Privacy Notice
This Privacy Notice explains what information we collect, when we collect it and how we use it. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.
Who holds your information?
PTL Lettings is the data controller of the information that you provide to us and is responsible for ensuring that your personal data is processed in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
We take the issue of data protection seriously and are committed to safeguarding your personal information.
If you have any concerns about personal information you have provided, please contact us:
By post: 328A Lincoln Road, Peterborough, PE1 2ND
By telephone: 01733 555183
By Email: info@ptl-lettings.co.uk
What information we collect and how we collect it
The way that we collect information about you is from a variety of sources. Important information will be We collect information about you from a variety of sources. The main information will be collected from your application form and supporting documents that you provide to us. We may also collect information when you contact us by phone, email, or in person.
This includes information such as:
• Names, date of birth, and National Insurance number
• Addresses, telephone numbers, and email addresses
• Employment details, payroll number, and salary information
• Details of any welfare benefits you receive
• Bank account details, including account number and sort code
• Proof of identity and immigration status
• Credit history
• Information about all occupants living in the property
We do not normally process children’s data; however, we may collect basic information about children residing at the property to ensure that legal occupancy standards are not exceeded.
We operate a CCTV system at PTL Lettings office premises for the purpose of crime prevention and public safety. The system operates continuously, and recordings are retained for approximately 14 days. Appropriate signage is displayed on the premises.
We may obtain information about you during property inspections carried out throughout your tenancy. This may include photographs taken at the property to document its condition.
We may also receive information about you from third parties, including previous landlords, employers, referencing agencies, or support organisations.
All calls made to PTL Lettings, including the emergency maintenance line, may be recorded for training, monitoring, and quality assurance purposes.
How we use and store your personal information
The personal information we collect is used to manage your tenancy and to provide our services to you.
We process your personal data under the following lawful bases:
- Contractual necessity – to enter into and perform a tenancy agreement
- Legal obligation – to comply with applicable laws and regulations
- Legitimate interests – to manage properties, prevent fraud, and ensure tenancy compliance
The processing activities include:
• Providing the information and services you have requested
• Carrying out referencing and credit checks on prospective tenants and guarantors
• Responding to queries and concerns during your application, tenancy, or after termination
• Ensuring tenancy conditions are complied with, including addressing anti-social behaviour or fraud
• Complying with legal and regulatory requirements
We follow strict security procedures to ensure your personal information is not lost, damaged, or disclosed without authorisation. All paper documents are stored in secure, locked filing cabinets and are accessible only to authorised staff. Electronic data is stored on secure systems with restricted access. Computers are kept within PTL Lettings premises with appropriate physical and technical safeguards in place.
Property Inspections and Photography
As part of our inspection and reporting processes, we may enter a property to conduct routine, check-in, or check-out inspections. During these inspections, photographs and/or videos may be taken to accurately document the condition of the property.
All images and recordings are used solely for legitimate business purposes, including maintenance assessment, compliance, and reporting obligations. We take reasonable steps to avoid capturing personal or sensitive information where possible.
Photographs and inspection data are stored securely and accessed only by authorised personnel. These records may be shared with relevant third parties (such as landlords, tenants, contractors, or insurers) strictly for purposes related to property management and maintenance.
Deposit Handling and Dispute Resolution
We collect and manage tenancy deposits in accordance with applicable tenancy laws and regulations. Deposits are held securely and are only used to cover unpaid rent, cleaning costs, damages, or other reasonable expenses arising from the tenancy.
At the end of the tenancy, we will conduct a final inspection to determine whether any deductions are required. Where both parties agree, deposits will be returned within the legally required timeframe.
In the event of a dispute, we will provide evidence (including inspection reports and photographs) to the relevant tenancy deposit scheme or dispute resolution body. We will comply with any decision made by the relevant authority.
All information used for deposit handling and dispute resolution is processed in accordance with this Privacy Notice.
Who we may share your information with
We will keep your personal information confidential. However, we may share your information with third parties where necessary and lawful to do so.
This may include:
• Referencing agencies for tenant and guarantor checks
• Tenancy deposit scheme providers (e.g. MyDeposits)
• Landlords
• Contractors carrying out maintenance or repairs
• Local authorities, utility providers, and relevant organisations at the start or end of a tenancy
• Organisations involved in debt recovery or tenant tracing, where necessary
If PTL Lettings enters into a business restructuring, merger, or sale, your information may be shared with new business partners or owners.
We ensure that all third parties process your data securely and in accordance with data protection laws.
International data transfers
We do not routinely transfer your personal data outside of the United Kingdom. Where this becomes necessary, we will ensure that appropriate safeguards are in place to protect your data in accordance with data protection laws.
Automated decision-making
We do not make decisions about you based solely on automated processing. Any referencing or credit checks are reviewed as part of a wider assessment process.
How long we will keep your information
We will retain your personal data only for as long as necessary for the purposes for which it was collected, or as required by law.
Documents provided for referencing purposes (such as bank statements, payslips, and employment contracts) will be securely destroyed once referencing is complete and/or a tenancy agreement has been finalised.
We will retain records relating to your tenancy for the duration of the tenancy and for up to 6 years afterwards, in line with legal limitation periods, to allow us to respond to any enquiries or legal claims.
Basic tenancy records (such as names and tenancy dates) may be retained for a longer period for record-keeping purposes.
The rights that you have regarding your personal data
You have the following rights in relation to your personal data:
• The right to be informed about how your data is used
• The right to access a copy of your personal data
• The right to request correction of inaccurate or incomplete data
• The right to request erasure of your data where applicable
• The right to restrict or object to processing in certain circumstances
Some rights may be limited where we are required to retain data to comply with legal obligations.
Your right to complain
If you are not satisfied with how we have handled your personal information, please contact us so we can resolve your concern.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk
Acknowledgement
By proceeding with an application or entering into a tenancy agreement with PTL Lettings, you acknowledge that you have read and understood this Privacy Notice and that your personal data will be processed as described above.