Privacy Policy for landlords

25 February 2022

Privacy Notice for Landlords

This privacy notice for landlords sets out how personal information for landlords is held and processed. It refers to data used in day-to-day business activity rather than data collected via our website.

Our website privacy policy can be found here >>

Prolet’s Privacy Notice for Landlords

Why we hold and process information

Personal information about landlords and potential new landlords is processed so that we can provide you with our best possible lettings service. This notice sets out how your information is held and how this information is processed.

Information that we collect may include personal details, employment details, financial details and property details.

The reasons we collect information include:

  • Setting up Tenancy agreements
  • Managing property
  • Collecting and paying rent
  • Maintaining accounts and records
  • Dealing with tenancy deposits
  • Marketing activity for information about our services that may be of interest to you
  • Sharing relevant industry information
  • Customer satisfaction and feedback activity to improve our services

Data Security

We are committed to ensuring that any information we collect is secure. We have in place physical, electronic and managerial procedures to safeguard and secure any personal information we collect.

Sharing information with others

Personal information may be shared with others. If this is necessary, data protection legislation will always be followed.

Information may be shared with;

  • Service providers, e.g. gas, electricity, and water companies
  • Financial institutions
  • Local licensing schemes
  • Other agents involved in promotion e.g. Rightmove
  • Tenancy deposit schemes
  • Debt collection and tracing agencies
  • Solicitors
  • External contractors who act as outsourced departments e.g. IT systems
  • Public and government bodies and agencies e.g. those who deal with council tax, right to rent, safety legislation
  • Contractors and repairers
  • Future owner of the property

This does not mean that information will be shared with all the above but may be shared if necessary.

Right to gather information

You have the right to ask for a copy of the information held about you. There may be a small charge for this. It is important that your personal information is accurate and up to date. You can ask for the information to be corrected or removed if it is not accurate.


As full members of the following associations, we abide by their codes of practice and ethics in the use of personal information: