to legal retention requirements)
- Restriction: Limit how we use your data
- Portability: Receive your data in a portable format
- Objection: Object to certain processing
To exercise your rights, contact us at [email protected].
10. Cookies
We use cookies for:
- Essential cookies: Required for the platform to function
- Analytics cookies: To understand how the platform is used
- Preference cookies: To remember your settings
You can manage cookie preferences through your browser settings.
11. International Transfers
Your data is primarily stored in the UK/EU. Where we use service providers outside these regions, we ensure appropriate safeguards are in place (such as Standard Contractual Clauses).
12. Children's Privacy
Our services are not directed at individuals under 18. We do not knowingly collect personal data from children.
13. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated via email or through the platform.
14. Complaints
If you have concerns about how we handle your data, please contact us first. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.
15. Contact Us
For privacy-related enquiries:
- Email: [email protected]
- Address: 7 Church Street, Southwell, Nottinghamshire, NG25 0AH