Privacy Policy

Newman Property Services Ltd is committed to protecting your privacy and handling your personal information fairly, lawfully and transparently.

This Privacy Policy explains how we collect, use, store, share and protect personal information relating to landlords, tenants, prospective tenants, guarantors, property owners, applicants, contractors and other individuals who engage with our services.

Please read this notice carefully to understand how and why we process your personal data.

Our website may contain links to independent third-party websites. We are not responsible for the content or privacy practices of those websites and recommend reviewing their privacy policies separately.

We may update this notice from time to time. The latest version will be published on our website.

For the purposes of the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018, the data controller is:

Our Information Commissioner's Office (ICO) registration details are available upon request.

We may collect and process the following categories of personal information:

• Identity and contact details: Names, addresses, dates of birth, telephone numbers and email addresses.
• Identity verification: Photographic identification, proof of address, Right to Rent documentation and information required to comply with applicable legal obligations.
• Financial information: Bank account details, income information, employment details, affordability information, credit history and payment records.
• Tenancy and property information: Tenancy agreements, property details, rental payments, tenancy deposits, inspection reports, inventories, maintenance records and correspondence.
• Referencing information: Employment references, previous landlord references, credit checks, affordability assessments and guarantor information.
• Special category information: Health, disability or accessibility information where relevant and where a valid lawful basis and additional processing condition apply.
• Technical information: IP addresses, browser information, website usage data and device information.
• Communications: Emails, telephone records, messages, complaints, enquiries and correspondence.
• Marketing preferences: Information relating to property requirements, areas of interest and communication preferences.

We only collect information that is reasonably necessary for the purposes described in this policy.

We may obtain personal information:

• Directly from you when you contact us, register an interest in a property, apply for a tenancy or use our services.
• From landlords, tenants, guarantors and other individuals involved in a property transaction or tenancy.
• From employers, previous landlords and referencing agencies.
• From publicly available sources, including relevant registers and property records.
• From property portals, our website and third-party enquiry services.
• From contractors, insurers, legal representatives and other professional service providers where relevant.

Where we receive personal information from a third party, we will provide the required privacy information in accordance with applicable data protection law.

We process personal information where necessary to provide our services, comply with legal obligations and manage our business.

Where we rely on legitimate interests, these include operating and improving our lettings and property management services, assessing tenancy applications, protecting property and financial interests, preventing fraud, maintaining accurate business records and resolving disputes. We consider these interests against individuals' rights and freedoms.

As part of the tenancy application process, we may undertake checks to establish an applicant's identity, suitability and financial ability to meet their tenancy obligations.

These checks may include:

• Credit history and affordability assessments.
• Employment and income verification.
• Previous landlord references.
• Identity verification and fraud prevention checks.
• Right to Rent checks as required by law.
• Guarantor checks where applicable.

We may share relevant information with specialist referencing agencies, prospective landlords and other authorised parties where necessary to assess an application.

Referencing agencies may obtain information from credit reference agencies and other relevant sources. Their own privacy notices may also apply.

We may retain records of tenancy applications, including unsuccessful applications, for an appropriate period in accordance with our retention policy.

During a tenancy, we may process personal information to fulfil our property management responsibilities.

This includes:

• Collecting and accounting for rental payments.
• Managing rent arrears and payment disputes.
• Arranging repairs, maintenance and safety inspections.
• Instructing approved contractors and specialist suppliers.
• Conducting property inspections and preparing inventories.
• Managing tenancy renewals, variations and terminations.
• Administering tenancy deposits and deposit disputes.
• Handling complaints and neighbour-related issues.
• Communicating with landlords, tenants, guarantors and authorised representatives.
• Managing insurance claims, legal proceedings and possession matters where necessary.

Where appropriate, we may share relevant information with landlords, maintenance contractors, inventory clerks, insurers, legal representatives, local authorities, utility providers and tenancy deposit protection schemes.

We will limit the information shared to what is reasonably necessary for the relevant purpose.

Where rent protection or legal expenses insurance is provided as part of our services, we may share relevant tenancy, referencing, financial and payment information with insurers, insurance intermediaries, claims administrators and legal representatives.

This may include information necessary to arrange cover, administer policies, assess claims, recover rent arrears or pursue legal proceedings.

Information will only be shared where an appropriate lawful basis applies.

We may share personal information with trusted third parties where necessary to provide our services, meet legal obligations or support legitimate business operations.

These may include:

• Group companies and affiliated organisations: Newman Property Services Ltd and other relevant group companies or affiliated businesses where a legitimate business purpose and appropriate lawful basis exist.
• Property portals and marketing partners: Alto, Rightmove, Zoopla, OnTheMarket, Allagents, PrimeLocation, Property Logic, Yomdel, Guild of Professional Estate Agents, Campaign Monitor, Bricks & Logic, Homesearch and HomeLet.
• Tenant referencing and identity verification providers: Referencing agencies, credit reference agencies, identity verification services and Right to Rent checking providers.
• Landlords and property owners: Information relevant to tenancy applications, referencing, property management and the performance of tenancy obligations.
• Tenancy deposit protection providers: Authorised deposit protection schemes for the registration, administration and resolution of tenancy deposit matters.
• Professional advisers and service providers: Mortgage advisers, conveyancers, surveyors, solicitors, accountants, insurers, insurance intermediaries and legal representatives.
• Utility and public service providers: Local authorities, council tax departments, utility companies and other relevant service providers.
• Technology and communications providers: Alto, Facebook, Instagram, WhatsApp, OpenAI Inc. and other software, cloud storage and communications providers used in the operation of our business.
• Maintenance contractors and suppliers: Approved tradespeople, maintenance contractors, inventory providers and specialist property service companies, including Board Erection Company where applicable.
• Telephone answering services: We may use external telephone answering services, including Orca Business Support Limited, to handle incoming enquiries on our behalf. Such providers may process names, contact details and message information. Where acting as processors, they operate under our instructions and appropriate contractual and confidentiality obligations.
• Regulatory and enforcement bodies: HM Revenue & Customs, local authorities, the Home Office, the National Crime Agency, courts and other relevant authorities where disclosure is required or permitted by law.

We do not sell your personal data to third parties.

Where third parties process personal information on our behalf, we require appropriate contractual, confidentiality and security safeguards.

Some of our technology, communications and cloud service providers may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will ensure that an appropriate legal transfer mechanism is in place where required.

These may include:

• UK adequacy regulations.
• The UK International Data Transfer Agreement (IDTA).
• The UK Addendum to the EU Standard Contractual Clauses.
• Other transfer mechanisms permitted by UK data protection law.

Further information about relevant international transfers and safeguards can be requested from our Privacy Lead.

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including compliance with legal, accounting, regulatory and contractual obligations.

Our typical retention periods include:

These periods may be extended where necessary for legal claims, regulatory investigations or other lawful reasons.

When personal information is no longer required, it will be securely deleted, anonymised or otherwise disposed of appropriately.

We may contact you about properties, services and relevant business updates where permitted by law.

Electronic marketing communications will be sent where we have the required consent or another applicable permission, such as the existing-customer soft opt-in where its conditions are met.

You may opt out of marketing communications at any time by using the unsubscribe facility in our communications or by contacting us directly.

We will not use your personal information for unrelated marketing purposes without an appropriate lawful basis.

Under UK data protection law, you have a number of rights, subject to applicable conditions and exemptions.

These include:

• Right of access: Request a copy of the personal information we hold about you.
• Right to rectification: Request correction of inaccurate or incomplete information.
• Right to erasure: Request deletion of information where we no longer have a lawful reason to retain it.
• Right to restriction: Request that we restrict certain processing activities.
• Right to object: Object to processing based on legitimate interests or for direct marketing.
• Right to data portability: Request transfer of eligible personal information to another organisation.
• Right to withdraw consent: Withdraw consent where consent is the lawful basis for processing.
• Rights relating to automated decision-making: You have rights concerning certain decisions made solely through automated processing that have legal or similarly significant effects.

We do not currently make solely automated decisions of this nature ourselves. However, some third-party referencing providers may use automated systems as part of their assessment processes.

We will normally respond to valid data protection requests within one calendar month, subject to applicable legal provisions.

Requests can be submitted to caroline@newman.uk.com.

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

These measures may include secure systems, access controls, encryption, staff training and appropriate arrangements with third-party service providers.

Access to personal information is restricted to individuals who require it for legitimate business purposes.

Where login credentials are provided, users are responsible for keeping them confidential.

Our website may use cookies and similar technologies to support website functionality, improve user experience and understand website usage.

Where required by law, we will obtain consent before placing non-essential cookies or similar technologies on your device.

Further information about the cookies we use, their purposes and how preferences can be managed will be provided through our website's cookie information and consent controls.

If you have concerns about how we collect, use or protect your personal information, please contact us in the first instance so that we can investigate your concerns.

If you are dissatisfied with our response or believe your personal information has been processed unlawfully, you have the right to complain to the Information Commissioner's Office (ICO).

We may update this Privacy Policy periodically to reflect changes in legislation, regulatory guidance, our services or our business practices.

The latest version will always be available on our website.