1.Who We Are
Elegant Property Solutions Ltd (“we”, “us”, “our”) operates elegantproperties.co.uk to share information about our long-term rental homes and provide a way to contact us.
We are the data controller for personal data collected via this website and when you contact us directly.
Privacy Contact: [email protected]
2. The Data We Collect
- Contact & Enquiry Data: Name, email, phone, and your message; plus any details you choose to share (e.g., move-in window, occupants, budget, parking/garden needs).
- Viewing/Shortlisting Data (optional): Basic suitability notes you provide (e.g., employment headline) before any formal checks.
- Technical Data: IP address, device/browser details, and pages viewed — captured by hosting/security tools for performance and fraud prevention.
We do not run user accounts or intentionally collect special-category data through our forms.
3. Why We Use Your Data (Lawful Bases)
- Legitimate Interests – to respond to enquiries, arrange viewings, and manage follow-ups.
- Pre-Contract / Contract – to progress tenancy steps (e.g., referencing, tenancy documentation, rent/deposit collection).
- Legal Obligation – for compliance with tenancy laws (e.g., Right to Rent checks, safety, and deposit requirements).
- Consent – for optional updates or marketing (only if you opt in; you can withdraw consent anytime).
4. How We Use and Share Data
We use your details to respond, arrange viewings, and—only if requested—progress tenancy steps. We may share limited data with trusted third parties, including:
- IT / Hosting & Email Providers: To operate and secure our website and emails.
- OpenRent (third-party platform): For referencing invitations, tenancy e-signing, and rent/deposit collection.
Data shared: name, email, phone, property of interest, proposed dates, referencing info.
Note: OpenRent acts as an independent controller; see their privacy policy on their platform. - Referencing Services, Deposit Schemes, Insurers & Payment Providers: Only as needed for tenancy performance and legal duties.
- Trades / Contractors: For maintenance coordination if you are a tenant.
We share only necessary information, ensure security, and log what is shared and when.
5. International Transfers
We aim to keep data within the UK/EU. If any supplier stores or accesses data outside these regions, we ensure safeguards such as the UK Addendum to Standard Contractual Clauses.
6. Retention
- Enquiries & Viewing Notes: Retained up to 12 months after last contact (unless you become a tenant).
- Tenancy Records: Retained for statutory and limitation periods (e.g., safety and financial records).
Data is securely deleted or archived when no longer required.
7. Your Rights
Under UK GDPR, you have rights to:
- Access your data
- Request correction or deletion
- Restrict or object to processing
- Request data portability
- Rights related to automated decisions
To exercise these rights, email [email protected].
If you’re not satisfied with our handling, you can complain to the Information Commissioner’s Office (ICO).
8. Cookies & Tracking
What Are Cookies?
Cookies are small text files stored on your device. We use them to keep our site secure and functional.
What We Use
We use strictly necessary cookies for essential operations (e.g., load balancing, form protection). These cookies do not track you for advertising and do not require consent under UK PECR. We currently do not use analytics or marketing cookies.
If optional analytics or marketing cookies are added in the future, we’ll update this notice and ask for your consent first.
Managing Cookies
You can block or delete cookies via your browser settings. Blocking essential cookies may affect functionality.
Guides: Search “clear cookies Chrome / Firefox / Edge / Safari”.
Third-Party Services
Links to external sites (e.g., maps, guidance, OpenRent) are governed by their own cookie and privacy policies.
9. Security
We use reputable hosting, HTTPS encryption, and access controls to protect your data. While no site is 100% secure, we apply appropriate technical and organisational measures to safeguard your information.
10. Third-Party Links
Our site may contain links to external websites (e.g., maps, OpenRent, or guidance sites). We are not responsible for their privacy practices — please review their notices before use.
11. Changes to This Notice
We may update this Privacy Notice periodically. The “Last Updated” date at the top reflects the latest version.
Contact (Privacy): [email protected]