LetLabs Privacy Policy

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Last updated: [13.10.2025]

This Privacy Policy explains how LetLabs Property Group Limited (“we”, “our”, or “us”) collects, uses, and protects your personal information when you visit our website [www.letlabs.co.uk], contact us, or engage with our property management and accommodation services.

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We are committed to protecting your privacy and ensuring compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Company Name: LetLabs Property Group Limited
Company Number: 16776126
Data Protection Officer (DPO): dpo@letlabs.co.uk
ICO Registration Number: ZC018961
PRS Membership Number: PRS037983

2. Personal Information We Collect

We collect and process personal data necessary to deliver our services. This may include:

• Contact Information: name, address, email, and telephone number.
• Landlord Information: ownership details, banking information, correspondence, and contracts.
• Tenant Information: identification, employment details, previous rental history, references, and right-to-rent documentation.
• Website Information: technical data such as IP address, browser type, time zone, and cookies.
• Communications: records of emails, calls, or messages you exchange with us.

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We may also collect limited information automatically when you visit our website (“Device Information”), including how you interact with pages and links, to help us improve user experience.

3. How We Use Your Personal Information

We use your personal data for the following purposes:

• To provide and manage property management and accommodation services.
• To prepare, execute, and manage tenancy and management agreements.
• To comply with legal obligations, such as Right-to-Rent checks, deposit protection, and tax record-keeping.
• To process payments, invoices, and rent collection.
• To communicate with landlords, tenants, and partners.
• To maintain safety, security, and compliance across our properties.
• To send updates or marketing communications (only when you have given consent).

4. Lawful Basis for Processing

We process your personal data under the following lawful bases (Article 6, UK GDPR):

• Contractual necessity: when processing is required to prepare or fulfil a contract with you.
• Legal obligation: when processing is required to comply with UK law or regulation.
• Legitimate interests: for internal business operations, fraud prevention, and service improvement.
• Consent: for optional activities such as marketing communications.

5. Sharing Your Information

We may share personal data with:

• Referencing agencies for tenant and landlord checks.
• Maintenance contractors or service providers working on our behalf.
• Deposit protection schemes and local authorities, as required by law.
• Utility providers and insurers involved in property management.
• Professional advisers, including accountants and solicitors.

All third parties are contractually required to comply with data protection law and process your data only as instructed by LetLabs Property Group Limited.

We may also disclose your data to law enforcement, courts, or regulators when required to comply with legal obligations.

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6. Data Retention

We retain your personal data only for as long as necessary:

• Tenancy and management records: up to six years after the tenancy or agreement ends, as required for audit and legal compliance.
• Financial records: up to seven years for tax purposes.
• Marketing data: until you withdraw consent or unsubscribe.

After these periods, data will be securely deleted or anonymised.

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7. Data Security

We implement appropriate technical and organisational measures to safeguard personal information, including:

• Secure encrypted storage systems.
• Password-protected access restricted to authorised staff.
• Regular data audits and staff training.
• Use of reputable third-party platforms with GDPR-compliant security standards.

8. Cookies and Analytics

Our website uses cookies to improve functionality and understand visitor behaviour.
Cookies are small text files stored on your device. You can disable cookies in your browser settings.

We use Google Analytics to track site performance and visitor trends. For more details, visit Google’s Privacy Policy:
https://policies.google.com/privacy

You can opt out of Google Analytics here:
https://tools.google.com/dlpage/gaoptout

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9. Your Data Protection Rights

Under UK GDPR, you have the right to:

• Request access to your personal data.
• Request correction of inaccurate or incomplete information.
• Request erasure (“the right to be forgotten”).
• Object to or restrict processing of your data.
• Request data portability.
• Withdraw consent at any time (for marketing or optional communications).

To exercise these rights, please contact: dpo@letlabs.co.uk

If you are dissatisfied with our response, you can lodge a complaint with the Information Commissioner’s Office (ICO):
https://www.ico.org.uk/concerns

10. International Transfers

We primarily store and process your data within the United Kingdom.
If any data is transferred outside the UK (for example, by cloud service providers), we ensure appropriate safeguards are in place, such as UK adequacy decisions or Standard Contractual Clauses.

11. Updates to This Policy

We may update this Privacy Policy periodically to reflect operational, legal, or regulatory changes. The latest version will always be available at [www.letlabs.co.uk/privacy-policy].

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12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact:

Data Protection Officer (DPO)
LetLabs Property Group Limited
Email: dpo@letlabs.co.uk
ICO Registration:  ZC018961
PRS Membership:  PRS037983