Personal Data Privacy, AML & Right to Rent Notice
1. Introduction
Lords Property Lettings Ltd (“we”, “us”, “our”) is committed to protecting and respecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable laws.
This Privacy Policy explains how we collect, use, and protect personal data in connection with our letting and property management services.
2. Data Controller
Lords Property Lettings Ltd & Avraam Real Estate Ltd t/a Lords Property of 565 Hertford Road, Enfield EN3 5UL is the Data Controller for the purposes of data protection law.
Registration number: ZA546893 – Lords Property Lettings Ltd (Standard rental, management and sales services only)
Registration number: Z3419746 – Avraam Real Estate Ltd (Guaranteed rental scheme only)
3. Information We Collect
We may collect and process the following data:
- Identity Data: name, date of birth, passport, driving licence
- Contact Data: address, email address, telephone number
- Financial Data: bank account details, payment history
- Tenancy Data: agreements, references, employment details, rental history
- Compliance Data: Right to Rent documentation, AML/KYC verification data
- Technical Data: IP address, browser type, usage data
4. How We Collect Data
Data is collected via:
- Direct interactions (forms, calls, emails)
- Tenant referencing agencies and credit bureaus
- Government and public registers
- Website cookies and analytics tools
- Any other relevant legal means
5. How We Use Your Data
We use personal data to:
- Provide letting and property management services
- Carry out tenant referencing and affordability checks
- Conduct Right to Rent checks (as required by UK law)
- Comply with Anti-Money Laundering (AML) regulations
- Manage rent collection and financial transactions
- Communicate with landlords, tenants, and contractors
- Prevent fraud and ensure legal compliance
6. Legal Basis for Processing
We rely on the following lawful bases:
- Contractual necessity (to perform agreements)
- Legal obligation (AML, Right to Rent, safety compliance)
- Legitimate interests (business operations and fraud prevention)
7. Data Sharing
We may share data with:
- Tenant referencing and credit agencies
- Deposit protection schemes (e.g. DPS)
- Contractors and maintenance providers
- Utility companies and local authorities
- Legal advisers, insurers, and regulatory bodies
- HMRC and law enforcement where required
All third parties are required to process data in compliance with data protection laws.
8. Anti-Money Laundering (AML)
We are legally required to verify the identity of landlords and, in some cases, tenants under Anti-Money Laundering regulations.
This may involve:
- Identity verification checks
- Electronic verification services
- Retaining copies of identification documents
We may report suspicious activity to relevant authorities where legally required.
9. Right to Rent Checks
Under the Immigration Act 2014, we are required to verify that tenants have the legal right to rent property in the UK.
We will:
- Collect and verify identification documents
- Retain copies as required by law
10. Data Security
We implement appropriate technical and organisational measures including:
- Secure data storage systems
- Restricted access controls
- Encryption where appropriate
11. Data Retention
We retain personal data only as long as necessary, typically:
- Up to 6 years after the end of a tenancy (for legal and tax purposes)
- Longer where required by AML regulations
12. Your Rights
You have the right to:
- Access your personal data
- Request correction of inaccurate data
- Request erasure (where applicable)
- Object to processing or request restriction
- Lodge a complaint with the Information Commissioner’s Office (ICO)
13. Cookies Policy
Our website uses cookies to:
- Improve functionality and performance
- Analyse website traffic
- Enhance user experience
Types of cookies we use:
- Essential cookies (required for site operation)
- Analytics cookies (e.g. Google Analytics)
- Functionality cookies
Users can control cookies via browser settings.
14. Contact
For data protection queries or to exercise your rights:
Email: info@lordsproperty.co.uk
15. Changes to This Policy
We may update this policy periodically. The latest version will always be available on request or via our website.
Should you wish to complain about the use of your information, I/we would ask that you contact me/us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to my/our use of your information.
England
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire
SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk
Scotland
The Information Commissioner’s Office – Scotland
Queen Elizabeth House, Sibbald Walk
Edinburgh
EH8 8FT
Telephone: 0303 123 1115
Email: Scotland@ico.org.uk
Wales
Information Commissioner’s Office
2nd Floor, Churchill House
Churchill Way
Cardiff
CF10 2HH
Telephone: 0330 414 6421
Email: wales@ico.org.uk
Northern Ireland
The Information Commissioner’s Office – Northern Ireland
10th Floor, Causeway Tower
9 James Street South
Belfast
BT2 8DN
Telephone: 0303 123 1114
Email: ni@ico.org.uk
The accuracy of your information is important to me/us. Please help me/us keep my/our records updated by informing me/us of any changes to your email address and other contact details.
