What we hold, why, and for how long
Last updated [date]. Controller: Hello New Home 2 Limited (company no. 13752357), trading as Hello New Home, ICO registration [ZA000000].
What we collect
- Landlords and owners: name, contact details, property details, bank details for rent payments, identity documents, Rent Smart Wales registration, tax status where we must report it.
- Applicants and contract-holders: name, contact details, identity and right-to-rent documents, employment and income information, previous landlord references, credit check results, guarantor details, deposit information, correspondence about the tenancy.
- Short-let guests: name, contact details, booking details, ID where the platform or law requires it.
- Partners and applicants: name, contact details, area, DBS status, payment details.
- Website visitors: the information you type into our forms, and basic analytics if you accept cookies.
Why we use it
- To perform a contract with you, or take steps before one (lettings, management, bookings, partnership).
- To meet legal obligations: Rent Smart Wales, deposit protection, right to rent, anti-money-laundering where it applies, tax reporting, safety records.
- For our legitimate interests: running the business, preventing fraud, keeping records of repairs and inspections, and telling existing customers about services like ours. You can object at any time.
- With your consent, for marketing to people who are not yet customers. You can withdraw consent at any time by replying "stop" or emailing us.
Who we share it with
Referencing providers (Vouch, Goodlord), deposit schemes, rent guarantee insurers, contractors attending repairs, property portals and booking platforms, our accountants, our software providers, Rent Smart Wales and local authorities where required, and our Local Partners for properties in their area. We never sell personal data.
How long we keep it
Tenancy and management records for six years after the relationship ends, because of limitation periods and tax rules. Unsuccessful applications for [six months]. Marketing data until you ask us to stop. Guest records for [12 months] after the stay unless the law requires longer.
Your rights
You can ask for a copy of your data, ask us to correct or delete it, object to or restrict processing, and complain to the Information Commissioner's Office (ico.org.uk). Email lettings@hellonewhome.co.uk with "Data request" in the subject and we'll respond within one month.
Cookies
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