Privacy Policy

1. Purpose and Scope

This Privacy Policy sets out how DPZ PROPERTY LTD handles personal information in the course of running a residential lettings and property management business. It applies to information provided directly by individuals, information created while managing tenancies and properties, and information gathered automatically when someone visits the website.

The policy covers landlords, property owners, prospective landlords, tenants, prospective tenants, applicants, guarantors, referees, contractors, suppliers, professional advisers and website visitors. It applies to all contacts made through the website, by email, by telephone, in writing and in person at the office at 8 Holme Close.

Where a property is managed on behalf of an owner, DPZ PROPERTY LTD may act both as a controller for its own business purposes and as a processor on behalf of that owner for certain tenancy records. This policy explains the general position, and any specific arrangement is set out in the terms agreed with the parties concerned.

This policy does not create rights beyond those provided by applicable data protection law. It should be read together with the Terms of Service, which govern the use of the website and the delivery of services.

2. Who Controls Your Information

The data controller for the information described in this policy is DPZ PROPERTY LTD, whose registered and postal address is 8 Holme Close, WELLINGBOROUGH - NN9 5YF, United Kingdom (GB). The company determines why information is collected and how it is used in relation to its lettings and property management activities.

Enquiries about data protection can be directed to the contact details at the end of this policy. The company does not operate a formal data protection officer where the law does not require one, but it does maintain internal responsibility for data protection matters and reviews its practices at regular intervals.

Where the company acts on the instruction of a landlord, that landlord may also be a controller in respect of the same tenancy information. In such cases the company processes information only for the purposes agreed with the landlord and consistent with this policy and the law.

3. Information We Collect

DPZ PROPERTY LTD collects information that is necessary to deliver lettings and property management services. The categories below describe the main types of information handled, and not every category applies to every individual.

• Identity details such as name, title, date of birth where relevant, and proof of identity documents.
• Contact details such as postal address, email address, telephone numbers and emergency contact information.
• Property details such as the address, type, number of rooms, condition notes, and energy performance information.
• Tenancy details such as tenancy dates, rent amounts, deposit protection records, and notice periods.
• Financial details such as bank account information for rent and payments, references, and affordability information.
• Communication records such as emails, letters, call notes, inspection notes and online enquiry form submissions.
• Technical details such as internet protocol addresses and browser information as described in the website section below.

The company seeks to collect only what it needs. Where information is optional, that fact is usually clear from the context in which it is requested.

4. Tenant and Applicant Information

Those who apply for a tenancy provide identity details, contact details, proof of income, references and information needed to assess affordability. This information is used to decide whether to offer a tenancy and to prepare the tenancy agreement and related documents.

Once a tenancy begins, the company holds details of rent payments, repairs reported, inspection visits, and communications connected with the occupation of the property. Where a deposit is protected, limited information is shared with the deposit protection scheme so the deposit can be registered and later returned correctly.

Applicants who are not successful have their information retained for a reasonable period in case of dispute or follow up, and then deleted or anonymised in line with the retention rules described later in this policy. A person may ask the company to remove their details earlier where no legal or contractual reason requires the company to keep them.

5. Landlord and Owner Information

Landlords and property owners provide identity and contact details, ownership information, bank details for rent remittance, and instruction records relating to the management of their property. The company uses this information to provide lettings and management services and to account for rent and expenditure.

Where a landlord is not a resident of the United Kingdom, additional information may be required to meet tax obligations connected with the letting of property. The company may also need to confirm ownership and authority before marketing a property or signing a tenancy.

Information about a landlord may be shared with tenants only to the extent necessary for the tenancy, for example the name and address to be used for service of notices where the law requires it. Other landlord information is treated as confidential and used only for the purposes described in this policy.

6. Website and Technical Information

When someone visits the website at www.dpzproperty.autos, the hosting environment may record technical information such as the internet protocol address, browser type, device type, pages viewed and the time of the visit. This information helps keep the site secure, diagnose faults and understand in general terms how the site is used.

The website is designed to work without requiring a large amount of personal information. The main route by which personal details reach the company through the site is the contact form, which asks for a name, an email address, a subject and a message. That information is used to respond to the enquiry.

The contact form uses a direct email mechanism, which means the message is delivered to the company inbox at rentals@dpzproperty.autos. The information provided in the form is handled in the same way as any other email enquiry.

7. Cookies and Similar Technologies

The website may use a small number of cookies or similar technical measures to support basic functions such as remembering a preference or helping the site display correctly. Cookies are small files placed on a device by a website, and they are widely used to make sites work properly.

Where cookies are used, the company aims to keep them limited to those that serve a clear purpose. A visitor can control cookies through browser settings, including blocking them or deleting those already stored. Blocking some cookies may affect how parts of the site behave, but the core information on the site remains available.

The company does not use cookies to build detailed personal profiles, and it does not sell information gathered through cookies. Any future use of measurement or analytics tools would be described in an updated version of this policy.

8. Lawful Bases for Processing

Data protection law requires a lawful basis for handling personal information. DPZ PROPERTY LTD relies on the following bases, depending on the circumstances.

Where special category information, such as health information, is provided for a specific reason, additional safeguards are applied and processing is limited to what is necessary for that reason.

9. How We Use Information

Information is used to find tenants, assess applications, prepare tenancy agreements, collect rent, arrange repairs, carry out compliance checks, conduct inspections and answer enquiries. It is also used to keep accounting records, manage arrears, and comply with legal duties that apply to letting property in the United Kingdom.

In addition, information may be used to improve the service, to train the team, to resolve complaints and to protect the company and its clients against fraud or misuse. Any such use is kept proportionate to the purpose.

• Arranging viewings and responding to enquiries about available homes.
• Assessing affordability and obtaining references for applicants.
• Preparing and administering tenancy agreements and deposit records.
• Collecting rent and managing arrears in a documented and fair manner.
• Scheduling safety checks and maintaining property compliance files.
• Coordinating maintenance and recording repair history.
• Keeping accounting, tax and statutory records.

10. Referencing and Vetting

Applicants for a tenancy may be subject to referencing so the company can confirm identity, affordability and previous tenancy conduct. Referencing may involve a credit check, verification of employment or income, and contact with a previous landlord or letting agent where the applicant agrees.

References received from third parties are used only to assess the application. The company does not disclose the content of a reference to the applicant beyond what is necessary, and it handles reference information with discretion. Where a guarantor is required, the same care applies to the guarantor information collected.

Where referencing is provided by an external agency, that agency acts under its own privacy terms and is expected to handle information lawfully. Details of the agencies used can be provided on request.

11. Safeguarding and Financial Crime

Letting property involves financial transactions, and the company takes steps to prevent fraud, money laundering and other financial crime. This may require identity checks, verification of the source of funds, and record keeping that meets legal standards.

Information gathered for these purposes is kept confidential, shared only where the law allows or requires, and retained for as long as the relevant rules demand. Refusal to provide information needed for these checks may mean the company cannot proceed with an instruction or a tenancy.

Suspicious activity may be reported to the appropriate authorities where the law requires it. The company does not reveal such reports to the individuals concerned where reporting would be prohibited.

12. Sharing Information with Others

DPZ PROPERTY LTD does not sell personal information. Information is shared only where it is necessary to provide a service, to meet a legal duty, or where the individual has asked the company to do so.

Typical recipients include referencing agencies, deposit protection schemes, utility providers where accounts need to be registered or transferred, insurance providers, professional advisers, and the courts or regulators where the law requires disclosure. Each recipient receives only the information needed for the relevant purpose.

Where a landlord manages a property through the company, information may be shared between the company and that landlord as needed to run the tenancy. Contractors may receive limited details, such as an address and a contact number, so that a repair can be arranged.

13. Contractors and Tradespeople

Maintenance work requires the company to pass limited information to contractors and tradespeople. This usually includes the property address, the nature of the fault and a contact number for access arrangements. Contractors are expected to use that information only for the job in hand.

Where a contractor needs to enter a property, the company will normally tell the tenant in advance and agree a suitable time. Information about the tenant is kept to the minimum needed for the visit, and contractors are asked to respect the privacy of the people living in the home.

The company keeps records of which contractor attended which property and when, so that repairs can be reviewed and any issue followed up. These records form part of the property history described in the service documentation.

14. International Transfers

The company primarily holds information within the United Kingdom and the European Economic Area. Where a supplier stores information outside those areas, the company takes steps to ensure an appropriate level of protection applies, such as relying on approved contractual terms or an adequacy decision.

International transfers are kept to a minimum, and they occur only where a service depends on a supplier located elsewhere or where a recipient is based abroad. Where a transfer is necessary, the company considers the nature of the information and the safeguards available before proceeding.

Anyone who wishes to know more about safeguards for international transfers may contact the company using the details at the end of this policy.

15. How Long We Keep Information

Information is kept only for as long as it is needed for the purpose for which it was collected or for as long as the law requires. Retention periods differ according to the type of information and the reason it is held.

When a retention period ends, information is securely deleted or anonymised so that it can no longer be linked to an individual. Where information is held in backups, it is removed in the normal course of backup rotation.

16. How We Protect Information

The company uses reasonable technical and organisational measures to protect personal information. These measures include access controls, secure storage, staff awareness, and careful handling of documents that contain sensitive details.

Only those who need information to do their work are given access to it, and access is reviewed as the business changes. Paper records are stored securely, and electronic records are protected by passwords and other safeguards appropriate to the systems in use.

No method of storage or transmission is completely secure, but the company works to reduce risk and responds promptly to any incident that could affect personal information. Where an incident is likely to result in a high risk to individuals, the company will notify those affected and the relevant authority as required by law.

17. Your Rights

Individuals have rights over their personal information. These rights are not absolute, and they may be limited by legal duties or by the rights of others, but the company takes them seriously and responds to requests within the time allowed by law.

• The right to be informed about how information is used, which this policy provides.
• The right of access to a copy of the personal information held.
• The right to correction where information is inaccurate or incomplete.
• The right to erasure in certain circumstances, often called the right to be forgotten.
• The right to restrict processing in certain circumstances.
• The right to data portability where processing is based on consent or contract and is automated.
• The right to object to processing based on legitimate interests or used for direct marketing.
• The right to withdraw consent at any time where consent is the basis for processing.

To exercise a right, contact the company using the details at the end of this policy. Proof of identity may be requested to protect the information from unauthorised disclosure. There is normally no charge for a request, and a response is provided within one month, although complex requests may take longer.

18. Marketing and Preferences

The company may occasionally send information about available properties, services or changes that could be of interest. Marketing is kept relevant and limited, and it is sent only where there is a lawful basis to do so.

Anyone who would prefer not to receive marketing can say so at any time by contacting the company or by using any unsubscribe option provided in a message. Choosing not to receive marketing does not affect the delivery of a service that has been requested.

Essential messages about a tenancy, a repair or a compliance date are not marketing and will continue to be sent where they are necessary to deliver the service or meet a legal duty.

19. Privacy for Children

The services of DPZ PROPERTY LTD are intended for adults who are able to enter into tenancy and management agreements. The company does not knowingly collect personal information from children as part of its ordinary business.

Where a tenancy includes children as occupants, their details may be recorded only to the extent needed to manage the home, for example for occupancy records or safety arrangements. Such information is treated with particular care and shared only where necessary.

If it comes to the attention of the company that information about a child has been collected without an appropriate basis, steps will be taken to remove it promptly. A parent or guardian may contact the company to raise any concern about information relating to a child.

20. Changes to This Policy

This policy may be updated from time to time to reflect changes in the law, in technology or in the way the company works. The effective date at the top of the page shows when the current version took effect.

Where a change is significant, the company will take reasonable steps to bring it to the attention of those affected, for example by placing a notice on the website or by contacting regular clients directly. Continued use of the website or services after an update indicates acceptance of the revised policy.

Previous versions of the policy can be requested from the company where a record is needed for reference.

21. Complaints and Supervisory Authority

The company prefers to resolve any concern directly and quickly. Anyone who is unhappy about how their information has been handled should contact DPZ PROPERTY LTD in the first instance using the details below, so the matter can be reviewed and a response provided.

If a concern is not resolved to satisfaction, a person has the right to complain to the Information Commissioner, which is the supervisory authority for data protection in the United Kingdom. The company will cooperate fully with any such review.

Raising a concern does not remove any other legal right that a person may have, and it does not affect the delivery of a service that the company has agreed to provide.

22. How to Contact Us

Questions, requests and concerns about this Privacy Policy or about personal information can be sent to DPZ PROPERTY LTD using the details below. The company aims to respond promptly and to explain clearly what has been done.

When making a request about personal information, please include enough detail to identify the records concerned, such as a full name, a property address and, where relevant, the dates of a tenancy. This helps the company find the right information and respond without delay.

This policy is provided in English, and the company communicates about privacy matters in English. A copy of this policy is available on the website and can be provided by email or post on request.