Privacy Policy

Privacy Policy

Hall & Home Lettings Limited

Hall & Home Lettings Limited (“we”, “us”, or “our”) respect your privacy and are committed to protecting your personal data. This privacy policy explains how we collect, use, store, and share your personal data when:

  • You visit our website
  • You provide information to us directly
  • Your data is provided to us by third parties (e.g. referencing agencies, contractors, or partners)

 

  1. Important Information and Who We Are

Who We Are

Hall & Home Lettings Limited is a company registered in England & Wales (Company No. 16145650) and acts as a data controller and/or data processor depending on the circumstances.

  • Where you provide data directly to us → we act as Data Controller
  • Where data is provided via a third party → we may act as Data Processor

We are registered under applicable UK data protection legislation, including the UK GDPR and Data Protection Act 2018.

Contact Details

Data Protection Officer (DPO)
77 Sibson Road
Birstall
Leicester
LE4 4DX

lettings@hallandhome.co.uk

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO). However, we would appreciate the opportunity to resolve your concerns first.

 

  1. Changes to This Policy

We may update this policy from time to time. Please ensure your personal details remain accurate and notify us of any changes.

 

  1. Data We Collect About You

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

  • Identity Data: Name, date of birth, marital status, employment status
  • Contact Data: Address history, email, telephone numbers
  • Property Data: Property details, tenancy information, utilities, keys, safety records
  • Financial Data: Bank account details, payment records
  • Transaction Data: Rent payments, deposits, service payments
  • Technical Data: IP address, browser type, device information
  • Usage Data: Website interaction and service usage
  • Marketing & Communications Data: Preferences and communication history

We may also process aggregated/anonymised data for statistical purposes.

 

Special Category Data

We do not typically collect sensitive personal data unless required by law or necessary for tenancy processing (e.g. referencing or legal compliance).

 

  1. How Your Data is Collected

We collect data via:

  • Direct interactions (applications, enquiries, forms)
  • Automated technologies (cookies, analytics tools)
  • Third parties, including:
    • Referencing providers
    • Financial service providers
    • Contractors and maintenance providers
    • Advertising and analytics platforms

 

  1. How We Use Your Personal Data

We process your data under the following lawful bases:

  • Contractual necessity
  • Legal obligations
  • Legitimate interests
  • Consent (for marketing only)

 

Key Uses Include:

  • Managing tenancies and property transactions
  • Referencing and affordability checks
  • Rent collection and financial processing
  • Maintenance coordination
  • Legal and regulatory compliance
  • Communication and customer service
  • Marketing (where consent is given)

 

  1. Data Sharing and Disclosures

We may share your data with:

  • Referencing agencies (e.g. credit checks)
  • Contractors and maintenance providers
  • Legal, financial, and professional advisers
  • Local authorities and regulators
  • HMRC and other government bodies
  • Property platforms and compliance systems
  • Government property databases
  • Compliance with housing reform legislation
  • Use of property identifiers (e.g. UPRNs)

 

All third parties are required to handle your data securely and lawfully.

 

  1. International Transfers

We do not routinely transfer data outside the UK. Where this occurs, appropriate safeguards will be in place.

 

  1. Data Security

We implement appropriate security measures to prevent unauthorised access, loss, or misuse of your data.

 

  1. Data Retention

We retain personal data only as long as necessary, including:

  • Up to 6 years for legal, tax, and contractual purposes
  • Longer where required for legal claims or regulatory compliance

We may anonymise data for research and business analysis.

 

  1. Your Legal Rights

You have the right to:

  • Access your data
  • Correct inaccurate data
  • Request deletion
  • Object to processing
  • Restrict processing
  • Transfer your data
  • Withdraw consent (where applicable)

We aim to respond within one month.

 

  1. Marketing

You will only receive marketing communications if you have opted in. You can opt out at any time.

 

  1. Cookies

We use cookies to improve your experience. You can control cookie preferences via your browser settings.

 

  1. Change of Purpose

We will only use your data for the purpose it was collected unless legally permitted to do otherwise.

 

  1. Complaints

If you are unhappy with how your data is handled, please contact us first. Complaints procedure If you wish to register a complaint, please contact us first:

  • By email: please send us your complaints to: lettings@hallandhome.co.uk
  • By phone: call us on 0116 2745778
  • In writing: send a letter to: The Lettings Manager, Complaints Department,
    Hall & Home Lettings Limited, 77 Sibson Road, Birstall, Leicester, LE4 4DX

We will then investigate your complaint and respond accordingly. If your complaint is not resolved, you are entitled to refer it to The Property Ombudsman Service for further advice.

Please see link for further details: https://www.tpos.co.uk/

You may also escalate complaints to The Information Commissioner’s Office (ICO)

 

  1. Glossary

Includes definitions of:

  • Legal bases for processing
  • Third-party categories
  • Data subject rights

 

This privacy notice was last reviewed in April 2026 and supersedes any earlier version.

Next Review Date 01/04/2027

Back To Top