Updated on 2025-11-25
Privacy Policy
This Privacy Notice explains how Unilink Letting & Property Management Ltd collects, uses, shares, and protects personal data.
1. Who We Are (Data Controller)
- Company: Unilink Letting & Property Management Ltd
- Address: 245 Ilkeston Road, Nottingham, NG7 3FX
- Tel: 0115 919 1662
- Email: info@unilink-letting.co.uk
We act as Data Controller for tenant and landlord information.
2. Personal Data We Collect
- Identity: full name, date of birth, passport, BRP, driving licence
- Contact: phone, email, addresses
- Tenancy application: employment, salary, guarantor, references, credit check
- Tenancy management: rent payments, bank details, maintenance, deposits, utilities
- Website/Digital info: IP address, form submissions, cookies
3. How We Collect Your Information
- Application forms, viewings, emails, WhatsApp, online forms
- Reference checks
- Property inspections and maintenance
- From landlords or guarantors
- Utility companies and local councils
- CCTV if applicable
4. How We Use Your Personal Data (Legal Basis)
- Contract: tenancy management, agreements, rent collection, maintenance, deposits
- Legal obligation: Right to Rent, anti-fraud, council tax, deposit protection, legal claims
- Legitimate interest: communication, insurance/dispute records, improving services
5. Who We Share Your Data With
- Landlords, utility providers, local councils, contractors, deposit protection schemes, reference agencies, insurance/legal professionals, and HMRC/law enforcement where required
6. How Long We Keep Your Data
- Tenancy records: 6 years after tenancy ends
- Right to Rent: 12 months after tenancy ends
- Application forms (not proceeding): 12 months
- Financial records: 6 years
- CCTV: 30 days unless required
7. How We Protect Your Data
- Secure password-protected systems
- Limited staff access
- Encrypted cloud storage
- Locked cabinets for physical files
- Staff training
- Secure document transfer
8. Your Rights Under UK GDPR
- Access your data
- Rectify inaccuracies
- Request deletion (limited by legal obligations)
- Restrict processing
- Object to processing
- Data portability
- Withdraw consent
- Complain to the ICO
To exercise your rights, please contact us using the details above.
9. International Transfers
- Data is not routinely transferred outside the UK; if transfers occur, adequate protection will be ensured.
10. Updates to This Privacy Notice
- This notice may be updated; the latest version is available on our website or on request.
11. Contact Us
If you have any questions about this Privacy Notice or wish to exercise your data protection rights, contact:
Unilink Letting & Property Management Ltd
Email: info@unilink-letting.co.uk
Tel: 0115 919 1662
Address: 245 Ilkeston Road, Nottingham, NG7 3FX