Privacy Policy

[OWNER TO APPROVE] Draft placeholder, not approved legal advice. Company details, contact channels, retention periods, suppliers and terms must be reviewed before launch. Version: 2026-10-26-draft-1.

Who is responsible

[OWNER TO APPROVE] [Company name], [Company number], [Registered address], [ICO reg no.] operates Lets Manage. Contact: [Privacy contact email]. Landlords and agents may be controllers of their tenancy records; our controller/processor responsibilities and data-processing agreement must be confirmed.

Information and purposes

[OWNER TO APPROVE] We process account details, property and tenancy information, messages, repairs, documents, rent records and technical security information to provide lettings services. Some records may contain sensitive information. Do not upload unnecessary sensitive data.

Legal bases

[OWNER TO APPROVE] Under UK GDPR and the Data Protection Act 2018, applicable bases may include contract, legal obligation and legitimate interests (with an assessment). Optional marketing and non-essential cookies require separate consent where applicable. Agreement to this policy is an acknowledgement, not blanket consent to all processing.

Sharing, suppliers and international transfers

[OWNER TO APPROVE] Information is shared only with authorised parties and service providers required for hosting, authentication, transactional emails and AI assistance. Confirm the supplier list, processing locations, sub-processors and any UK transfer safeguards (adequacy, UK IDTA or Addendum). AI help must not receive unnecessary personal data.

Retention and security

[OWNER TO APPROVE] Retention: [Account retention period], [Tenancy record retention period], [Security log retention period]. We restrict access and protect stored records. Confirm deletion, backup expiry and legal-retention exceptions before approval.

Your rights and complaints

[OWNER TO APPROVE] Depending on the legal basis, you may request access, correction, deletion, restriction, portability or object to processing. You may withdraw optional consent without affecting prior lawful processing. Contact [Privacy contact email]; requests are normally answered within one month, subject to lawful extensions. You may complain to the Information Commissioner's Office at ico.org.uk or telephone 0303 123 1113.

Children and changes

[OWNER TO APPROVE] Intended for adult users. Confirm age requirements and how updates will be notified; material changes will be versioned.