Privacy Policy

South Beach Lettings Ltd | Company Number: 16888967 | Trading as South Beach Lettings | ICO Registration Reference: ZC086346

Overview

This Privacy Policy explains how South Beach Lettings Ltd trading as South Beach Lettings ("we", "us", "our") collects, uses, stores, and protects your personal data.

We are registered with the Information Commissioner's Office (ICO) under registration reference ZC086346 and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We understand that your privacy is important and we are committed to protecting your personal data.

This Privacy Policy applies to:

• Visitors to our website
• Prospective and existing landlords
• Prospective and existing tenants
• Guarantors
• Contractors
• Applicants and other service users

By using our website or services, you agree to the terms of this Privacy Policy.

1. Information About Us

South Beach Lettings Ltd
Company Number: 16888967
ICO Registration: ZC086346
Registered in England & Wales
Trading as: South Beach Lettings

Registered Office & Correspondence Address:
26 Station Road, Watford, England, WD17 1JU

Email: info@southbeachlettings.com

2. What Is Personal Data?

Personal data means any information relating to an identified or identifiable individual. This includes names, addresses, contact details, identification documents, financial information, online identifiers, and other information that can identify you.

3. Your Rights

Under UK GDPR, you have the right to:

• Be informed about how we use your data
• Access the personal data we hold about you
• Have inaccurate data corrected
• Request erasure of your data
• Restrict processing
• Object to processing
• Data portability
• Rights relating to automated decision-making

You also have the right to complain to the Information Commissioner's Office:

Information Commissioner's Office
Website: www.ico.org.uk
Helpline: 0303 123 1113

4. What Data We Collect

Depending on your relationship with us, we may collect:

Identity Data

• Full name
• Date of birth
• Nationality
• Photo ID (passport, driving licence)

Contact Data

• Address history
• Email address
• Telephone number

Financial Data

• Bank details
• Income information
• Payment history
• Credit reference information

Tenancy & Property Data

• Employment details
• Landlord details
• Guarantor details
• Right to Rent documentation
• Tenancy agreements
• Maintenance records

Technical Data (Website Users)

• IP address
• Browser type
• Device information
• Website usage statistics

5. Lawful Basis for Processing

We process personal data under the following lawful bases:

• Contractual necessity - To manage tenancies and property management services
• Legal obligation - Right to Rent checks, anti-money laundering, deposit protection, tax compliance
• Legitimate interests - Operating and improving our business
• Consent - Marketing communications (where applicable)

6. How We Use Your Personal Data

We use your data to:

• Arrange and manage property lettings
• Conduct tenant referencing and credit checks
• Carry out Right to Rent checks
• Protect tenancy deposits
• Collect and process rent
• Manage maintenance and contractor appointments
• Communicate with you
• Comply with legal and regulatory obligations
• Improve our services
• Send marketing communications (if you have opted in)

We do not sell your personal data.

7. Sharing Your Data

We may share your data with:

• Tenant referencing agencies
• Deposit protection schemes
• Payment processors
• Contractors and maintenance providers
• Legal advisors
• HMRC and regulatory authorities
• IT and software providers
• The Property Ombudsman (if required in a complaint)

All third parties are required to process your data securely and in accordance with data protection law.

8. International Transfers

If any of our service providers store data outside the UK, we ensure appropriate safeguards are in place, including approved contractual clauses in line with UK GDPR requirements.

9. Data Retention

We retain data only as long as necessary, including:

• Tenancy records - typically 6 years after tenancy ends
• Financial records - 6 years for tax purposes
• AML / ID records - as legally required
• Website analytics - anonymised where possible

10. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

• Secure cloud-based systems
• Restricted access controls
• Password protection
• Encryption where appropriate

11. Cookies

Our website uses cookies to:

• Improve functionality
• Analyse website traffic
• Enhance user experience

You can control cookies through your browser settings. Please see our Cookie Policy for full details.

12. Subject Access Requests

You have the right to request a copy of the personal data we hold about you.

Requests should be made in writing to:

Email: info@southbeachlettings.com
Post: South Beach Lettings Ltd, 26 Station Road, Watford, WD17 1JU

We will respond within one month.

13. Complaints

If you are unhappy with how we handle your personal data, please contact us first so we can try to resolve the matter.

You also have the right to complain to the ICO: www.ico.org.uk

14. Changes to This Policy

We review this Privacy Policy regularly and may update it from time to time. The latest version will always be available on our website.