Privacy Policy

Howlett Residential Limited
Company Number: 07646704
Registered Office: 117 Dartford Road, Dartford, England, DA1 3EN
Email: admin@howlettresidential.com
Telephone: 01689 490050

Last Updated: [Insert Date]

1. Introduction

Howlett Residential Limited is committed to protecting your personal data and respecting your privacy.

This Privacy Policy explains how we collect, use, store and protect your personal information when you:

• Visit our website
• Make a property enquiry
• Request a valuation
• Apply as a tenant or landlord
• Subscribe to marketing updates
• Contact us directly

We act as a data controller under the UK General Data Protection Regulation and the Data Protection Act 2018.

2. The Information We Collect

We may collect and process the following categories of personal data:

Contact and Enquiry Information

• Full name
• Email address
• Telephone number
• Postal address
• Details of your enquiry

Property Enquiries and Valuation Requests

• Property address
• Buying or selling position
• Letting or landlord requirements
• Financial position where voluntarily disclosed

Tenant and Landlord Application Information

Where relevant, we may collect:

• Date of birth
• Employment details
• Income information
• Bank details
• Credit history
• References
• Proof of identity
• Proof of address
• Right to Rent documentation
• Copies of passport or driving licence

This information is necessary to carry out referencing, compliance checks and contractual obligations.

Automatically Collected Information

When you use our website, we may automatically collect:

• IP address
• Browser type
• Device information
• Usage data
• Pages visited
• Referring URLs

This data is collected via cookies and analytics tools.

3. How We Use Your Information

We use your personal data for the following lawful purposes:

Contractual Obligations

• To arrange property viewings
• To process tenancy applications
• To administer property sales
• To manage landlord instructions
• To carry out referencing and compliance checks

Legal Obligations

• Right to Rent checks
• Anti money laundering compliance
• Record keeping required by law
• Responding to legal or regulatory authorities

Legitimate Interests

• Managing and improving our services
• Responding to enquiries
• Internal record keeping
• Preventing fraud

Consent

• Sending marketing communications (where you have opted in)

You may withdraw consent at any time by contacting us.

4. Sharing Your Information

We may share your information where necessary with:

• Referencing providers
• Solicitors
• Mortgage brokers
• Contractors and maintenance professionals
• Deposit protection schemes
• Regulatory authorities
• Professional advisers

We only share data where necessary and ensure appropriate safeguards are in place.

We do not sell your personal data.

5. Cookies and Website Tracking

Our website uses cookies to improve functionality and analyse performance.

We use:

• Google Analytics
• Squarespace’s built in cookie management tools

Cookies help us understand how visitors use our website and improve user experience.

You can control cookies through your browser settings or the cookie banner displayed on our website.

6. Data Retention

We retain personal data only as long as necessary for legal and business purposes:

• General enquiries: up to 12 months
• Unsuccessful tenant applications: up to 12 months
• Successful tenancies: up to 6 years after tenancy ends
• Financial and contractual records: up to 6 years
• Right to Rent documentation: 1 year after tenancy ends
• Landlord and sales records: up to 6 years after last instruction

After this period, data is securely deleted or anonymised.

7. How We Protect Your Information

We implement appropriate technical and organisational measures to protect personal data, including:

• Secure data storage systems
• Restricted access controls
• Password protection
• Regular software updates

While we take reasonable steps to protect your data, no online transmission is completely secure.

8. Your Rights Under UK GDPR

You have the right to:

• Request access to your personal data
• Request correction of inaccurate data
• Request erasure of your data
• Request restriction of processing
• Object to processing
• Request data portability
• Withdraw consent where applicable

To exercise any of these rights, please contact:

admin@howlettresidential.com

We will respond within one month.

9. Complaints

If you are unhappy with how we process your data, you have the right to lodge a complaint with:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
www.ico.org.uk

We would, however, appreciate the opportunity to address your concerns first.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page and the updated date will be shown at the top.