Privacy Policy

SPL Agency UK (“we”, “us”, or “our”) is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data Controller:

SPL Housing UK Ltd

Filton

Bristol

BS34 7BQ

ICO Registration Number: ZB961361

Contact Details:

Email: antjon@splagencyuk.com

Phone: 07469 289953

For any questions about this Privacy Policy or how we handle your personal data, please contact us using the details above.

We collect and process different types of personal data depending on whether you are a prospective tenant, current tenant, landlord, or guarantor.

For Prospective and Current Tenants:

Identification Information: Full name, date of birth, nationality, passport/ID documents

Contact Information: Email address, phone number, current and previous addresses

Right to Rent Information: Visa status, immigration documents, Right to Rent verification

Financial Information: Employment details, income information, bank statements, references

Tenancy Information: Rental history, previous landlord references

Emergency Contact Information: Next of kin details

Guarantor Information: Details provided by third-party guarantor services

For Landlords:

Identification Information: Full name, company name (if applicable)

Contact Information: Email address, phone number, address

Financial Information: Bank details for rental payments, tax information

Property Information: Property details and documentation

For Guarantors:

Identification Information: Full name, address

Contact Information: Email address, phone number

Financial Information: Income verification, credit information (as provided by guarantor service)

We collect personal data through:

• Online enquiry forms on our website (including our “Find Me a Home” form)

• Formal tenancy application forms and direct communications with you

• Right to Rent checks and identity verification

• Third-party guarantor services where applicable

• References from previous landlords and employers

• Publicly available sources where necessary for verification

• Email, phone, and other communications

We process your personal data under the following legal bases:

Contract Performance: Processing is necessary to enter into or perform a tenancy agreement with you.

Legal Obligation: We are legally required to conduct Right to Rent checks and maintain records for tax and legal purposes.

Legitimate Interests: We have a legitimate interest in:

• Assessing your suitability as a tenant

• Managing tenancies effectively

• Protecting our landlords’ interests

• Preventing fraud and ensuring payment of rent

Consent: In some cases, we may ask for your explicit consent to process certain data, which you can withdraw at any time.

We use your personal data for the following purposes:

• Tenancy Applications: Assessing your suitability as a tenant

• Right to Rent Compliance: Verifying your legal right to rent property in the UK

• Guarantor Arrangements: Facilitating guarantor arrangements through third-party services where applicable

• Tenancy Management: Creating tenancy agreements, managing deposits, and maintaining tenancy records

• Financial Management: Processing rental payments and maintaining financial records

• Property Maintenance: Arranging repairs and maintenance where required

• Legal Compliance: Meeting our legal and regulatory obligations

• Communication: Keeping you informed about your tenancy and related matters

• Property Alerts: Sending you ongoing email notifications about properties that match your requirements

When you submit an enquiry through our “Find Me a Home” form or express interest in receiving property updates, we will keep your contact details and property requirements on file to send you email notifications about properties that match your criteria.

What this means:

• We will email you when new properties become available that match your specified requirements (e.g., budget, number of bedrooms, location preferences)

• You will continue to receive these property alerts until you are successfully housed, inform us you are no longer interested, or unsubscribe from our communications

• These emails are sent based on the consent you provided when submitting your enquiry form

Your right to opt-out:

You can unsubscribe from property alerts at any time by:

• Clicking the “unsubscribe” link in any email we send you

• Emailing us at antjon@splagencyuk.com with “Unsubscribe” in the subject line

• Calling us on 07469 289953

Once you unsubscribe, we will remove your details from our property alert list and delete your data in accordance with our retention policy.

We may share your personal data with the following third parties when necessary:

Landlords: We share relevant tenant information with property owners to facilitate tenancy agreements.

Guarantor Services: Where tenants use third-party guarantor services, we may receive confirmation data from them and share relevant application details as necessary to facilitate the guarantor arrangement.

Deposit Protection Schemes: We use the Tenancy Deposit Scheme (TDS) or landlords may use their own registered scheme. Your deposit information is shared with the relevant scheme.

Professional Advisors: Legal advisors, accountants, and other professional service providers when necessary.

Legal and Regulatory Bodies: Government authorities, courts, or regulators when required by law (e.g., Right to Rent enforcement, tax authorities).

Utility Companies and Local Authorities: For setting up utilities and council tax where appropriate.

We do not sell your personal data to third parties. All third parties we work with are required to keep your data secure and use it only for the purposes we specify.

We primarily store and process data within the United Kingdom. If we need to transfer data outside the UK, we will ensure appropriate safeguards are in place in accordance with UK GDPR requirements.

For international students and professionals, we may need to verify documents issued by foreign governments, but we do not routinely transfer personal data outside the UK.

Successful Tenancy Applications: We retain your data for 6 years after the end of your tenancy. This retention period is required for legal, tax, and regulatory purposes.

Website Enquiries and Unsuccessful Applications: Personal data submitted through our website forms (including our “Find Me a Home” form) or tenancy applications is handled as follows:

• If you have consented to receive property alerts, we will keep your contact details and property requirements on file and send you email notifications about matching properties until:

– You have been successfully housed and your tenancy has commenced

– You inform us you are no longer interested in our services

– You unsubscribe from our property alert emails

– It becomes clear you will not be proceeding with a tenancy

– We are unable to assist with your housing requirements

• If you did not consent to property alerts, your data is deleted promptly once it becomes clear you will not be proceeding with a tenancy or we are unable to assist you.

If you would like us to retain your details for future property opportunities, please let us know and we will keep your information on file with your consent.

Landlord Data: We retain landlord information for 6 years after our business relationship ends.

After these retention periods, we will securely delete or anonymize your personal data unless we are legally required to keep it longer.

You have the following rights regarding your personal data:

Right to Access: You can request a copy of the personal data we hold about you.

Right to Rectification: You can ask us to correct inaccurate or incomplete personal data.

Right to Erasure: You can request deletion of your personal data in certain circumstances (e.g., if unsuccessful application data was not deleted promptly).

Right to Restrict Processing: You can ask us to restrict how we use your data in certain situations.

Right to Data Portability: You can request your data in a portable format to transfer to another service provider.

Right to Object: You can object to processing based on legitimate interests.

Right to Withdraw Consent: Where we rely on consent, you can withdraw it at any time.

Right to Lodge a Complaint: You can complain to the Information Commissioner’s Office (ICO) if you believe we have mishandled your data.

To exercise any of these rights, please contact us at antjon@splagencyuk.com or 07469 289953.

We take data security seriously and implement appropriate technical and organizational measures to protect your personal data, including:

• Secure storage of physical documents in locked filing systems

• Password-protected electronic systems and encrypted communications

• Access controls ensuring only authorized personnel can access personal data

• Regular reviews of our security practices

• Secure disposal of data when no longer needed

While we take reasonable steps to protect your data, no system is completely secure. We cannot guarantee absolute security but will notify you and the ICO of any data breach where required by law.

Our website may use cookies to improve your browsing experience. Cookies are small text files stored on your device that help us understand how you use our website.

We use cookies for:

• Essential website functionality

• Understanding website traffic and usage patterns

• Improving user experience

You can control cookie settings through your browser preferences. For more information about the specific cookies we use, please see our Cookie Policy or contact us.

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to read their privacy policies before providing any personal data.

Our services are intended for adults aged 18 and over. We do not knowingly collect personal data from individuals under 18 without parental consent. If you believe we have inadvertently collected such data, please contact us immediately.

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by email or through our website. The “Last Updated” date at the top of this policy indicates when it was last revised.

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:

Post: SPL Housing UK Ltd, 132 Gloucester Road North, Filton, Bristol, BS34 7BQ

If you are not satisfied with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office:

Information Commissioner’s Office (ICO)

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

ICO Helpline: 0303 123 1113

Website: ico.org.uk

SPL Agency UK is committed to protecting your privacy and handling your personal data responsibly in accordance with UK data protection laws.

“Your privacy and data security are our top priorities. SPL Agency UK is fully registered with the ICO and compliant with UK GDPR regulations. We handle your personal information with the utmost care and transparency.”

SPL Agency UK Ltd | ICO Registered: ZB961361

Get In Touch

Landlords if you would like to list your property please click “Let With Us” or call us today.

Tenants if you would like us to find you a property please click “Find Me A Home” or call us today.

How To Rent For International Students

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Privacy Policy

Antjon@splagencyuk.com

Companies House: SPL Agency UK LTD: 16660665

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