WE’RE COMMITTED TO PROTECTING AND RESPECTING YOUR PRIVACY
This Policy explains when and why we collect personal information about people who visit our website or call us, tenants and applicants, and contractors we work with, how we use it, the conditions under which we may disclose it to others and how we keep it secure under the UK Data Protection Act 2018, which is the UK’s implementation of General Data Protection Regulation (GDPR).
We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this Policy.
WHAT INFORMATION DO WE COLLECT ABOUT YOU?
We obtain information about you when you use our website and contact us using the following:
Enquiry, property viewing, maintenance & feedback forms: When you submit any one of these four forms, the personal information we collect might include your name, email address and any other information you provide us with such as your contact number.
Enquiry calls: If you choose to contact us using the telephone number on the website, any personal information you provide will be collected.
We may also obtain your contact details if you have requested information about our products through third party service providers we work in association with or who work on our behalf; for example, property sale companies or at auctions.
Tenancy and Right to Rent information: if you apply to rent a property from us, we collect information necessary to assess your application and meet our legal obligations, including your name, contact details, proof of identity and immigration status for right-to-rent checks (which we carry out manually — we do not use any automated or AI tool to make or influence this decision), references, and financial/affordability information.
Tenancy management information: once you are a tenant, we hold information relating to your tenancy, rent payments, deposit, maintenance requests, and property inspections in our property management systems, Arthur Online and Rex CRM.
Contractor information: where you are a contractor or supplier working with us, we collect your business and contact details via Google Forms.
HOW IS YOUR INFORMATION USED?
We may typically use your personal information for the following purposes. This is not a definitive list and may change from time to time:
- To send you information about our rental properties or communications which you have requested
- To respond to your enquiries or comments submitted through this Website
- To help improve our products and services
- To help customise the website according to your interests
- To deliver relevant advertising to you whilst you are on the Site (see Cookie policy)
- To help in training and development of staff
- To manage your tenancy, process rent payments, protect your deposit, and coordinate maintenance and repairs
- To carry out right-to-rent and referencing checks, and comply with our legal obligations as a letting and property management agent
- If you choose to contact us using the telephone number on the website, calls may be recorded for training and monitoring purposes.
WHAT IS THE LAWFUL BASIS FOR PROCESSING THE INFORMATION?
We rely on the following legal bases, depending on the purpose:
- Legitimate interests — to ensure that your queries are addressed, and to gain information about the use of our website and any improvements that can be made
- Performance of a contract — to manage your tenancy agreement with us, including rent collection, maintenance, and inspections
- Legal obligation — to carry out right-to-rent checks under the Immigration Act 2014, to protect your deposit under the Housing Act 2004, and to meet our obligations as a member of a redress scheme and a Client Money Protection scheme
HOW LONG DO WE KEEP YOUR DATA FOR?
Retention depends on the type of data. General website enquiries (forms, calls) not leading to a tenancy are retained for three years from the date of collection, at which point they are erased or anonymised. Tenancy records (tenancy agreements, rent and payment history, right-to-rent checks, correspondence) are retained for the duration of your tenancy and for a further period afterwards — typically up to six years — to meet our legal, accounting, and tax obligations, in line with standard UK limitation periods. Deposit information shared with our tenancy deposit scheme is retained in line with that scheme’s own retention rules.
WHO HAS ACCESS TO YOUR INFORMATION?
We will never sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
We will not share your information with third parties for marketing purposes.
Third Party Service Providers working on our behalf: We may pass your information to our third-party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties (beyond our network and partner companies) for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
In particular, we use the following service providers to manage tenancy and business data:
Arthur Online and
Rex CRM, our property management and lettings CRM systems, used to manage tenancies, rent, and maintenance — data is passed between these two systems using
Zoho Flow as a connector, hosted on Zoho’s EU data centre;
Google Forms, used to collect information from contractors and suppliers; and
Microsoft 365 / SharePoint, our cloud file storage and office platform, used to store business documents.
Third Party Service Providers we work in association with: We work closely with various third-party service providers and partner companies to bring you a range of quality and reliable services designed to meet the needs of our customers. When you enquire about or purchase one or more of these services, the relevant third-party service provider will use your details to provide you with information and carry out their obligations arising from any contracts you have entered into with them. In some cases, they will be acting as a data controller of your information and therefore we advise you to read their Privacy Policy. These third-party product providers will share your information with us which we will use in accordance with this Privacy Policy.
USE OF AI TOOLS
Our team uses Anthropic’s Claude and OpenAI’s ChatGPT, on business-tier accounts, to help process tenancy and customer records, draft correspondence, and automate administrative and CRM-related tasks that were previously done manually. These tools support our staff in carrying out these tasks; they are not used to make decisions about you or your application. In particular, our AI tools are not used to carry out or determine the outcome of right-to-rent checks, referencing, or any other assessment of you as a tenant or applicant — these are always carried out and decided by a member of our team.
Our staff also use these AI tools to help build and maintain internal efficiency tools and automations for our own business processes. Your personal data may pass through these internal tools as part of our normal business operations, but the tools are not used to train any AI model on your data, and nothing built this way is customer-facing or used to make decisions about you.
We do not use any AI feature built into our property management or CRM systems (Arthur Online or Rex) that would involve your data being processed by an external AI provider.
Model training. We use business-tier accounts with Anthropic and OpenAI, under which your data is not used to train their underlying AI models. These accounts are shared with our sister company, Find UK Property, and are covered by Data Processing Agreements with both providers.
TENANCY DEPOSIT PROTECTION
Where we hold a deposit for your tenancy, it is protected using Tenancy Desposit Scheme (TDS), one of the government-approved tenancy deposit protection schemes. We will provide you with the prescribed information about how your deposit is protected within 30 days of receiving it. Your deposit information is shared with TDS for this purpose.
CLIENT MONEY PROTECTION AND REDRESS SCHEME
We are members of Propertymark’s Client Money Protection (CMP) scheme (Rent UK Services Ltd trading as Rent UK Property, reference C0129734), which protects rent and other client money we hold before it reaches the landlord.
We are also members of The Property Ombudsman (TPO) redress scheme with membership number D13004. If you have a complaint, we ask that you raise it with us directly first so our staff can try to resolve it; if it remains unresolved, you may refer it to TPO.
We are licensed members of ARLA Propertymark and follow the Propertymark Conduct and Membership Rules, available at
propertymark.co.uk/professional-standards/rules.html.
INTERNATIONAL TRANSFERS
Anthropic and OpenAI are based in the United States; personal data transferred to them is protected under Data Processing Agreements incorporating the UK Addendum to the EU Standard Contractual Clauses. Zoho Flow operates on the EU data centre. Google Forms is provided under Google’s standard Data Processing Addendum, which also relies on Standard Contractual Clauses for any transfers outside the UK/EEA. Arthur Online has disclosed that some data may be processed by staff outside the UK/EEA, including in India; we are following this up directly with Arthur Online to confirm a more robust transfer safeguard is in place.
HOW DO WE PROTECT YOUR DATA?
We are committed to ensuring that your information is secure. To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.
LINKS TO OTHER WEBSITES
Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.
In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party site and recommend that you check the policy of that third-party site.
HOW TO UPDATE YOUR INFORMATION?
If you believe that any information we are holding about you is incorrect or incomplete, please email us on lettings@rentukproperty.com as soon as possible. We will promptly correct any information found to be incorrect.
WHAT ARE YOUR RIGHTS?
- You have the right to ask us not to process your personal data at any time.
- You have the right to use our website without consenting to marketing and communication services. From time to time, we may send you marketing communications by email, SMS, or post about our services and properties. We will only do so in accordance with the law, and you can ask us to stop at any time – for example by using the unsubscribe link in our emails, replying STOP to a text message, or contacting us using the details below. We will inform you (before collecting your data) if we intend to disclose your information to any third party for marketing purposes.
- You have a right to request access to or rectification of your personal data which we hold about you. You also have a right to erase your personal data, to restrict the processing of your personal data and the right to receive your personal data that you have provided to us, the right to object to our processing of your personal data and a right to request that we transmit your personal data to another data controller.
- Where we process your personal data because you have given us your consent to do so, you have the right to withdraw your consent at any time.
- You have the right to complain to the Information Commissioner’s Office if you feel unhappy with the way we process your data. Please visit www.ico.org.uk for more information.
To exercise any of these rights, please write to lettings@rentukproperty.com.
REVIEW OF THIS POLICY
We keep this Policy under regular review. This Policy was last updated in August 2026.
Rent UK Property trading as Rent UK Services Ltd (Company No. 09891858), registered office: Time Technology Park, Blackburn Road, Simonstone, Burnley, Lancashire, BB12 7TY.
