09/09/2025
Hayden Properties is registered with the ICO as a "Data Controller"
■ Privacy Notice – How We Use Your Information
As your landlord, we need to collect and use some personal information about you in order to manage your tenancy. This notice explains what data we collect, why we need it, and how we look after it.
1. What information we collect
We may collect and store the following information:
- Your name, address, phone number, and email address
- Proof of identity and right to rent checks
- Financial information (such as bank details, references, guarantor details, benefits information)
- Tenancy agreements and related documents
- Records of communications and repairs
2. Why we collect it
We use your information to:
- Set up and manage your tenancy agreement
- Collect rent and protect your deposit
- Carry out repairs and maintenance
- Communicate with you about the property
- Meet our legal and tax obligations
3. Who we share it with
We may share your data with:
- Deposit protection scheme providers (e.g. DPS, MyDeposits, TDS)
- Contractors who carry out repairs or safety checks
- Local authorities or benefits offices if required
- Our accountant or HMRC for tax purposes
- Law enforcement or legal advisors if required by law
We will never sell your information to third parties
4. How long we keep it
We keep your information for the duration of your tenancy and for up to 6 years after it ends (to comply with legal and tax requirements). After this, it will be securely deleted or destroyed
5. How we keep it safe
- Paper records are stored securely
- Digital records are password-protected
- We only share the minimum information necessary with third parties
6. Your rights
You have the right to:
- Request a copy of the information we hold about you
- Ask us to correct any inaccurate information
- In certain cases, ask us to delete information we no longer need
If you wish to exercise these rights, please contact us
ICO Data Protection Registration Certificate No. ZB983987
