Privacy Policy

Last updated: 14 January 2026

 

This Privacy Policy explains how RENTOOR ("we", "us", or "our"), a letting agency based in London, UK, collects, uses, shares, and protects your personal data when you visit our website or interact with our services. We are committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.We act as the data controller for the personal data we process. If you have any questions about this policy or our data practices, please contact us at info@rentoor.co.uk

1. Data We CollectWe collect personal data to provide our letting services, generate leads for new landlords, and improve our website. The types of data we may collect include:Contact Information: Name, email address, phone number, and postcode (e.g., from contact forms or chatbot inquiries).Property Details: Information about your property, such as address or type, if provided for services like valuations or management advice.Usage Data: IP address, browser type, device information, and pages visited (automatically collected via cookies or similar technologies—see our Cookie Policy for details).Other Data: Any additional information you voluntarily provide, such as messages or preferences.We do not collect sensitive data (e.g., racial origin, health) unless strictly necessary for letting services and with your explicit consent.

2. How We Collect DataDirectly from You: When you fill out forms, use our chatbot, or contact us via email/phone.Automatically: Through website analytics (e.g., Google Analytics) or integrated tools like CRM systems.From Third Parties: If you interact with us via property portals or social media, we may receive basic profile data.

3. How We Use Your DataWe use your data for the following purposes:To respond to inquiries and provide services like tenant sourcing, rent collection, or property management.To generate and nurture leads for new landlords in North London and beyond.To improve our website and services (e.g., analysing usage patterns).To comply with legal obligations, such as anti-money laundering checks for letting agencies.For marketing, if you consent (e.g., sending rental tips via email).We only use data for the purposes for which it was collected or compatible reasons.

4. Legal Basis for ProcessingConsent: Where you provide explicit agreement (e.g., for marketing emails).Legitimate Interests: For core business activities like lead generation and service provision, where your interests do not override ours (we conduct assessments to ensure balance).Contractual Necessity: If processing is needed to enter or perform a contract (e.g., managing a property).Legal Obligation: To meet UK laws, such as record-keeping for tenancies.

5. Sharing Your DataWe may share your data with:Third-party service providers (e.g., CRM like HubSpot, chatbots like PropertyJinni) who help with lead management or analytics—all UK GDPR-compliant.Licensed engineers or maintenance partners for property services.Authorities if required by law (e.g., for compliance checks).We do not sell your data. All sharing is limited to what's necessary, and we ensure recipients meet UK GDPR standards via contracts.

6. Data Storage and SecurityYour data is stored securely in the UK or EEA, with appropriate safeguards for any international transfers. We use measures like encryption, access controls, and regular audits to protect against unauthorised access, loss, or breach.We retain data only as long as needed: e.g., lead data for 2 years unless you become a client, then up to 6 years for legal reasons. After that, it's deleted or anonymised.

7. Your RightsUnder UK GDPR, you have rights including:Access: Request a copy of your data.Rectification: Correct inaccurate data.Erasure: Request deletion in certain cases (e.g., if no longer needed).Objection: Oppose processing based on legitimate interests.Restriction: Limit processing while we verify your request.Portability: Receive your data in a transferable format.Withdraw Consent: At any time, where applicable.To exercise rights, contact us at [your email]. We respond within one month. You can complain to the Information Commissioner's Office (ICO) at ico.org.uk if unsatisfied.

8. Cookies and TrackingOur site uses cookies for functionality and analytics. See our separate Cookie Policy for details and how to manage preferences.

9. Children's DataOur services are not for children under 18. We do not knowingly collect their data.10. Changes to This PolicyWe may update this policy to reflect changes in our practices or law. Updates will be posted here with the new date. Check periodically.This policy is not legal advice. We recommend consulting a professional for tailored guidance.For more on UK GDPR, visit ico.org.uk.