Privacy policy

Depending on how you deal with us, we may collect:

• Enquiry details: your name, email address, phone number, organisation and anything you tell us about your property or requirements.
• Landlords and property owners: property details, proof of ownership, identity verification and the bank details needed to pay rent.
• Residents and occupants: contact details, tenancy or placement details, and information needed to manage the property safely.
• Partners and local authorities: business contact details of the people we work with.
• Website use: basic technical information such as your browser and device. See our cookie policy.

We only use personal information where we have a lawful basis to do so:

• To respond to your enquiry and take steps you ask for before entering into an agreement.
• To perform our contracts, for example paying guaranteed rent, managing a property or providing accommodation.
• To meet legal obligations, including identity and anti-money-laundering checks, safety and compliance records, and tax and accounting requirements.
• For our legitimate interests in running, improving and protecting our business, where those interests are not outweighed by your rights.
• With your consent, where we ask for it. We do not send marketing without your permission, and you can withdraw consent at any time.

We never sell personal information. We may share it with:

• Contractors and maintenance providers who carry out work on a property.
• Referencing, identity-check and property management software providers.
• Local authorities and housing partners, where this is part of a placement arrangement.
• Professional advisers, insurers, and our redress scheme or regulators.
• The police or other authorities where the law requires it.

Anyone we share information with may only use it for the purpose we provided it for. If information is transferred outside the UK, we make sure appropriate safeguards are in place.

We keep personal information only for as long as we need it. Enquiries that do not lead to an agreement are usually deleted within two years. Records relating to agreements, tenancies and payments are generally kept for six years after the relationship ends, or longer where the law requires.

We use appropriate technical and organisational measures to protect personal information against loss, misuse and unauthorised access, and we limit access to people who need it to do their job.

Under data protection law you have the right to:

• Access the personal information we hold about you.
• Have inaccurate information corrected.
• Have information erased in certain circumstances.
• Restrict or object to how we use it.
• Receive your information in a portable format.
• Withdraw consent where we rely on it.

To use any of these rights, email info@rrkvpropco.co.uk. We will respond within one month.

If you are unhappy with how we have handled your information, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.