Privacy Policy

IDEAL Housing Support ("we", "our", "us") takes your privacy seriously. This Privacy Policy outlines how we collect, use, disclose, and protect your personal information in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act 2018, and all relevant UK privacy laws. It applies to all personal data we process in the course of providing property management services to landlords, tenants, and partners.

1. Information We Collect

We collect and process personal information relevant to the management and administration of residential properties in the private rental sector. This includes:

Landlords and Clients:

Full name, address, and contact information

Bank details for payment and accounting purposes

Property ownership and rental history

Signed agreements and service contracts

Communication records

Tenants:

Full name, contact details, and identification documents

Employment status and references

Tenancy agreements and rent payment history

Maintenance requests and communication logs

Information related to property inspections and compliance checks

Website Users:

Contact form submissions

IP address and browsing behaviour (via cookies or analytics tools, if used)

2. How We Use Your Information

We use the information we collect to:

Deliver our property management and inspection services

Communicate with you regarding property matters, tenancy issues, or service updates

Facilitate maintenance, repairs, and compliance visits

Process payments, issue invoices, and manage accounts

Resolve complaints or disputes

Fulfil our legal and contractual obligations

Improve the services we offer through feedback and analytics

We will only use your information for the purposes for which it was collected, unless we reasonably consider that we need to use it for another related purpose that is compatible with the original purpose.

3. Lawful Basis for Processing

We process your personal data under one or more of the following legal bases:

Consent – where you have given us clear permission to process your data for a specific purpose.

Contractual necessity – to enter into or perform a contract with you (e.g., tenancy agreement or management service).

Legal obligation – to comply with applicable laws and regulations (e.g., HMRC, property regulations).

Legitimate interest – for purposes related to running and improving our business, such as record-keeping, customer service, or property safety, where these do not override your rights.

4. Data Sharing and Disclosure

We will never sell, trade, or rent your personal information.

We may share your data with trusted third parties when necessary for our operations, including:

Approved contractors and tradespeople (for repairs or safety checks)

.Legal advisors or solicitors (e.g., for tenancy enforcement)

Local authorities or government bodies (e.g., environmental health, benefits offices)

Payment processors or financial institutions

Insurance companies (for claims or liability matters)

All third parties are bound by confidentiality agreements and required to comply with data protection laws..

5. Data Security

We take the security of your data seriously. We have implemented appropriate technical and organisational measures to prevent unauthorised access, loss, misuse, or disclosure of your personal data, including:

Password-protected systems and encrypted communication channels

Limited access to personal data by authorised staff only

Secure physical storage of hard-copy documents (if used)

Regular security reviews and training

If a data breach occurs that may pose a risk to your rights and freedoms, we will notify the Information Commissioner's Office (ICO) and affected individuals as required.

6. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Typical retention periods:

Tenancy and service agreements: up to 6 years after the end of the contract

Financial records: 6 years for HMRC compliance

Maintenance and inspection reports: 2–6 years depending on regulatory requirements

Once the retention period has expired, your data will be securely deleted or anonymised.

7. Your Rights Under the GDPR

You have several rights under data protection law, including:

Right to access – Request a copy of the personal data we hold about you

Right to rectification – Ask us to correct any inaccurate or incomplete data

Right to erasure – Ask us to delete your data in certain circumstances

Right to restriction – Request limits on how we process your data

Right to object – Object to processing based on legitimate interest or direct marketing

Right to data portability – Request a copy of your data in a commonly used format

Right to withdraw consent – Where processing is based on your consent, you may withdraw this at any time

To exercise any of these rights, please contact us using the details below. We may need to verify your identity before fulfilling your request.

8. Cookies and Website Usage

If our website uses cookies or analytics tools, a cookie notice will be displayed. These tools help us improve user experience and monitor website traffic. You can control cookie settings through your browser at any time.

9. Contact Us

If you have any questions about this Privacy Policy or how your data is handled, please contact us:

IDEAL Housing Support
Email: Info@idealhousing.co.uk 
Phone: 
Address: IDEAL Housing Support, Suite 422, 80A Ruskin Ave, Welling, DA16 3QQ

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been mishandled: www.ico.org.uk