Taylor Your Home Ltd customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

• Contact details 
• What information we collect, use, and why 
• Lawful bases and data protection rights 
• Where we get personal information from 
• How long we keep information 
• Who we share information with 
• How to complain 

Contact details

Post 2 Primrose Way, POLEGATE, East Sussex, BN26 6GL, GB

Telephone: 01323 337001 
Email: hello@tayloryourhome.co.uk

What information we collect, use, and why

We collect or use the following personal information for the operation of client or customer accounts:

• Names and contact details
• Addresses
• Purchase or service history
• Account information, including registration details
• Information used for security purposes
• Marketing preferences
• Technical data, including information about browser and operating systems

We collect or use the following personal information to comply with legal requirements:

• Name 
• Contact information 
• Identification documents 
• Client account information 
• Health and safety information 
• Any other personal information required to comply with legal obligations

We collect or use the following personal information to To provide lettings and property management services: 

• Names and contact details 
• Gender 
• Pronoun preferences 
• Occupation 
• Date of birth 
• Marital status 
• Third party information (such as family members or other relevant parties) 
• Payment details (including card or bank information for transfers and direct debits) 
• Financial data (including income, expenditure and any existing insurance or other financial arrangements) 
• Employment details (including salary, sick pay and length of service) 
• Credit history and credit reference information 
• Other personal information required for insurance purposes (including travel, vehicle and pet ownership and home information) 
• Client accounts and records 
• Right to Rent checks, PEPS and Sanctions Checks 

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
•  Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing. 
• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data 

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • We process personal information as it is necessary for the legitimate interests of operating and managing our lettings and property management business. This includes communicating with landlords, tenants and contractors, managing tenancy applications and ongoing tenancies, collecting rent, arranging maintenance and repairs, maintaining accurate records, preventing fraud, resolving disputes, and ensuring the effective and secure delivery of our services. These activities are expected by our clients and customers and do not override their rights or freedoms. 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information to comply with legal requirements:

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information to To provide lettings and property management services are:

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • We process personal information for our legitimate interests in the effective administration and improvement of our lettings and property management services. This includes maintaining accurate records, communicating with landlords, tenants and contractors, preventing fraud and misuse of services, handling complaints and disputes, monitoring service quality, and improving our systems and processes. This processing is necessary to ensure properties are managed safely, efficiently and lawfully, to protect the interests of landlords and tenants, and to support the smooth operation of our business. The use of personal information for these purposes benefits individuals by enabling timely communication, effective tenancy management, issue resolution, and improved service delivery. We only process information that is relevant and proportionate, limit access to authorised staff and trusted third parties, and apply appropriate security measures. These safeguards ensure that the processing does not override individuals’ rights or freedoms and that any potential impact on individuals is minimal and justified by the benefits. 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

• Directly from you 
• Legal bodies or professionals (such as courts or solicitors) 
• Publicly available sources 
• Credit reference agencies 
• Suppliers and service providers 
• Third parties: 
  • Landlords and property owners; employers and income providers (for referencing purposes); guarantors; previous landlords or letting agents; inventory clerks; contractors and maintenance providers; referencing agencies acting on behalf of applicants; and professional advisers acting on behalf of clients, such as solicitors. 

How long we keep information

Data Retention Schedule

This schedule sets out the categories of personal data we hold for our residential lettings and property management services and how long we retain them. Retention periods are based on legal requirements, regulatory guidance, and business necessity. Data is securely deleted or anonymised at the end of the retention period.

Notes: Where multiple retention periods could apply, the longest applicable period is used. - Access is restricted to authorised personnel. - Secure deletion methods are applied at the end of retention. - This schedule is reviewed annually or following legal/regulatory change.

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Who we share information with

Joint data controllers

We have a joint controller relationship with Landlords. We process your personal information with that joint controller for the following reason: Market a property and handle enquiries Collect and assess tenant applications Carry out referencing and affordability checks Decide what information is needed to grant a tenancy Manage the tenancy (rent, repairs, renewals, notices) Communicate directly with tenants in your own right Hold and manage personal data within your own systems.

Data processors

Tenant referencing providers; property management and CRM software providers; payment processing providers; deposit protection scheme administrators; IT and cloud service providers; and accounting software providers (UK\/EEA).

This data processor does the following activities for us: Our data processors provide services that support the operation of our lettings and property management business. These include carrying out tenant referencing and credit checks; providing property management and CRM systems; processing rent and other payments; administering tenancy deposit protection; hosting and securely storing data within cloud-based IT systems; providing email and document management services; and supporting accounting and financial record-keeping.

Others we share personal information with

• Insurance companies, brokers or other intermediaries
• Professional or legal advisors  Regulatory authorities 
• External auditors 
• Organisations we’re legally obliged to share personal information with 
• Suppliers and service providers 
• Third parties: 
  • Landlords and property owners, Tenant referencing and credit reference agencies, Tenancy deposit protection schemes, Contractors and maintenance providers, Inventory clerks and inspection providers, Professional and legal advisers, Insurance providers and brokers, Auditors and external compliance reviewers, Regulatory authorities and public bodies

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint

Last updated 18/12/2025