Privacy Policy -

WINDMILL LETTINGS COMPANY LTD

Privacy Policy (UK GDPR)

Privacy Policy

Windmill Lettings Company Ltd (“Windmill Lettings”, “we”, “our”, or “us”) is committed to protecting your privacy and handling your personal information in a fair, lawful and transparent manner.

This Privacy Policy explains how we collect, use, store and protect your personal information when you use our website, contact us or use our letting and property management services.

By using our website or providing us with your personal information, you agree to the collection and use of information in accordance with this Privacy Policy.

1. Who We Are

Windmill Lettings Company Ltd

Registered in England and Wales.

We are an independent residential letting and property management agency serving Bromsgrove, Worcestershire, Birmingham and the surrounding areas.

Email: info@windmilllettings.co.uk | windmill.lettings@gmail.com

Telephone: 01527 222 129

If you have any questions regarding this Privacy Policy, please contact us using the details above.

2. The Information We Collect

Depending upon the services you use, we may collect:

Personal Information

Full name
Date of birth
Home address
Previous addresses
Telephone numbers
Email address
Nationality
Right to Rent information
Identification documents
Driving licence
Passport
Utility bills
Employment information
Income details
Bank account details
Next of kin details (where provided)

Landlord Information

We may collect:

Property ownership details
Bank account details
Mortgage information
Insurance details
EPC certificates
Gas Safety Certificates
Electrical certificates
Licensing information
Identification documents
Proof of address

Tenant Information

We may collect:

Rental applications
Employment references
Landlord references
Credit reference information
Right to Rent documents
Affordability assessments
Guarantor information
Tenancy agreements
Rent payment history

Website Information

When you visit our website we may collect:

IP address
Browser type
Device information
Pages viewed
Time spent on the website
Cookies
Website usage statistics

3. How We Collect Information

We collect information:

Directly from you
Through our website
Through property enquiries
Through Rightmove and other property portals
Through referencing companies
From landlords
From tenants
From guarantors
From contractors where necessary
From publicly available sources where legally permitted

4. Why We Process Your Information

We process your information in order to:

Respond to enquiries
Arrange property viewings
Process tenancy applications
Carry out tenant referencing
Conduct Right to Rent checks
Prepare tenancy agreements
Manage rental properties
Collect rent
Arrange maintenance
Protect deposits
Meet legal obligations
Prevent fraud
Prevent money laundering
Resolve disputes
Comply with court orders where applicable

5. Legal Basis for Processing

Under the UK GDPR, we rely upon one or more of the following lawful bases:

Performance of a contract
Legal obligation
Legitimate interests
Consent (where required)
Protection of vital interests

6. Sharing Your Information

We only share your information where necessary.

This may include:

Landlords
Tenants
Guarantors
Referencing companies
Deposit protection providers
Utility companies
Local authorities
Contractors
Solicitors
Mortgage lenders
Insurance providers
Accountants
HM Revenue & Customs
Courts
Law enforcement agencies
Regulatory authorities

We never sell your personal information.

7. Property Portals

Where you enquire through property portals such as Rightmove, your enquiry details are passed to us for the purpose of responding to your enquiry and providing our services.

8. Marketing

If you choose to receive marketing communications, we may contact you regarding:

Available properties
Property market updates
Landlord services
Letting opportunities
Company news

You may unsubscribe at any time.

9. Cookies

Our website uses cookies to improve user experience and analyse website traffic.

Cookies may include:

Essential cookies
Website performance cookies
Analytics cookies
Preference cookies

You may disable cookies through your browser settings.

10. Data Security

We take appropriate technical and organisational measures to protect personal information against:

Unauthorised access
Loss
Theft
Misuse
Alteration
Disclosure

Although we take every reasonable precaution, no online transmission can be guaranteed to be completely secure.

11. Data Retention

We retain personal information only for as long as necessary.

Retention periods vary depending upon legal, regulatory and contractual requirements.

Where information is no longer required, it will be securely deleted or anonymised.

12. Your Rights

Under UK GDPR you have the right to:

Access your personal information
Correct inaccurate information
Request deletion (where applicable)
Restrict processing
Object to processing
Request data portability
Withdraw consent where processing is based upon consent
Lodge a complaint with the Information Commissioner’s Office (ICO)

13. Third-Party Websites

Our website may contain links to third-party websites.

We are not responsible for the privacy practices or content of those websites.

14. Children’s Privacy

Our services are intended for adults.

We do not knowingly collect personal information from children under the age of 18.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

Any changes will be published on this page together with the revised effective date.

16. Contact Us

If you have any questions regarding this Privacy Policy or how we process your personal information, please contact:

Windmill Lettings Company Ltd

Email: info@windmilllettings.co.uk | windmill.lettings@gmail.com

Telephone: 01527 222 129

17. Complaints

If you are unhappy with how we handle your personal information, please contact us in the first instance.

You also have the right to complain to the Information Commissioner’s Office (ICO).

Website: https://ico.org.uk