Privacy Policy
Effective Date: 23rd October 2024
Reviews: 18th December 2025
Rental Asset Management Ltd is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website www.rentalassetmanagementltd.co.uk, use our services, or interact with us. Please read this Privacy Policy carefully. If you do not agree with the terms of this Privacy Policy, please do not access the site or use our services.
1. Information We Collect
We may collect personal information that you provide to us directly, such as when you:
Register for an account
Fill out forms on our website
Contact us for support or make enquiries
Use our services
The personal information we collect may include:
Name
Address
Email address
Phone number
Property details
Payment information
Any other information you choose to provide
We may also automatically collect certain information when you visit our website, including:
IP address
Browser type and version
Pages visited and time spent on our site
2. How We Use Your Information
We use the information we collect to:
Provide, operate, and maintain our services
Process transactions and send related information
Respond to enquiries and provide customer support
Improve our website, services, and user experience
Send you marketing and promotional communications (if you opt-in)
3. Sharing of Information
We do not sell or rent your personal information to third parties. We may share your information with:
Service providers who perform services on our behalf
Business partners in connection with providing our services
Compliance with legal obligations, law enforcement requests, and as required by law
4. Data Security
We implement appropriate technical and organisational measures to protect your personal information from unauthorised access, disclosure, alteration, and destruction. However, no security measure is foolproof, and we cannot guarantee the security of your information.
5. Your Rights
You have the right to:
Access, update, or delete your personal information
Opt-out of receiving marketing communications
Withdraw consent where we rely on your consent to process your personal data
To exercise these rights, please contact us at office@rentalassetmanagement.co.uk
6. Third-Party Services
Our website may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing them with your personal information.
7. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date. We encourage you to review our Privacy Policy periodically.
8. Availability and Content of this site
Whilst we take care to ensure that the information contained in this website is accurate and up-to-date, Rental Asset Management cannot give you any promises, representations or warranties about the accuracy, completeness, reliability or suitability of any information on the site.
We may change the site content from time to time. If we do this, then your continued use of the site will be deemed to be acceptance of the change. However, we will not change the terms and conditions of your policy. We will tell you before you renew your policy if any of the policy terms and conditions are to be changed.
Technical and outside party limitations may affect the performance, availability transmission and communication on the site and links will from time to time be unavailable because we are carrying out maintenance or updates. At these times, you can contact us by email.
9. Information We Collect About Landlords and Tenants
We collect and process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and guidance issued by the Information Commissioner’s Office (ICO). We are registered with the ICO as a data controller and process personal data lawfully, fairly and transparently.
If you are a landlord, the personal data we may collect and process includes:
Full name, address, email address and telephone number
Proof of identity (such as passport or driving licence) where legally required
Proof of property ownership or authority to let
Bank account details for rent and fee payments
Tax and residency information, including information required under the Non-Resident Landlord Scheme
Property information, compliance documentation and safety certificates
Correspondence and records relating to the letting or management of your property
If you are a tenant, prospective tenant or guarantor, the personal data we may collect and process includes:
Full name, date of birth, current and previous addresses, email address and telephone number
Proof of identity and right-to-rent documentation
Employment, income and financial information for referencing purposes
Credit checks and referencing reports obtained from third-party referencing agencies
Bank account details for rent payments and deposit arrangements
Tenancy agreements, inventories, inspection reports and related correspondence
Records of rent payments, arrears, breaches of tenancy or disputes
Special Category Data
In limited circumstances, we may process special category personal data (for example, information relating to health or disability) where this is necessary to comply with legal obligations or to make reasonable adjustments. Such data will only be processed where permitted by law and with appropriate safeguards in place.
How and Why We Use Your Personal Data
We process personal data for the following purposes:
To take steps prior to entering into a tenancy agreement and to perform our contractual obligations
To assess suitability for renting or letting a property, including referencing and affordability checks
To manage tenancies and properties on an ongoing basis
To comply with legal and regulatory obligations, including right-to-rent checks, anti-money laundering requirements, and property safety legislation
To collect and process rent, deposits and other payments
To communicate with landlords, tenants, guarantors, contractors, local authorities and professional advisers
To establish, exercise or defend legal claims
Our lawful bases for processing personal data include performance of a contract, compliance with legal obligations, and our legitimate interests as a property letting and management agent. We do not rely on consent where another lawful basis is more appropriate, in line with ICO guidance.
10. Who We Share Personal Data With
We may share personal data with third parties where it is necessary to provide our services, to comply with legal obligations, or where we have a legitimate interest to do so. All third parties are required to process personal data securely and in accordance with data protection law.
Landlords and Tenants
We may share relevant personal data with:
Landlords or tenants, where appropriate, in connection with the letting and management of a property
Referencing and credit check agencies for the purposes of tenant and guarantor referencing
Deposit protection scheme providers for the registration, administration and return of tenancy deposits
Utility providers and local authorities, including for council tax and utilities administration (where applicable)
Contractors, tradespeople and managing agents engaged to carry out repairs, maintenance, inspections or compliance checks
Payment service providers and banks to facilitate rent, deposit and fee payments
Professional advisers, including accountants, solicitors and insurers
HM Revenue & Customs (HMRC) and other regulatory or public authorities, where we are legally required to do so (including under the Non-Resident Landlord Scheme)
Debt recovery agencies or legal representatives, where necessary to recover rent arrears or to establish, exercise or defend legal claims
Third-Party Service Providers
We may also share personal data with trusted third-party service providers who act on our behalf, including:
IT and software providers (such as property management systems and document storage providers)
Email, communication and record-keeping service providers
Where third parties act as data processors, they are only permitted to process personal data in accordance with our instructions and are subject to appropriate contractual and security obligations.
Data Transfers
We do not routinely transfer personal data outside the UK. Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place in accordance with UK GDPR requirements.
11. Contact Us
If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at: