General Data Protection Regulation (GDPR)

The General Data Protection Regulation (GDPR)

is a European Union (EU) wide set of standardised rules for the handling and storage of personal information within the EU. This applies to anyone who is controlling the information of an EU citizen or processing it on their behalf.

1. Who We Are

We are a private landlord managing our own rental properties in the United Kingdom. You can contact us regarding this Privacy Policy at:

Name:  M& G Properties
Email:  info@mandgproperty.co.uk
Postal Address: P.O.Box 31, Leeds, LS24 9XZ

Please read this Privacy Policy, our Terms and Conditions and Cookie Policy (together referred to as “Terms”) carefully before accessing or using the website, www.mandgproperty.co.uk (“Website”) and the Services.

By accessing or using the Website and the Services you agree to be bound by the terms and conditions set forth in our Terms. By using the M and G Property Web Site,  you are agreeing to these Terms. This is a legal agreement. If you do not wish to be bound by these terms and conditions, you may not access or use the Website and the Services and you should immediately end such use.

Capitalized terms that are not defined in this Privacy Policy have the meaning given to them in our Terms and Conditions.

 

What Information We Collect and How

I may collect personal data directly from you when:

• You apply for a tenancy

• You contact me via email, phone, or in person

• You provide documentation for referencing or legal checks

• You upload documents or complete forms on my website

The data we collect may include:

• Tenant & Applicant Details: Full name, DOB, current and previous addresses, nationality, marital status, email, phone number, National Insurance Number, next of kin

• Guarantor Details (if applicable): Full name, DOB, address history, contact details, relationship to tenant

• Employment and Financial Information: Employment status, employer/accountant details, payroll number, length of employment, salary and income details

• Banking Details: Account number, sort code, information about outstanding debts or credit

• Welfare Information: Details of benefits or financial support received

• Tenancy-Specific Data: Property address, rent, deposit, tenancy term, utility responsibilities

• Right to Rent: Copy of passport, visa, or share code for immigration status checks

• Academic Information (if a student): Name of university or college

• Website Use Data: IP address, browser type (via cookies – see below)

 

Why We Collect Your Information

We collect and process your data to:

• Assess your suitability for a tenancy

• Fulfil my legal obligations (e.g. Right to Rent, Deposit Protection)

• Draft and manage tenancy agreements

• Communicate with you about the property or tenancy

• Carry out referencing, affordability checks, and due diligence

• Manage repairs, maintenance, and other services

• Notify relevant providers (e.g. utility companies, local authorities)

• Pursue unpaid rent or resolve disputes

• Comply with tax and housing regulations

• Improve and manage my services and website (where applicable)

Who We May Share Your Data With

We will never sell your data. We may share it, only when necessary, with:

• Letting or managing agents (if applicable)

• Referencing or credit check agencies

• Utility providers and local councils (e.g. for council tax or meter setup)

• Tenancy Deposit Protection Schemes (e.g. DPS, TDS)

• Contractors or tradespeople (for essential repairs – minimal data only)

• Legal representatives or debt recovery agents

• HMRC or law enforcement, if required

• IT service providers or cloud storage platforms (e.g. document uploads)

Legal Basis for Processing

We process your information using the following legal grounds:

• Contract – to take steps before or during a tenancy agreement

• Legal obligation – to comply with Right to Rent, tax, or housing laws

• Legitimate interest – to manage and protect our business effectively

• Consent – when sending optional communications (you can withdraw anytime)

 

Transfers Outside the UK or EEA

Where possible, your data is stored in the UK or EEA.
If data is stored or accessed outside the UK/EEA (e.g. via cloud providers), I ensure appropriate safeguards are in place in line with UK GDPR – such as Standard Contractual Clauses or trusted third-country arrangements.

How Your Data Is Kept Secure

We take all reasonable steps to protect your data, including:

• Encrypted cloud storage for digital files

• Password-protected systems with access control

• Paper documents stored securely (locked cabinets)

• Secure deletion of data no longer required

• Limited access only by authorised individuals

How Long I Keep Your Information

We retain personal data only as long as necessary:

• Tenancy records: Up to 6 years after the tenancy ends (for legal/accounting purposes)

• Rejected applications: Typically up to 12 months

• Right to Rent checks: Retained in line with Home Office guidance

• Document uploads: Stored securely and deleted in accordance with retention policy

Full retention details can be provided on request.

Your Rights Under GDPR

You have the right to:

• Access – request a copy of your personal data

• Rectification – correct inaccurate or incomplete data

• Erasure – request deletion in some circumstances

• Restriction – request limits on how your data is used

• Portability – receive your data in a structured format

• Object – to certain types of processing

• Withdraw consent – at any time for activities based on consent

Keeping Your Data Up to Date

It’s important that your information is accurate and current. Please notify me of any changes to your contact details.

What Data We Collect

We may collect and process the following categories of personal data:

• Contact Details – Full name, phone number, email address

• Tenancy Information – Property address, rent details, tenancy start/end dates

• Guarantor  Information – Property address, rent details, tenancy start/end dates

• Identification Data – Proof of ID (e.g., passport or driving licence), residency documents

• Financial Information – Employment status, income details, bank account information (for referencing purposes)

• Technical Data – IP address, browser type, operating system, and browsing activity (via cookies)

• 3. How We Collect Your Data

  We collect personal data in the following ways:

  • When you fill in forms on our website (e.g. enquiry forms, tenancy applications)

  • When you contact us by email or phone, Text or WhatsApp

  • When you upload documents as part of a tenancy application

  • Automatically via cookies on this website (see section 8)

Cookies and tracking:

We may use various technologies to collect and store information when you use our Services, and this may include using cookies and/or similar tracking technologies on our Website, to analyze trends, administer the Website, track Users’ movements around the Website and gather demographic information about our User base as a whole. Users can control the use of cookies at the individual browser level. For more information about our use of cookies and other tracking technologies, as well as how to opt out of the use of cookies, please go to our Cookie Policy.

Web beacons

We use web beacons on our Websites and in our emails. When we send emails to Users, we may track behaviour such as who opened the emails and who clicked the links. This allows us to measure the performance of our email campaigns and to improve our features for specific segments of Users. To do this, we include single pixel gifs, also called web beacons, in emails we send. Web beacons allow us to collect information about when you open the email, your IP address, your browser or email client type, and other similar details. We also include web beacons in the emails we deliver for you.

Contact Us

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

Mark Jackson – Data Processor
Email:  info@mandgproperty.co.uk

Website: mandgproperty.co.uk

Complaints and Contacting the ICO

If you have a concern about how we handled your data, please contact us directly.
If you’re not satisfied with our response, you can contact the Information Commissioner’s Office (ICO):

Website: https://ico.org.uk
Phone: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, SK9 5AF

 

 

Copyright mandgproperties.co.uk  2022 all enquiries@mandgproperty.co.uk