Privacy Policy

Last updated: 20 May 2026

This Privacy Policy explains how Your Home Managed Ltd ("we", "us", "our") collects, uses, shares, and protects personal information when you interact with us, including through our website at www.yourhomemanaged.com, by telephone, email, in person, or via a property portal.

We are committed to protecting your personal information and to handling it in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations 2003 (PECR).

1. Who we are

Data Controller: Your Home Managed Ltd Company Registration Number: 13118297 Registered Office: C/O 1st Floor Cromwell House, 14 Fulwood Place, London WC1V 6HZ ICO Registration: Your Home Managed Ltd is registered with the Information Commissioner's Office.

Contact for data protection queries:

• Email: info@yourhomemanaged.com

• Telephone: 020 8125 7780

• Post: as registered office above, marked FAO Data Protection

We are not legally required to appoint a Data Protection Officer, but data protection responsibilities are owned by our nominated officer.

2. The personal information we collect

We collect and process the following categories of personal information depending on your relationship with us.

If you are a prospective or existing landlord:

• Name, contact details, date of birth, and nationality

• Identity and proof of address documents (passport, driving licence, utility bills, etc.)

• Proof of property ownership and mortgage details where applicable

• Bank account details for rent remittance

• Tax-status information (including HMRC Non-Resident Landlord status where relevant)

• Sanctions and Politically Exposed Person (PEP) screening results

• Records of our communications with you

If you are a prospective or existing tenant, guarantor, or adult occupier:

• Name, contact details, date of birth, and nationality

• Identity and immigration documents to support Right to Rent checks

• Employment, income, and affordability information

• Previous landlord and character references

• Credit reference data

• Bank account details for rent payments

• Sanctions screening results

• Records of communications, viewing notes, and tenancy documentation

If you are a contractor, supplier, or other business contact:

• Name, business contact details, and trading information

• Bank details for payment

• Insurance and certification documents

If you use our website:

• Information you submit through enquiry or contact forms

• Technical data including IP address, browser type, device, and operating system

• Usage data collected via cookies (see our Cookie Policy)

We may also process special category data (such as health information relevant to a tenancy or accessibility needs) where you provide it to us, and we will rely on an additional lawful basis under Article 9 UK GDPR (typically explicit consent or substantial public interest).

3. How we collect your information

We collect information directly from you, from your representatives (such as a solicitor or guarantor), from referencing and credit-check providers we instruct, from sanctions and PEP screening services, from open sources (such as Companies House and the Land Registry), and from property portals where you have made an enquiry.

4. Why we use your information and our legal basis

We use your information for the following purposes:

You can withdraw consent at any time where consent is our lawful basis, without affecting the lawfulness of processing before withdrawal.

5. Who we share your information with

We share personal information only as necessary, including with:

• Referencing and credit-check providers we instruct on your behalf

• Tenancy deposit schemes, including the Tenancy Deposit Scheme (TDS)

• Inventory clerks who carry out check-in and check-out reports

• Contractors and tradespeople instructed to carry out maintenance, repairs, or compliance work (gas, electrical, EPC, etc.)

• Property portals including Rightmove, Zoopla, and OnTheMarket where we list a property

• HMRC for tax compliance, including under the Non-Resident Landlord Scheme

• Local authorities in connection with selective licensing, council tax, and other statutory reporting

• The National Crime Agency where we are required to submit a Suspicious Activity Report

• The Office of Financial Sanctions Implementation (OFSI) where we are required to report a sanctions concern

• Banks and financial institutions holding our Client Money Account

• Our professional advisers, including lawyers, accountants, and insurers

• Debt recovery agencies and the courts where rent arrears or possession proceedings arise

• Our redress scheme, the Property Redress Scheme, where a complaint is referred for independent review

• Our trade bodies, including UKALA and the NRLA where required

• Successors in title if our business is sold or restructured

We do not sell personal information.

6. International transfers

Most personal information stays within the UK. Where any service provider transfers information outside the UK, we ensure appropriate safeguards are in place, including the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or transfers to countries the UK has deemed adequate.

7. How long we keep your information

We retain information only for as long as necessary for the purposes described in this policy, and in line with our legal and regulatory obligations:

• Tenancy records: for the duration of the tenancy plus six years after it ends

• Right to Rent check records: for the duration of the tenancy plus one year, in line with the Home Office Code of Practice

• AML and sanctions records: for the current tax year plus five years following the most recent transaction

• Accounting and client-money records: for the current year plus at least six years (Companies Act 2006)

• Marketing data: until you withdraw consent or we determine it is no longer required

• Website enquiry data: for up to 24 months after the enquiry, unless a relationship begins

After these periods, we securely delete or anonymise personal information.

8. Your rights

You have the following rights in relation to your personal information:

• The right to be informed (this notice)

• The right of access to a copy of your information

• The right to rectification of inaccurate information

• The right to erasure ("right to be forgotten") in certain circumstances

• The right to restrict processing in certain circumstances

• The right to data portability for information we hold on the basis of consent or contract

• The right to object to processing carried out on the basis of legitimate interests, and to direct marketing at any time

• Rights relating to automated decision-making and profiling (we do not currently carry out solely automated decision-making with significant effects)

• The right to withdraw consent at any time where consent is our lawful basis

To exercise any of these rights, please contact us using the details in Section 1. We will respond within one month.

9. Cookies

We use cookies and similar technologies on our website. Please see our Cookie Policy for more information.

10. Security

We use appropriate technical and organisational measures to protect personal information, including access controls, encryption in transit, secure storage, staff training, and supplier due diligence.

11. Children

Our services are intended for adults. We do not knowingly collect personal information from anyone under the age of 18 except where they are named as a dependent on a tenancy application by their parent or guardian.

12. Changes to this policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page indicates when the policy was last revised. Where changes are material, we will draw them to your attention by email or a prominent notice on our website.

13. Complaints

If you are unhappy with how we have handled your personal information, please contact us first using the details in Section 1 so that we have the opportunity to put things right.

You also have the right to complain to the Information Commissioner's Office (ICO):

Information Commissioner's Office Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF Helpline: 0303 123 1113 Website: www.ico.org.uk