1. Introduction
SJ Lettings Limited (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This policy explains how we collect, use, and protect personal data relating to landlords, tenants, prospective tenants, guarantors, contractors, and other individuals we work with.
While we specialise in residential lettings, including shared accommodation and Houses in Multiple Occupation (HMOs), this policy applies to all services we provide.
We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Data Controller
SJ Lettings Limited
52 Lewes Road, Brighton, BN2 3HW
Data Protection Officer: Simon Jeffries
Email: simon@sjpropertyservices.com
Telephone: 01273 957 666
ICO Registration Number: ZB778542
3. Personal Data We Collect
We may collect and process the following:
Tenants and Prospective Tenants
- Full name, date of birth, and contact details
- Address history
- Identification documents (passport, visa, Right to Rent)
- Employment, income, and financial details
- Bank details and payment records
- Credit and referencing information
- Tenancy history and occupancy details
- Next of kin (where provided)
Guarantors
- Full name, date of birth, and contact details
- Address history
- Identification documents
- Employment and financial information
- Credit checks and affordability assessments
Property and Tenancy Data
- Property address and ownership details
- Tenancy terms, rent, deposit, and obligations
- Utility and service responsibilities
Other Individuals
- Landlords, contractors, referees, legal advisers, and agents involved in property management
4. How We Collect Data
We collect personal data from:
- Application and tenancy forms
- Referencing and credit agencies
- Employers and referees
- Local authorities and utility providers
- Public records and databases
5. Lawful Basis for Processing
We rely on the following lawful bases:
- Performance of a contract
- Compliance with legal obligations
- Legitimate interests (including property management and debt recovery)
- Legal claims
- Consent (where applicable)
6. How We Use Personal Data
We use personal data to:
- Let and manage residential properties (including HMOs and shared housing)
- Carry out referencing and affordability checks
- Prepare and administer tenancy and guarantor agreements
- Collect rent and manage accounts
- Arrange maintenance and compliance works
- Communicate with relevant parties
- Recover unpaid rent or damages
- Comply with legal and regulatory obligations
7. Data Sharing and Disclosure
We may share personal data with:
- Landlords
- Referencing and credit agencies
- Local authorities
- Utility providers (including council tax, gas, electricity, water, internet, and TV licensing)
- Contractors and maintenance providers
- Legal advisers, courts, and tribunals
- Debt recovery and tracing agents
- Insurance providers
Where a guarantor agreement exists, we may share relevant information to enforce that agreement and recover sums due.
All data sharing is limited to what is necessary, proportionate, and lawful.
We do not sell personal data.
8. International Transfers
We do not routinely transfer personal data outside the UK. Where this occurs, appropriate safeguards will be applied.
9. Data Retention
We retain data only as long as necessary, including:
- Tenancy and guarantor records: minimum 6 years
- Financial records: as required by law
- Additional retention where required for legal claims or compliance
10. Data Security
We implement appropriate security measures, including:
- Secure systems and password protection
- Restricted access to authorised staff
- Staff data protection training and confidentiality obligations
11. Your Rights
You have the right to:
- Access your data
- Correct inaccuracies
- Request deletion (where applicable)
- Restrict or object to processing
- Request data portability
- Withdraw consent
- Complain to the Information Commissioner’s Office (ICO)
Contact: simon@sjpropertyservices.com
12. Complaints
You can contact us directly to resolve any concerns.
You also have the right to complain to the ICO:
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113
Website: www.ico.org.uk
13. Failure to Provide Data
If required data is not provided, we may be unable to proceed with tenancy or guarantor arrangements.
14. Cookies Policy
What Are Cookies?
Cookies are small text files placed on your device when you visit our website. They help us improve user experience and understand how our website is used.
Types of Cookies we may use:
- Strictly necessary cookies – required for website functionality
- Performance cookies – to analyse website usage
- Functionality cookies – to remember preferences
- Analytics cookies – such as Google Analytics to monitor traffic
How We Use Cookies – Cookies help us:
- Improve website performance
- Understand user behaviour
- Provide a better browsing experience
Managing Cookies
You can control or disable cookies through your browser settings. Please note that disabling cookies may affect website functionality.
Third-Party Cookies
Some cookies may be set by third-party services (e.g. analytics providers). These are subject to their own privacy policies.
15. Changes to This Policy
We may update this policy from time to time. The latest version will always be available on our website.