Privacy Policy

Heera Estate and Lettings Limited

Last Updated: June 2026 | Version 1.0

1. Introduction

Heera Estate and Lettings Limited ('we', 'us', 'our') is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you use our lettings, property management, and related services.

We are registered in England and Wales. Our registered office is at [Insert Registered Address]. We act as a data controller under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions about this policy or how we handle your data, please contact us at:

Email: info@heeraestates.co.uk

Tel: 0116 403 0405

Website: www.heeraestates.co.uk

2. What Personal Data We Collect

We may collect and process the following categories of personal data:

2.1 Prospective and Existing Tenants

• Full name, date of birth and national identity details

• Contact information: address, email, phone number

• Employment details, income, and references for referencing purposes

• Bank account details for rent payments

• Right to Rent documentation (passport, visa, biometric card)

• Credit check information obtained via third-party referencing agencies

• Tenancy agreement details and correspondence

• Maintenance requests and property inspection records

2.2 Landlords and Property Owners

• Full name and contact details

• Property details and ownership documentation

• Bank account details for rental income disbursements

• National Insurance number and tax information (where required)

• Correspondence and management instructions

2.3 Website Visitors

• IP address and browser/device information

• Pages visited and time spent on our website

• Enquiry form submissions

• Cookie data (see Section 10)

3. How We Collect Your Personal Data

We collect personal data through the following means:

• Directly from you when you make an enquiry, apply to rent a property, or instruct us to let or manage your property

• From third parties including referencing agencies, credit reference bureaus, previous landlords, and employers

• Via our website through contact forms, cookies, and analytics tools

• From property portals such as Rightmove and Zoopla where you submit an enquiry

• Through telephone calls and written correspondence

4. Legal Basis for Processing

Under UK GDPR, we process your personal data on the following legal bases:

• Contract performance: Processing necessary to enter into or perform a tenancy or management agreement

• Legal obligation: Processing required to comply with UK laws including Right to Rent checks, deposit protection, tax obligations, and the Renters' Rights Act 2025

• Legitimate interests: Processing for business administration, fraud prevention, debt recovery, and improving our services, where these interests are not overridden by your rights

• Consent: Where we have obtained your explicit consent, such as for marketing communications

5. How We Use Your Personal Data

We use your personal data for the following purposes:

• To process tenancy applications and carry out referencing and Right to Rent checks

• To prepare, execute, and manage tenancy agreements

• To collect and process rent payments and disburse funds to landlords

• To coordinate property maintenance, inspections, and repairs

• To comply with legal and regulatory obligations including deposit protection schemes

• To handle complaints and disputes

• To send you service-related communications

• To send you marketing communications where you have consented or where we have a legitimate interest

• To improve our services and website

• To prevent fraud and money laundering

6. Who We Share Your Personal Data With

We may share your personal data with the following categories of recipients:

• Referencing and credit check agencies (e.g., Goodlord, Let Alliance, Homelet)

• Tenancy deposit protection schemes (e.g., DPS, TDS, MyDeposits)

• Property maintenance contractors and tradespeople

• Legal advisors and solicitors

• HMRC and other regulatory or government bodies where required by law

• Property portals (Rightmove, Zoopla, OnTheMarket) for marketing purposes

• IT and software service providers who process data on our behalf

• Debt collection agencies where rent arrears arise

We do not sell your personal data to third parties. All third parties are required to process your data in accordance with UK GDPR and our data processing agreements.

7. How Long We Keep Your Personal Data

We retain personal data for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Our standard retention periods are:

• Tenancy records (including agreements, correspondence, deposit information): 6 years after the tenancy ends

• Financial records: 6 years in line with HMRC requirements

• Right to Rent checks: 2 years after the tenancy ends

• Unsuccessful tenancy applications: 6 months

• Marketing data (where consent-based): Until you withdraw consent

• Website analytics data: 26 months

After the relevant retention period, your data will be securely deleted or anonymised.

8. Your Rights Under UK GDPR

You have the following rights in relation to your personal data:

• Right of access: To request a copy of the personal data we hold about you (Subject Access Request)

• Right to rectification: To request correction of inaccurate or incomplete data

• Right to erasure: To request deletion of your data where there is no compelling reason to continue processing

• Right to restriction: To request we limit how we use your data

• Right to data portability: To receive your data in a structured, commonly used format

• Right to object: To object to processing based on legitimate interests or for direct marketing

• Rights related to automated decision-making: Not to be subject to decisions made solely by automated processing

To exercise any of these rights, please contact us at info@heeraestates.co.uk. We will respond within one calendar month. There is no charge for making a request, though we may charge a reasonable fee for manifestly unfounded or excessive requests.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk or by calling 0303 123 1113.

9. Data Security

We take the security of your personal data seriously and have implemented appropriate technical and organisational measures to protect it against unauthorised access, loss, destruction, or alteration. These measures include:

• Secure encrypted storage of digital records

• Password-protected systems with restricted access

• Staff training on data protection obligations

• Secure physical filing of paper documents

• Regular review of our security practices

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and, where required, inform affected individuals without undue delay.

10. Cookies

Our website (www.heeraestates.co.uk) uses cookies to improve your browsing experience and to analyse website traffic. Cookies are small text files placed on your device.

We use the following types of cookies:

• Essential cookies: Necessary for the website to function properly

• Analytics cookies: To understand how visitors use our website (e.g., Google Analytics)

• Marketing cookies: To deliver relevant advertisements (only with your consent)

You can control cookies through your browser settings and our cookie consent tool when you first visit our website. Disabling certain cookies may affect the functionality of our website.

11. International Data Transfers

We primarily process and store your personal data within the United Kingdom. Where we use third-party software or service providers that transfer data outside the UK, we ensure appropriate safeguards are in place, such as UK adequacy decisions or Standard Contractual Clauses.

12. Third-Party Links

Our website may contain links to third-party websites including property portals and referencing agencies. We are not responsible for the privacy practices of those websites and encourage you to read their privacy policies before providing any personal data.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated policy on our website with a revised date. We encourage you to review this policy periodically.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the way we handle your personal data, please contact us:

Heera Estate and Lettings Limited

Email: info@heeraestates.co.uk

Tel: 0116 403 0405

Website: www.heeraestates.co.uk

If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO). Heera Estates and Lettings Limited is registered with ICO under registration reference: ZC185346

Website: www.ico.org.uk | Telephone: 0303 123 1113