Privacy policy

What we collect

We collect the information you give us when you enquire, apply, or become a tenant, and information created as your tenancy is managed:

• Contact details — name, email address, telephone number, mailing address.
• Application information — desired move-in date, occupancy, pets, rental history, employment and income details, and any documents you upload.
• Tenancy information — lease terms, charges, payments, maintenance requests and messages with our office.
• Payment information — the amount, date and method of payments arranged with the office and recorded on the tenancy. This site does not collect card or bank account numbers, and no payment provider is processing live transactions.
• Technical information — IP address and browser information recorded for security, audit and spam-prevention purposes.

Why we collect it

To assess your application; to perform and manage a lease; to take and allocate payments; to respond to maintenance requests; to meet legal, accounting and tax obligations; and to protect the system against fraud and abuse.

Who we share it with

We share information only where it is necessary: with a consumer reporting agency if screening is used and you have consented; with contractors or vendors who need to attend your unit to complete a repair; and with professional advisers or authorities where the law requires it. We do not sell personal information.

How long we keep it

Records are kept while your tenancy is active and afterwards for as long as accounting, tax and legal requirements demand. Documents are retained on that basis and then destroyed.

How your information is protected

• Documents are stored privately and are never reachable by a direct URL. Every download is authorised and recorded.
• Access to your records is limited by role, and administrative accounts must use multi-factor authentication.
• Every sensitive change in the system is written to an audit trail that records who did what, and when.
• The site is served over encrypted connections in production.

Your choices

You can ask to see the information we hold about you, ask us to correct anything inaccurate, and opt out of non-essential communications. Contact the office in writing to make a request. Some records cannot be removed while they are needed for a legal or accounting obligation, and we will explain if that applies.

Cookies

The site uses a session cookie so you can sign in and stay signed in, and a security token to protect forms against cross-site request forgery. No advertising or third-party tracking cookies are set.

Contact

Questions about this policy can be sent through our contact form. A dedicated privacy contact address is pending confirmation.