Last updated February 2025.
Who is this privacy notice for
This Privacy Notice applies to applies to information we may collect about you if you interact with Good Place Lettings Ltd (a Community Interest Company), whether that be enquiring about, or renting accommodation through our services, supplying services to us or receiving our marketing emails. It explains what personal information may be collected and how we may use it lawfully.
Who we are
Good Place Lettings are not your average lettings agency. We understand the difficulties that tenants experience in trying to rent accommodation, and are on a mission to build lasting, healthy relationships in the rental market. We want to ensure that every landlord finds their ideal partnership, and that evert tenant finds a good place to call home. We take the privacy and the protection of your personal information seriously. We are committed to protecting your data and complying with data protection law to its fullest extent. This Privacy Notice explains how we use and protect your personal information, to show that we are adhering to the DPA 2018 and UK GDPR, and the Privacy and E-Communications Regulations in respect of marketing compliance.
The DPA 2018 and UK GDPR requires every organisation that processes personal information to be registered with the Information Commissioner’s Office (ICO). Our registration number ZB752936 and you can find us on the Information Commissioner’s register and searching for us by using our registration number.
How to contact us
If you have any questions about how your personal information is used, please contact us on [email protected]
Good Place Lettings is based at Floor 1, 78 Quaker Street, London, E1 6SW
What Personal Information do we collect about you
The following sections explain the types of data we may collect and the legal basis, under current data protection legislation, on which this data is processed.
Types of information we may collect as a tenant or prospective tenant
The types of information that we may collect or hold about you are:
- Your name and contact details (phone, email)
- Your current postal address
- Something to confirm your identity e.g. a utility bill, bank statement
- Confirmation of your ‘right to rent’ and an appropriate ‘share code’
- Where appropriate, relevant Home Office information
- Details of your financial history in the form of 3 month’s bank statements and appropriate pay statements
- The results of appropriate checks with credit reference agencies
- Details of previous landlords for obtaining references
- Familial information – those family members who will also be living at a property e.g. your spouse, partner and children
- Limited health data only where it is relevant to the accessibility of a property
Types of information we may collect as a landlord
The types of information that we may collect or hold about you are:
- Your name and contact details (phone, email)
- Your bank details
- Your mortgage provider (if a property is mortgaged)
- If the property is an HMO (home of multiple occupancy), details of the freeholder where the service charge is paid
- If you are a landlord in Scotland, your unique registration details
Types of information we may collect as a guarantor
The types of information that we may collect or hold about you are broadly similar to that collected for the prospective tenant, although we do not require Home Office share codes. In addition, we will also collect your National Insurance Number and Date of birth.
Types of information we may collect as a company or trader providing services to us
The types of information that we may collect or hold about you are:
- Your name, business name and contact details
- Bank details
- Information about your business available on Companies House
- References from previous companies or businesses that have used your services
Where you respond to advertised roles, we will store your CV and any other information that you share during the recruitment process.
How do we obtain your information
As a tenant or prospective tenant, much of the personal information we process is provided to us directly by you either over the phone, email, through our website or sometimes through our social media or Business WhatsApp channels. We may also be provided with information through a referral from a charity.
We may use your information for one of the following reasons:
- To respond to enquiries that you may make about a property
- For pre-registration and tenancy assessment
- To register a security deposit made by you
- To set up and monitor a tenancy contract
- For required credit checks with credit reference agencies
- To process financial transactions and financial audits
- To update utility companies of a change of tenancy
- For sharing relevant marketing communications with you
As a landlord or prospective landlord, much of the personal information we process is provided to us directly by you either over the phone, email, through our website or sometimes through our social media or Business WhatsApp channels. We may also be provided with information through a referral from a local authority, or occasionally from your friends and family. We will use your information to:
- Provide lettings services administration and fulfil our contractual obligation with you
- Perform required credit checks with credit reference agencies
- Share relevant marketing communications with you
As a guarantor, your information is often shared by a potential tenant. We will use your information to support a prospective tenant’s application for a property, and in doing so will also credit check your financial risk position with credit reference agencies. Should the tenant or you default on payments due, your information could be shared with our legal representatives and, if needed, the courts.
As a service provider, your information will be used to take references from businesses who have previously used your services. In a limited number of instances, we may ask whether primary contractor’s employees are DBS checked.
What legal basis do we rely on to use your information
Lettings enquiry – If you enquire about our letting’s services, information may be collected either via the website, email or telephone depending on your preferred contact method, or as a referral from a 3rd party. As it is necessary for us to collect that data to enable us to respond to your enquiry in the way you would expect we have a legitimate interest in processing that data.
Credit checks – we need your express permission (Consent) to credit check you before we can enter into a tenancy agreement. This is to check your identity and does not affect your credit score. This means the search will only see information that is publicly available e.g. CCJs. The search does not advise whether you may have missed payments in the past, although some landlords may conduct independent searches through landlord websites or social media.
Health information – sometimes you, as a tenant or prospective tenant, may share limited health information with us in the context of a property being suitably accessible for your or your family’s needs, or where additional support needs are required. In these instances, we ask for your consent to process this information.
Lettings agreement – If you go on to take up a property through us, or become a registered landlord, we will be entering into a contractual relationship with you, and this is our legal basis for processing your information.
Security Deposit Registration – We are legally obligated to register your security deposit with a government-approved tenancy deposit protection (TDP) scheme. These schemes ensure that tenants will get their deposit back if they meet the terms of their tenancy agreement, do not damage the property, and pay their rent and bills on time.
Website traffic analytics – we use Google Analytics to monitor website traffic. In accepting cookies, you are giving your Consent for this activity to happen. For more details of the cookies that we utilise, please see our dedicated section on cookies.
Transactional financial data – We are legally obligated to retain details of transactional financial data for audit purposes.
Recruitment Activities – Where you respond to roles advertised by us you may share your CV and other details about yourself. In these circumstances we rely on this being in the pre-employment stages of a Contract (Art 6(1)(b)
Who may we share your information with
We, like many businesses, works in partnership with a number of third-party suppliers:
Partner | Purpose | Location |
| Landlords | To facilitate liaison between tenants and landlords | UK wide. |
| Local Authorities | Council tax Registration | UK wide. |
| Credit Reference Agencies (CRA) | Identity and Credit checks | Our preferred CRA is Experian. Experian is a global credit reporting agency that helps us run credit checks on potential tenants and guarantors to ensure reliable tenancy. Their privacy notice is here |
| Xero | Accounting software | Xero are our accounting software providers. Xero are based in New Zealand but have dedicated servers and offices in the EU for EU and UK based users. Their privacy notice is here |
| Utility companies | Utility account set up | At Good Place Lettings, we ensure that utility accounts are set up with the relevant utility company as part of the tenancy onboarding process. This means we may share your information with the company appropriate to the property. |
| Microsoft | O365 / Outlook | Like a lot of businesses, we use Microsoft Office365 to process our day-to-day administrative actions. Microsoft operate globally and default data storage to the closest geographic region to where a business is located. Their privacy notice is here Our IT provider is LUMA-IT, a Scottish based company specialising in the provision of IT services to charities and CICs. Their privacy notice is here |
| SME Professional | CRM and Contract database | Lyles Sutherland Limited (T/A SME Professional) – A Scottish provider of end-to-end software supporting the tenancy and letting process, from appraisal and marketing, to viewings, and contracts. Their privacy notice is here |
| Arran Accounting | Accountancy Services | Arran Accountants provide accountancy services to us, which may mean sharing limited amounts of information with them for audit purposes.
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| TDS | Tenancy Deposit Scheme | A government-approved tenancy deposit protection (TDP) scheme, their privacy notice is here
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| Inventory Companies | Property/facilities audits prior to tenancy fulfilment | UK wide. |
Outside of our contracted suppliers we will only share your information where we may be legally required to do so.
How long we keep your data
We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required.
- Within our tenancy CRM environment, records are retained for six years after a property is vacated.
- Financial records default to a seven-year retention period within our accounting period.
- Where we send you marketing information we will keep you on our marketing database indefinitely. If you unsubscribe, we will retain your information as a suppressed contact to ensure you receive no further marketing from us.
- If you apply for a role with us, successful candidates CV and recruitment information will be transferred to your employee file and kept for the duration of your employment plus six years. Unsuccessful candidates’ information will be retained for twelve months after the conclusion of the recruitment process, unless we believe we may have roles in the future that you may be suitable for.
Security
We ensure that your personal information is kept safe and secure and ensure appropriate technical and organisational security measures are in place to protect the personal data that we do hold. We apply data minimization to information and have enforced Two Factor Authentication for access to our Microsoft environment.
Where we outsource data processing, we ensure that robust and appropriate contracts are in place and of course, we excel at exacting rigorous due diligence on our suppliers.
Rights you have over your data
You have a number of rights under UK data protection law. These are listed below, along with our contact details, should you wish to make a request.
- Informed: You have the right to be informed about how we handle your personal data. This privacy statement is one of the ways we do this.
- Access: You have the right to ask for a copy of the personal data we hold about you and the purposes for which we are using it. ‘Personal data’ is any information which can directly, or indirectly, identify you.
- Rectification: You have the right to ask us to change any details that we hold which are incorrect, inaccurate or need updating.
- Erasure (known as the ‘right to be forgotten’): You have the right to ask us to delete your personal details under certain circumstances. We will assess any deletion request on a case-by-case basis. If you subscribe to our email list, we can quickly fulfil your request, but in other circumstances there may be reasons why we need to keep information about you.
- Object: You have the absolute right to object to receiving direct marketing from us. You also have the right to raise an objection about how we are handling your personal information.
- Restriction: You have the right to ask us to restrict or suppress your personal information. This would mean we’d store it but not use it.
- Portability: You have the right to obtain and reuse your personal data for your own purposes across different services. Due to the nature of our organisation, we do not believe this right is likely to apply.
You also have the right to make a complaint if you believe we have not handled your information appropriately. We would prefer that you contact us in the first instance so we can discuss your concerns and put things right, but you also have the right to escalate your concerns at any time to the UK Regulator (The Information Commissioner’s Office) by contacting them here
If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us by emailing [email protected]
Marketing
E-mail campaigns and promotions
Where you may have made enquiries about our lettings services (as a landlord or tenant), or go on to rent through us, we may retain your contact details for marketing purposes.
We do not spam you with marketing although we do send marketing emails from time to time – you are in control of how we communicate with you – you can opt in or out or change your preferences at any time through the ‘unsubscribe’ link at the bottom of any marketing email received. You may unsubscribe at any time by simply hitting the unsubscribe link in the email.
Cookies
We do use cookies on our website. For a full breakdown of the cookies we use, and how you can control what cookies are dropped to your devices, please see our cookie consent and control platform
Our promise to you
- We will keep your information secure and confidential.
- We will not share your data with a third party save for suppliers and those authorities notified in this privacy notice.
- We know how to manage your information appropriately and in line with legal and regulatory requirements.
