Privacy Policy
Effective Date: July 2026
1. Introduction
Regal Rentals & Property Management Ltd (“we”, “our”, or “us”) is committed to protecting your privacy and handling your personal information fairly, lawfully and transparently.
This Privacy Notice explains how we collect, use, store and protect your personal data when you use our services or interact with us.
We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and all applicable data protection legislation.
2. Who We Are
Regal Rentals & Property Management Ltd
We provide:
- Residential Lettings
- Property Management
- Tenant Find Services
- HMO Management
- Short Stay Property Management
- Property Inspections
- Rent Collection
- Contractor Management
- Maintenance Coordination
If you have any questions regarding this Privacy Notice, please contact:
Data Protection Lead
Email: info@regal-rentals.co.uk
3. The Personal Information We Collect
Depending on the services we provide, we may collect:
Identification Information
• Full name
• Date of birth
• Photographic identification
• Nationality (where legally required)
• Driving licence
• Passport
Contact Information
• Address
• Email address
• Telephone numbers
Financial Information
• Bank account details
• Rent payment history
• Deposit information
• Credit checks
• Income details
• Employment information
Property Information
• Property ownership
• Tenancy records
• Maintenance history
• Inspection reports
• Inventories
• Photographs
Compliance Information
• Right to Rent documents
• Anti-Money Laundering (AML) checks
• Sanctions screening
• Proof of address
• Identity verification
Communication Records
• Emails
• Telephone calls
• Letters
• Complaint correspondence
• Maintenance requests
Website Information
Where applicable, we may collect:
• IP address
• Browser type
• Device information
• Cookies
• Website usage statistics
4. How We Collect Information
We collect information:
• Directly from you.
• From landlords and tenants.
• From guarantors.
• From employers and referees.
• From credit reference agencies.
• From local authorities.
• From contractors.
• From utility providers.
• From government agencies where required by law.
• Through our website.
• From publicly available sources where legally permitted.
5. Why We Process Your Information
We process personal information to:
• Arrange and manage tenancies.
• Carry out referencing.
• Verify identity.
• Meet legal obligations.
• Collect rent.
• Protect deposits.
• Arrange repairs.
• Manage maintenance.
• Communicate with landlords and tenants.
• Deal with complaints.
• Prevent fraud.
• Conduct Anti-Money Laundering checks.
• Comply with court orders.
• Meet regulatory requirements.
6. Our Lawful Bases for Processing
We process your personal information under one or more of the following lawful bases:
• Contract
• Legal obligation
• Legitimate interests
• Consent (where required)
• Vital interests (where applicable)
7. Who We Share Information With
Where necessary we may share information with:
• Landlords
• Tenants
• Guarantors
• Contractors
• Inventory clerks
• Deposit protection schemes
• Referencing companies
• Utility providers
• Local authorities
• HM Revenue & Customs (HMRC)
• Courts and tribunals
• Solicitors
• Insurance providers
• Mortgage lenders
• Regulatory bodies
• The Information Commissioner’s Office (ICO) where required
We only share information where there is a lawful basis to do so.
8. How Long We Keep Information
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected or to comply with legal, regulatory or contractual obligations.
Retention periods are set out in our Data Retention Policy.
When information is no longer required, it will be securely deleted or destroyed.
9. Keeping Your Information Secure
We take appropriate technical and organisational measures to protect your personal data, including:
• Secure password-protected systems.
• Encrypted devices where appropriate.
• Staff confidentiality obligations.
• Restricted access to personal information.
• Regular staff training.
• Secure disposal of confidential records.
10. Your Rights
Under UK GDPR you have the right to:
• Be informed.
• Access your personal information.
• Request correction of inaccurate information.
• Request erasure where applicable.
• Restrict processing.
• Object to processing.
• Data portability where applicable.
• Withdraw consent where consent is relied upon.
Requests should be submitted to the Data Protection Lead.
11. Subject Access Requests
You have the right to request a copy of the personal information we hold about you.
We will normally respond within one calendar month unless an extension is permitted under UK GDPR.
12. Cookies
Where our website uses cookies, details are provided in our Cookie Policy.
You may manage cookie preferences through your browser settings where applicable.
13. Complaints
We are committed to providing a high standard of service and handling concerns fairly.
If you are dissatisfied with any aspect of our service, you may make a complaint using our General Complaints Procedure. This procedure explains how to raise a complaint about our services, the timescales for our response, and how we will investigate and resolve your concerns.
If your complaint relates specifically to how we have collected, used, stored or disclosed your personal information, or to your rights under data protection legislation, you may make a complaint using our Data Protection Complaints Procedure. Complaints made under this procedure will be investigated by our Data Protection Lead.
Copies of both procedures are available on request.
If you remain dissatisfied with our response to a data protection complaint, you have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent authority responsible for data protection.
14. Changes to This Privacy Notice
We may update this Privacy Notice from time to time to reflect changes in legislation, regulatory guidance or our business practices.
The latest version will always be available upon request and, where applicable, on our website.