Legal & compliance

Privacy policy.

We didn’t retrofit — we started here. Every process, every document, every procedure built around the Renters’ Rights Act 2025 from day one.

  • TPO Registered
  • Client Money Protected
  • ICO Registered
  • TDS Deposit Protection
  • PI Insured

1. Who we are

Sure On Property Services Ltd is the data controller for the personal data described in this policy. Company No. 16173107. Registered address: 3 Kerswell Close, Slough, SL2 2QH. ICO Registration Reference: ZC112830. Email: info@sureonproperty.com.

2. What data we collect and why

Sure On Property Services Ltd is the data controller for the personal data described in this policy. Company No. 16173107. Registered address: 3 Kerswell Close, Slough, SL2 2QH. ICO Registration Reference: ZC112830. Email: info@sureonproperty.com.

Category Data collected Legal basis Purpose
Landlords
Name, address, contact details, bank account details, property ownership information, NI number (where required)
Contract performance; Legal obligation
Management agreement, rent payments, compliance obligations, HMRC reporting
Tenants
Name, address, contact details, employment details, income information, rental history, Right to Rent documentation, next-of-kin details
Contract performance; Legal obligation
Tenancy agreement, referencing, Right to Rent compliance, deposit protection
Website enquiries
Name, email, phone number, property details submitted via contact form
Legitimate interest; Consent
Responding to enquiries, providing valuations
Applicants
Name, contact details, employment, income, credit history, references
Legitimate interest; Contract performance
Tenant referencing and application processing

3. Who we share your data with

We share personal data only where necessary and in accordance with UK GDPR. The following third parties may receive your data:
  • Tenancy Deposit Scheme (TDS) — tenant and landlord details are shared with TDS for deposit registration and prescribed information obligations under the Housing Act 2004.
  • Referencing agencies — tenant applicant data is shared with third-party referencing providers for credit and employment checks. You will be informed of the provider before referencing commences.
  • Client Money Protection scheme — basic business and client account information shared as required for CMP membership compliance.
  • The Property Ombudsman (TPO) — relevant data may be disclosed during a complaint investigation under TPO's dispute resolution process.
  • Contractors and maintenance providers — limited contact and access details shared where necessary to carry out repairs or maintenance.
  • UK Sanctions screening — landlord and tenant data is screened against the UK Consolidated Sanctions List as required by OFSI regulations (mandatory from May 2025).
  • HMRC — where required by law (non-resident landlords, ATED, or other statutory reporting obligations).
  • Property portals — tenant applicant enquiry data may pass through Rightmove, Zoopla, or OnTheMarket where properties are advertised via those platforms.
We do not sell, rent, or share your personal data with any third party for marketing purposes.

4. How long we keep your data

Data type Retention period Reason
Tenancy agreements and correspondence
6 years after tenancy ends
Limitation Act 1980 — potential contractual claims
Deposit records
6 years after deposit returned
TDS requirements and legal claims
Financial records (rent statements, invoices)
6 years
HMRC and Companies Act obligations
Right to Rent records
2 years after tenancy ends
Immigration Act 2014 requirements
Unsuccessful applications
6 months
Equality Act 2010 — discrimination claims
Website enquiries (no instruction)
12 months
Legitimate interest — follow-up communications

5. Your rights

Under UK GDPR, you have the following rights in relation to your personal data:
  • Right of access — to request a copy of the data we hold about you (Subject Access Request)
  • Right to rectification — to request correction of inaccurate or incomplete data
  • Right to erasure — to request deletion of your data in certain circumstances
  • Right to restrict processing — to request we limit how we use your data
  • Right to data portability — to receive your data in a portable format
  • Right to object — to object to processing based on legitimate interests

To exercise any of these rights, email info@sureonproperty.com with your name, address, and the right you wish to exercise. We will respond within 30 days. If you are dissatisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or call 0303 123 1113.

6. Cookies

Our website uses cookies. Please refer to our Cookie Policy for full details of the cookies we use and how to manage your preferences.

7. Changes to this policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated review date. We recommend checking this page periodically.

Privacy Policy — Sure On Property Services Ltd. Company No. 16173107. ICO Registration: ZC112830.
Last reviewed: May 2026. For questions: info@sureonproperty.com