Privacy Policy

Who We Are

Comfort Letting Agents LLP (‘we’, ‘us’, or ‘our’) gather and process your personal information in accordance with this privacy notice and in compliance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR). This notice explains your rights and our obligations, and outlines how, why, and when we process your personal data.

Information We Collect

Comfort Letting Agents LLP processes your personal information to meet our legal, statutory, and contractual obligations and to provide you with our services. We do not collect unnecessary personal data or process your information in any way other than as specified in this notice.

The personal data we may collect includes, but is not limited to:

• Name
• Date of Birth
• Home and previous addresses
• Personal and business email addresses
• Home and mobile telephone numbers
• National Insurance number
• Passport number
• Driving licence number
• Student ID
• Visa or equivalent immigration checks
• Bank account details and/or statements
• Previous landlord details

How We Collect Your Information

We may collect your information through the following means:

• Online forms
• Our website
• CVs and job applications
• Telephone calls (including recordings)
• References
• Public sources

How We Use Your Personal Data (Legal Basis for Processing)

Comfort Letting Agents LLP takes your privacy seriously and will not disclose, share, or sell your data without your consent, unless required by law. We retain your data only as long as necessary for the purposes stated in this notice.

We process your data for the following purposes:

• To perform a contract with you
• To meet legal obligations for business accounting and taxation
• To carry out financial background checks through credit reference agencies prior to tenancy
• To send non-intrusive marketing communications based on legitimate interests, where legally permitted
• To share information with relevant parties to your tenancy (e.g. landlords, guarantors, contractors, utility providers, councils, etc.)

Your Rights

You have the right to access the personal information we hold about you and to request:

• Details of the personal data we hold
• The purposes for processing
• Categories of personal data concerned
• Recipients to whom the data has been or will be disclosed
• Retention periods
• The source of the data (if not provided by you)

You may also request correction, erasure, or restriction of your personal data, and object to direct marketing. Where applicable, you have the right to data portability and to be informed about any automated decision-making.

We may ask you to verify your identity before processing any such requests.

Sharing and Disclosing Your Personal Information

We do not share your personal data without your consent, except as stated in this notice or where required by law. We may share data with trusted third-party service providers who assist in delivering our services. All third parties are required to process your data in accordance with our instructions, relevant data protection laws, and appropriate security measures.

Safeguarding Measures

Comfort Letting Agents LLP implements appropriate technical and organisational measures to safeguard your personal data against unauthorised access, alteration, disclosure, or destruction.

Consequences of Not Providing Your Data

You are not obligated to provide personal data to Comfort Letting Agents LLP. However, if the required data is not provided, we may be unable to offer some or all of our services.

Legitimate Interests

In some cases, we process your personal data under the legal basis of legitimate interests. We have carried out a Legitimate Interests Assessment (LIA) to ensure that our interests do not override your rights and freedoms.

Data Retention

We retain personal data only for as long as necessary. Under UK tax law, we are required to keep basic personal data (e.g. name, address, contact details) for a minimum of 6 years. Marketing data is retained until you opt out or withdraw consent.

Special Category Data

In limited circumstances, we may need to collect special category (sensitive) data, such as information relating to health or criminal convictions, for tenancy referencing or accessibility needs. This data is processed lawfully and only when necessary.

Telephone Recordings

All telephone calls may be recorded for the following reasons:

• To document business communications
• To assess service quality
• To comply with regulatory requirements
• To detect or investigate criminal activity or misuse of services

Guarantor Personal Data

Where an applicant provides contact details for a guarantor, they confirm that the guarantor has given informed consent to share their data with Comfort Letting Agents LLP, third-party referencing agencies, and the landlord. Guarantor data is processed for contractual purposes.

ICO Registration

Comfort Letting Agents LLP is registered with the Information Commissioner's Office (ICO). Data subjects have the right to lodge a complaint with the ICO.

ICO Registration Number: Z3104632

Registered Office

Comfort Letting Agents LLP
47 Derby Road, Nottingham, NG1 5AW

Registered in England | LLP Registration Number: OC365521

Contact

If you have any questions regarding this Privacy Policy, please contact us at: privacy@comfortlettings.co.uk