Privacy

Privacy Policy – Coast to Coast Property Management Ltd

1. Introduction

This Privacy Policy explains how Coast to Coast Property Management Ltd (“we”, “us”, “our”) collects, uses, stores, and protects personal data in accordance with UK GDPR and the Data Protection Act 2018.

2.Data Controller

Coast to Coast Property Management Ltd
Registered in England & Wales
Registered Office: [Insert Address]
Email: [Insert Email]
Telephone: [Insert Number]

3. Personal Data We Collect

We may collect the following categories of personal data:

Clients / Landlords

  • Name, address, contact details

  • Bank details for payments

  • Property information

  • Compliance documentation

Tenants / Applicants

  • Name, address, contact details

  • Identification documents

  • Employment and income information

  • References

  • Right to Rent documentation

  • Tenancy history

Contractors

  • Business details

  • Contact information

  • Insurance and qualification documents

4. How We Use Personal Data

We use personal data for:

  • Property management and tenancy administration

  • Legal compliance (Right to Rent, deposit protection, safety checks)

  • Rent collection and arrears management

  • Maintenance coordination

  • Communication with clients, tenants, and contractors

  • Accounting and financial reporting

  • Regulatory and legal obligations

5. Legal Basis for Processing

  • We process data under the following lawful bases:

    • Contract – to deliver property management services

    • Legal obligation – compliance with housing and safety legislation

    • Legitimate interests – efficient operation of our business

    • Consent – where required (e.g., marketing communications)

6. Sharing Personal Data

  • We may share data with:

    • Contractors and service providers

    • Deposit protection schemes

    • Referencing agencies

    • Utility companies

    • Local authorities

    • Legal advisors

    • Regulatory bodies

    • Our redress scheme

    We do not sell personal data.

7. Data Storage and Security

We use secure digital systems and physical safeguards to protect data.
Access is restricted to authorised personnel only.
Data is stored within the UK or in jurisdictions with adequate protection standards.

8. Data Retention

We retain data only as long as necessary:

  • Tenancy records: 6 years after tenancy end

  • Financial records: 6 years

  • Compliance documents: as required by law

  • Applications: 12 months unless tenancy proceeds

9. Your Rights

  • Individuals have the right to:

    • Access their data

    • Request correction

    • Request deletion (where lawful)

    • Restrict processing

    • Object to processing

    • Request data portability

    • Withdraw consent (where applicable)

    Requests can be made by contacting us using the details above.

10. Cookies (Website Use)

f applicable, our website may use cookies to:

  • Improve user experience

  • Analyse website traffic

  • Support functionality

Users can manage cookie preferences through their browser settings.

11. Data Complaints

If you have concerns about how we handle your data, you may contact: Information Commissioner’s Office (ICO) www.ico.org.uk Telephone: 0303 123 1113.

12.Policy Updates

We may update this Privacy Policy periodically. The latest version will always be available on our website. If you would like a hard copy of our Privacy Policy, please contact us. 

 
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