Privacy policy

Who we are

Wolsley Lettings uses this app to manage rental properties, tenancy administration and compliance records. This notice covers personal information held in the app. For privacy enquiries, contact office@wolsleyletting.com.

Information we hold

• Account and sign-in information for people using the app.
• Tenant, letting-agent and contractor names, phone numbers and email addresses.
• Property addresses, rents, rent due dates, tenancy dates, deposit records and notes.
• Safety certificates, compliance dates and records of reminder emails.
• Property access details where needed to arrange authorised visits.

Information may be supplied directly to us or by tenants, agents and contractors as part of managing a tenancy or property.

Why we use it

We use this information to administer tenancies, manage rent and deposits, arrange safety checks and repairs, maintain compliance records and send relevant reminders or property instructions. Depending on the activity, our lawful basis is performing a contract, meeting legal obligations, or our legitimate interests in managing properties safely and effectively. We consider the impact on individuals when relying on legitimate interests.

Who information is shared with

Relevant details may be shared with appointed letting agents, authorised contractors and professional advisers, or authorities where required by law. For example, a gas engineer may receive the property address and booking contact details. Our hosting, sign-in, file-storage and email providers process information needed to operate the app. Certificate sharing uses time-limited download links; recipients should not forward links or access details unnecessarily.

Storage, security and retention

The app uses account sign-in and access controls, and certificate files are stored privately. Keep account credentials and property access details confidential. No online system can guarantee absolute security.

Records should be kept only for as long as needed for tenancy management, legal duties or resolving claims, then deleted or anonymised. The appropriate period depends on the record and applicable legal requirements. Contact us about a particular record or a deletion request.

Service providers may process information outside the UK. Where an international transfer takes place, UK data protection law requires appropriate safeguards or another permitted basis. Contact us for details about the providers and safeguards relevant to your information.

Cookies and sign-in storage

The app uses browser storage and, where applicable, cookies to maintain your sign-in session. Signing out ends your session; clearing browser data may require you to sign in again. Any optional tracking would require separate information and, where necessary, your consent.

Your rights

Under UK data protection law, you may request access to your personal information, correction of inaccurate details, deletion, restriction of processing or portability, and may object to certain uses. These rights depend on the circumstances; some records must be retained to meet legal obligations. We may need to verify your identity before responding.

Email office@wolsleyletting.com to make a request. You can also complain to the Information Commissioner’s Office (ICO), the UK data protection regulator.

Changes to this notice

We will update this page when our handling of personal information changes. The date above identifies the latest version.