Last updated: 26 March 2026
Rent Right Estates Ltd (“we”, “us”, “our”) is a professional lettings and property management company serving landlords and tenants across South and West Yorkshire. We are committed to protecting your privacy and handling your personal data responsibly.
This policy explains what data we collect, why we collect it, how we use it, and what your rights are under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Data Controller
Rent Right Estates Ltd
143 Aldham House Lane, Wombwell, Barnsley, S73 8RU
Email: info@rentrightestates.co.uk
Website: https://rentrightestates.co.uk
Area served: South & West Yorkshire
ICO Registration Number: ZC089511
Rent Right Estates Ltd is the data controller for the personal data collected via this website and in connection with our lettings and property management services.
2. What Personal Data We Collect
We may collect and process the following categories of personal data:
- Identity data: full name
- Contact data: email address, phone number, postal address
- Property data: property address or details you provide when requesting a valuation or enquiring about a property
- Enquiry data: the content of messages or enquiries submitted via our website or sent directly to us
- Tenancy and financial data: information required to set up and manage a tenancy, including employment details and references (collected during the lettings process)
- Technical data: IP address, browser type, pages visited, and time spent on our website
3. How We Collect Your Data
- When you complete our contact form or valuation request form on our website
- When you email or call us directly
- When you register interest as a prospective tenant
- When you instruct us as a landlord to let or manage your property
- During the tenancy application and referencing process
- Automatically, when you browse our website, via cookies and analytics tools
4. How and Why We Use Your Data
We use your personal data only for lawful purposes under UK GDPR:
- To respond to enquiries — legitimate interests / pre-contractual steps
- To process valuation requests and arrange appointments — pre-contractual steps
- To provide lettings and property management services — performance of a contract
- To carry out tenant referencing and right to rent checks — legal obligation / contract
- To manage tenancies, collect rent, and coordinate maintenance — performance of a contract
- To comply with legal obligations (deposit protection, HMRC reporting, Renters’ Rights Act 2025) — legal obligation
- To improve our website using analytics data — legitimate interests
We will never sell your personal data or use it for unsolicited marketing without your explicit consent.
5. Who We Share Your Data With
We only share personal data where necessary. Recipients may include:
- Tenant referencing and credit check agencies
- Government-approved deposit protection schemes (DPS, TDS, or MyDeposits)
- Property portals (Rightmove, Zoopla) for marketing landlord properties
- Maintenance contractors — provided only the information needed to carry out repairs
- HMRC and regulatory bodies where legally required
- Formspree — our website form processor (formspree.io/legal/privacy-policy)
- Our website hosting provider
All third parties are required to handle your data securely and in accordance with data protection law.
6. How Long We Keep Your Data
- General enquiry and contact data: up to 2 years from last contact
- Tenancy and landlord records: minimum 6 years after the tenancy ends
- Financial and accounting records: 6 years (HMRC requirement)
- Website analytics data: typically up to 26 months (set by the analytics provider)
After the relevant retention period, data is securely deleted or anonymised.
7. Your Rights Under UK GDPR
You have the following rights regarding your personal data:
- Right of access — request a copy of the data we hold about you
- Right to rectification — ask us to correct inaccurate or incomplete data
- Right to erasure — request deletion of your data in certain circumstances
- Right to restrict processing — ask us to pause processing in certain circumstances
- Right to data portability — request your data in a structured electronic format
- Right to object — object to processing based on legitimate interests
To exercise any of these rights, please email us at info@rentrightestates.co.uk. We will respond within one calendar month at no charge.
8. Cookies
Our website uses cookies to help it function and to understand how it is used. We use:
- Strictly necessary cookies: required for basic site functionality. These cannot be disabled.
- Analytics cookies: we may use tools such as Google Analytics to understand visitor behaviour. These collect anonymised data only — no personally identifiable information is collected via analytics.
You can manage or disable cookies through your browser settings. For more information, visit www.allaboutcookies.org.
9. Data Security
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, or misuse. Our website uses HTTPS encryption. Form submissions are handled by Formspree, which maintains its own security standards.
Whilst we take reasonable precautions, no method of internet transmission is completely secure and we cannot guarantee the absolute security of data sent online.
10. Third-Party Links
Our website may contain links to third-party websites. This privacy policy applies solely to rentrightestates.co.uk. We encourage you to read the privacy notices of any other websites you visit.
11. Changes to This Policy
We may update this policy from time to time. The date at the top of this page always reflects the most recent revision. We encourage you to check this page periodically.
12. Contact Us and How to Complain
For any questions about this policy or to exercise your rights, please contact:
Rent Right Estates Ltd
143 Aldham House Lane, Wombwell, Barnsley, S73 8RU
Email: info@rentrightestates.co.uk
Website: https://rentrightestates.co.uk
ICO Registration Number: ZC089511
If you are unhappy with how we have handled your data, you have the right to complain to the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Website: https://ico.org.uk
Helpline: 0303 123 1113