Privacy Policy

Regency Lettings & Property Management is committed to respecting and protecting your privacy. The purpose of this privacy policy is to explain how we collect personal information about our website visitors, customers and people who contact or interact with us, how we use it, the conditions under which we may disclose it to others, and how we keep it secure. We handle your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

The general meanings of phrases within this policy are: We / Us / Our means Regency Lettings & Property Management Limited; You / Your means a user of the website or our services; and the Website means www.rlpm.co.uk.

Regency Lettings & Property Management is a trading name of Regency Lettings & Property Management Limited, whose registered number is 07581663 and whose registered office is Chancery House, 30 St John's Road, Woking, Surrey, GU21 7SA. We are the data controller responsible for your personal data.

You can contact us for any purpose relating to this privacy policy by email at lettings@rlpm.co.uk, or by post at Data Protection, Regency Lettings & Property Management, Rystead Lodge, Barn Buildings, Pockford Road, Chiddingfold, Surrey, GU8 4XS.

We obtain personal information about you which you provide to us through our website, emails, telephone conversations and documents you provide to us, for example when you:

• Enquire about specific properties for rent
• Ask us to value your property
• Register as a prospective tenant
• Register as an applicant
• Take out a tenancy through us
• Interact with us on social media sites

Where you share personal information about another person with us, you must ensure you have that person's consent to do so. This applies to the disclosure and processing of their data, and you should obtain their permission in accordance with the terms of this privacy policy.

The information we collect from you might include (but is not limited to) your name, address, email address, phone number, date of birth, identification documents, status and financial details, and any other information you choose to provide to us. The information we ask you for allows us to provide you with relevant services, information and content.

When you visit our website we also automatically collect technical information, such as the internet protocol (IP) address used to connect your device to the internet, the location from which you connected to our service, your internet service provider (ISP) and the type of device you are using to access our service.

Our website uses cookies and similar technologies to help it function and to help us understand how it is used. These include:

• Essential cookies: required for the website to function correctly, including session management and security features.
• Analytics cookies: we use Google Analytics to understand which pages are accessed, page response times and the length of visits, so that we can improve our website. This analytics data is collected in an aggregated form.
• Security and anti-spam: our contact and enquiry forms use Google reCAPTCHA to help protect against spam and abuse, which may set cookies or collect device information.

You can manage your cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of our website. For full details of the cookies we use and how to control them, please see our Cookies Policy.

We only keep your information for as long as necessary, where it is relevant to the purpose for which it was originally collected. We are legally required to hold some types of information for certain prescribed periods to fulfil our statutory obligations. This is generally seven years following our last contact with you, however we reserve the right to retain certain details for longer periods where it is lawful and we have a legitimate interest to do so.

We may use your name, address and contact details, along with other information you provide, for the following purposes:

• Carrying out our obligations arising from any contracts entered into between you and Regency Lettings & Property Management or our clients.
• Providing you with information you have requested from us, responding to your enquiries or requests, communicating with you about them, and arranging visits to your property by our staff.
• Asking for your feedback about the services we have provided, where you have entered into a contract with us or we have provided you with services, to help us evaluate and improve the quality of our services.
• Administering and managing a relationship where you are party to an existing contract with us, and notifying you of changes to the terms and conditions of our services.
• Sending you property details, if you have chosen to receive these.
• Sending you industry updates, such as legislation changes, if you are a current or previous customer.

We may use your identification documents and proof of residence to verify your identity for anti-money laundering purposes, and we reserve the right to use the services of a third party electronic verification company for this. We may also use the information we automatically collect through our website to administer our site, for troubleshooting, testing, research and statistical purposes, and to measure the effectiveness of our advertising and marketing communications.

We may combine the personal information we collect from you with additional information from external sources, where necessary to detect and reduce fraud and credit risk. These sources include, but are not limited to, the Land Registry, credit referencing agencies and anti-money laundering checks.

We process your information under the following lawful bases:

• Contractual: to manage a contractual relationship with you in order to fulfil certain transactions or contractual obligations.
• Legal: to ensure compliance with legal obligations where we are required to collect, process or store personal data for specific periods of time.
• Legitimate interests: we may process your information for purposes which might include (but are not limited to) due diligence, fraud, security, analytics and web monitoring, cloud storage, direct marketing and opt-out management, customer record management, financial services, lettings and other services which may be relevant to you.
• Public interest: information may be processed in accordance with the public interest.
• Vital interest: information may be processed in accordance with vital interests.
• Consent: we will process your information on the basis that you have consented to such processing. For marketing purposes, where we gain your consent, you have the right to opt out at any time.

We are committed to keeping your personal information confidential and safe, and we will not sell or rent your information to third parties. We may pass your information to third party service providers, including but not limited to:

• Business partners, suppliers and sub-contractors working on our behalf to complete tasks and provide services to you, such as reference and credit checks, Right to Rent checks, EPCs, floorplans, investigations, specialist advice, and service suppliers who carry out works under any contract we enter into with you.
• Our employees, contractors and agents, whose use of your data is restricted to the service they are being asked to provide and who are expected to treat it confidentially.
• Parties with whom we have a commercial relationship, for the purposes of auditing and accounting.
• Our insurers and professional advisers, insofar as reasonably necessary for obtaining and maintaining insurance, managing risks, obtaining professional advice and managing legal disputes.

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 requiring them to keep your information secure and use it in accordance with applicable data protection law. We may also disclose your personal information where such disclosure is necessary for compliance with a legal obligation, to protect vital interests, or for the establishment, exercise or defence of legal claims, including exchanging information with external organisations for the prevention of money laundering and fraud. Information sent via the internet may not be secure, and while we take reasonable steps to protect your data we cannot guarantee the security of information sent through digital channels.

The rights you have under data protection law regarding your personal information are summarised below. Some of these rights are complex, applying only in certain circumstances and subject to certain exceptions, so you should read the relevant laws and guidance from the regulatory authorities for a full explanation. You may have the following rights:

• To be informed about how we collect and use your personal information.
• To access the personal information we hold about you by making a subject access request. Proof of identity will be required before we process your request.
• To update and correct any personal information we hold about you which you believe to be inaccurate or incomplete.
• To ask us to delete any personal information, unless we are legally obliged to retain it for other reasons.
• To restrict or prevent the processing of your personal information, subject to certain exceptions.
• To data portability, for example for use of your data by another service or organisation.
• To object to the use of your data for specific purposes.
• To withdraw consent previously provided. Where we process your data under legitimate interests, you can object at any time on legitimate grounds.

When we collect your data, you can choose whether you wish to receive marketing communications from us, and you may ask us to stop at any time. To exercise any of these rights, please email us at lettings@rlpm.co.uk, or write to Data Protection, Regency Lettings & Property Management, Rystead Lodge, Barn Buildings, Pockford Road, Chiddingfold, Surrey, GU8 4XS.

We take appropriate technical and organisational precautions to secure your personal information and to prevent its loss, misuse or alteration. All information you provide to us is stored on secure servers. The transmission of unencrypted (or inadequately encrypted) data over the internet is inherently insecure, and for this reason we cannot guarantee the security of data sent between us over the internet. Where we share any personal data with others, they will only use it in accordance with our express instructions and are expected to have appropriate security measures in place.

This privacy policy only applies to our own website. Our website may contain links to third party websites, and we are not responsible for the privacy policies of those organisations or the content of their websites. You should read their privacy policies before providing them with any personal information.

Please also be aware that accessing our digital channels via social networking sites such as X (Twitter), Facebook or Instagram means those sites may also collect and use personal information. Information from social media activity, including (but not limited to) likes, shares and posts, may be collected.

If you use our services while you are outside the European Economic Area (EEA), your information may be transferred outside the EEA in order to provide you with those services. There may also be occasions when we need to transfer certain personal data about you to recipients in countries outside the EEA. Those countries may not have the same data protection laws that apply in the EEA, and where this happens we will take appropriate steps to safeguard your information.

We keep this policy under regular review. We reserve the right to change our privacy policy and will post any changes on this page, so we recommend you check this page regularly to keep up to date.

You can obtain additional information about data protection laws from the Information Commissioner's Office (ICO). If you are not satisfied with how we handle your personal data, you also have the right to lodge a complaint with the ICO:

Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Website: ico.org.uk
Telephone: 0303 123 1113