Privacy Policy

DLB Rentals – Privacy Policy

(Effective Date: January 2025)

1. Introduction

DLB Rentals (“we,” “us,” “our”) is committed to protecting the privacy and security of personal data. This policy explains how we collect, use, store, and protect personal information in compliance with the UK General Data Protection Regulation (UK GDPR).

2. Data We Collect

We collect and process the following personal data:

For Landlords:

  • Full name
  • Contact details (address, phone number, email)
  • Proof of identity (passport, driving licence)
  • Proof of property ownership
  • Bank details for rental payments

For Tenants:

  • Full name
  • Contact details (address, phone number, email)
  • Proof of identity (passport, driving licence)
  • Proof of address (utility bill, bank statement)
  • Employment or financial information (payslips, bank statements)
  • References from previous landlords or employers

For General Inquiries:

  • Name
  • Email address
  • Any information voluntarily provided through contact forms, emails, or phone calls

3. How We Use Your Data

We process personal data for the following purposes:
✅ Lettings & Property Management:

  • Tenant referencing and suitability checks
  • Preparing tenancy agreements
  • Managing rental payments and deposits
  • Complying with legal obligations (e.g., HMRC, anti-money laundering regulations)

✅ Legal & Regulatory Compliance:

  • Preventing fraud and money laundering
  • Complying with landlord-tenant laws

✅ Communication:

  • Responding to inquiries
  • Sending property updates or required notices

4. Legal Basis for Processing

We process data based on the following lawful grounds:

  • Contractual obligation: To provide services under tenancy agreements.
  • Legal compliance: To meet AML, tax, and rental regulations.
  • Legitimate interest: To manage our business and respond to inquiries.
  • Consent: When individuals voluntarily provide data for marketing or inquiries.

5. Data Sharing

We do not sell personal data. However, we may share it with:

  • Legal or regulatory authorities (e.g., HMRC, law enforcement, National Crime Agency) when required.
  • Credit reference agencies for tenant screening.
  • Deposit protection schemes (e.g., Tenancy Deposit Scheme).
  • Maintenance contractors when repairs are needed.

6. Data Retention

We retain personal data as follows:

  • Landlord & tenant records: 6 years after the tenancy ends (for tax and legal compliance).
  • General inquiries: 12 months unless further action is needed.

7. Data Security

We implement security measures to protect personal data, including:

  • Secure, password-protected digital storage.
  • Restricted access to sensitive data.
  • Encryption for financial transactions.

8. Your Rights

You have the following rights under UK GDPR:
✔ Access: Request a copy of your data.
✔ Correction: Update inaccurate or incomplete data.
✔ Erasure: Request deletion of data where legally possible.
✔ Restriction: Limit processing in certain circumstances.
✔ Objection: Withdraw consent for marketing communications.

To exercise these rights, contact: donna@dlbrentals.com

9. Complaints

If you have concerns about how your data is handled, contact Donna Brown at donna@dlbrentals.com. If unresolved, you can file a complaint with the Property Redress Scheme – www.propertyredress.co.uk or the Information Commissioner’s Office (ICO) at www.ico.org.uk.

10. Policy Updates

We may update this policy periodically. Changes will be posted on our website or communicated directly if necessary.