Privacy Policy
Effective Date: May 15, 2025
Last Updated: May 15, 2025
Hemmingfords Property Limited (“Hemmingfords”, “we”, “us”, or “our”) is committed to protecting your privacy and ensuring transparency in how we collect, use, and share your personal data.
This Privacy Policy explains how we process personal data in connection with our services, including where you are a tenant, prospective tenant, landlord, guarantor, contractor, or other stakeholder.
1. Who We Are
Hemmingfords Property Limited is a property management company registered in Second Floor, 34 Upper Street, The Angel, London, N1 0PN. We are the data controller in relation to the personal data we collect and process.
2. Personal Data We Collect
– Identity & Contact Information: Full name, date of birth, email address, phone number, current/previous addresses.
– Financial Information: Bank details, proof of income, credit references.
– Tenancy-Related Data: Employment status, rental history, references.
– Guarantor Information: Identity, contact details, financial background, and relationship to tenant.
– Communication Data: Emails, letters, and other correspondence.
3. How We Use Your Personal Data
– To assess and manage tenancy applications and agreements
– To conduct tenant referencing (including credit and right-to-rent checks)
– To communicate with tenants, guarantors, and landlords
– To maintain property records and coordinate maintenance
– To fulfil our legal and regulatory obligations
– To defend legal claims and manage complaints
– To ensure safety, compliance, and service quality
4. Lawful Bases for Processing
– Contract: Where processing is necessary for the performance of a contract with you (e.g. tenancy agreement).
– Legal Obligation: Where we are required to process your data by law (e.g. immigration checks).
– Legitimate Interests: Where we have a legitimate interest in processing your data, and this is not overridden by your rights.
– Consent: In limited cases, we may ask for your consent, which you can withdraw at any time.
5. Sharing Your Personal Data
We may share personal data with the following third parties where necessary:
– Tenant referencing agencies (e.g. credit check providers)
– Landlords and letting agents
– Maintenance contractors and service providers
– Professional advisers (legal, financial, insurance)
– Regulatory authorities (e.g. HMRC, ICO)
– IT and cloud service providers who support our systems
For Guarantors: If you are acting as a guarantor, we may share your information with the prospective tenant, their letting agent or landlord, and referencing agencies to confirm your role and financial standing.
We do not sell personal data to third parties.
6. How We Make You Aware of Data Sharing
Our privacy terms are shared at the beginning of our relationship with you:
– Via our website
– In application packs and tenancy agreement materials
– In direct communication before and during referencing processes
We also provide a summary of key data uses and disclosures for transparency.
7. Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, regulatory, tax, or accounting requirements. Specific retention periods vary by data type.
8. Your Rights
Under the UK GDPR, you have rights including:
– Access: To request a copy of your personal data.
– Correction: To request we correct inaccurate or incomplete data.
– Erasure: To request we delete your data (in certain circumstances).
– Objection: To object to processing based on legitimate interests.
– Restriction: To request we limit processing of your data.
– Portability: To request we transfer your data to another party.
To exercise your rights, contact us using the details below.
9. How to Contact Us
If you have any questions or concerns about this Privacy Policy or our data handling, please contact:
Rose Parsons
Compliance Officer
Email: rose@hemmingfords.co.uk
Phone: 0203 890 7470
Address: 34 Upper Street, London, N1 0PN
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.
10. Frequently Asked Questions (FAQs)
Q1: Will my data be shared with third parties?
Yes, but only when necessary for delivering our services, such as referencing, maintenance coordination, or legal obligations. We never sell your data.
Q2: I’m a guarantor—why is my data needed?
We collect guarantor information to assess financial reliability and validate your agreement to support the tenant’s obligations. This may include sharing your details with referencing agencies or landlords.
Q3: How do I know if my data will be used this way?
We explain this in our onboarding communications and Privacy Notice. If you’re unsure, we’re happy to clarify before any data is processed.
Q4: Can I see what information you hold about me?
Yes. You can make a “subject access request” by contacting us. We will respond within one month.
Q5: How long will you keep my data?