Privacy Policy

1. Who are we

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Pebina Lettings

71-75 Shelton Street, London, England, WC2H 9JU
Email: info@pebinalettings.co.uk
Telephone: 07930 976598

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We act as the Data Controller for the personal information we collect in connection with our lettings and property management activities.

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If you have any questions about this policy or how your data is handled, please contact us using the details above.

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2. What personal data we collect

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We collect personal data only where relevant to the services we provide.

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We may collect information when you:

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• enquire about a property or our services

• request a valuation or quotation

• apply to rent a property

• act as landlord, tenant or guarantor

• communicate with us by phone, email or website forms

• submit referencing or tenancy documents

• enter into a tenancy agreement

• subscribe to updates or marketing communications

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The types of personal data we may collect include:

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Contact & identity information

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• name, address and contact details

• date of birth

• proof of identity and proof of address

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Tenancy & referencing information

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• employment and income details

• bank or affordability information

• credit and referencing results

• previous tenancy history

• guarantor details (where applicable)

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Landlord & property information

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• property ownership details

• investment / portfolio information

• payment and invoice records

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Communications & records

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• email and message correspondence

• notes relating to service delivery

• call or meeting information (where relevant)

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We only request information that is necessary for the purpose it is collected​​​

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3. How we use your personal data

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We process personal data for the following purposes:

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• responding to enquiries and service requests

• marketing and advertising rental properties

• arranging and conducting viewings

• tenant referencing and suitability assessment

• preparing tenancy documentation

• managing tenancies and landlord instructions

• arranging maintenance and safety inspections

• fulfilling legal and regulatory obligations

• handling payments, deposits and accounts

• internal administration and record-keeping

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We will only process your personal data where we have a lawful basis to do so, which may include:

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• performance of a contract or tenancy process

• compliance with legal obligations

• our legitimate business interests

• your consent (where explicitly provided)

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We do not use your personal data for unrelated purposes.

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4. Marketing Communications​​​

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We may occasionally contact you with information about:

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• property opportunities

• services or updates relevant to landlords or tenants

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We will only send marketing communications where:

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• you have opted-in, or

• we have a legitimate interest and it is appropriate to do so

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You may opt out at any time by contacting us.

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5. Sharing your personal data

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We may share personal data with carefully selected third parties where necessary for delivering our services, including:

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• tenant referencing and credit agencies

• maintenance contractors and service providers

• deposit protection schemes

• insurers and utility providers (where applicable)

• software and property management systems

• legal advisors, accountants or regulatory authorities

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Where third parties process data on our behalf, they are required to:

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• use your data only for agreed purposes

• handle it securely

• comply with UK data protection legislation

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We do not sell or trade your personal information.

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6. Data Retention - How long we keep your information

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We retain personal data only for as long as necessary for:

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• tenancy and property management

• financial, tax and audit purposes

• regulatory and legal compliance

• resolution of disputes or claims

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Retention periods vary depending on document type and statutory requirements. Where data is no longer required, it is securely deleted or anonymised.

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7. Data Security

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We implement appropriate technical and organisational measures to protect your data against:

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• unauthorised access

• accidental loss or damage

• unlawful processing

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Access to personal data is restricted to authorised personnel only.

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8. Website Data & Cookies

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Our website may collect standard usage and analytics information to help us improve performance and user experience.

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Cookies may be used to:

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• track website performance

• understand site traffic and interactions

• enable functionality

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Where required, you will be given the option to manage or decline non-essential cookies.

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A separate Cookie Policy may provide further detail.

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9. Your Data Protection Rights

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Under UK data protection law, you have the right to:

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• request access to the personal data we hold about you

• request correction of inaccurate or incomplete information

• request deletion of your data (where appropriate)

• restrict or object to certain processing

• withdraw consent (where consent is relied upon)

• request data portability in limited circumstances

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To exercise your rights, please contact us using the details in Section 1.

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If you are dissatisfied with how your data is handled, you have a right to contact the

Information Commissioner’s Office, however we suggest that you first complete our internal complaints procedure so we can try to address your concerns. 

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10. International Data Transfers

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We do not routinely transfer personal data outside the UK or European Economic Area.

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If international transfers become necessary, appropriate safeguards will be applied in accordance with data protection law.

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11. Updates to This Privacy Policy

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We may update this policy from time to time to reflect changes in:

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• our operations

• legal or regulatory requirements

• industry best practice

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The latest version will always be published on our website.

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12. Contact Us

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If you have any questions about this Privacy Policy or how your data is processed, please contact:

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Pebina Lettings

71-75 Shelton Street, London, England, WC2H 9JU

Email: info@pebinalettings.co.uk
Telephone: 07930 976598