PRIVACY POLICY

What information we collect and how we use it

We collect personal information when you contact us, enquire about or apply for a property, enter into a tenancy, instruct us to let or manage a property, or otherwise use our services.

We may also receive personal information about you from third parties where necessary, including our referencing provider, employers, previous landlords or letting agents, guarantors and professional advisers.



The information we collect will depend on your relationship with us and the services we provide, as explained below.

Tenants and prospective tenants

If you enquire about, apply for or rent a property through us, we may collect information including:

• your name, date of birth and contact details
• your current and previous addresses
• photographic identification, such as a passport or driving licence
• nationality and Right to Rent documentation
• employment, income and financial information
• information contained within reference reports provided by our referencing provider, including affordability, credit history, County Court Judgments (CCJs), National Insurance number, pension or benefit income where applicable, and references from employers and previous landlords or letting agents
• guarantor details, where required
• bank account and payment information, including records of rent paid or outstanding
• correspondence and other information you provide during your tenancy

We use this information to process your application, carry out referencing and affordability checks, verify your identity and Right to Rent, establish and manage your tenancy, administer rent and other payments, arrange repairs and property management services, communicate with you, and comply with our legal and regulatory obligations.

Landlords and prospective landlords

If you enquire about or instruct us to let or manage a property, we may collect information including:

• Your name, address and contact details
• Photographic identification and proof of address
• Information required to verify your identity and carry out relevant anti-money laundering and sanctions checks
• Information confirming your ownership of the property, such as Land Registry records, mortgage statements or title deeds
• Bank account and payment details
• Information about the property, including utility and service details, safety certificates, risk assessments and service contracts
• Financial and accounting information relating to the property and our services
• Correspondence and other information you provide in connection with the letting or management of your property

We use this information to verify your identity and ownership of the property, carry out anti-money laundering and sanctions checks, provide our letting and property management services, market and manage your property, establish and administer tenancies, collect and account for rent and other payments, arrange repairs, maintenance and safety checks, maintain appropriate financial and property records, communicate with you and other relevant parties, and comply with our legal and regulatory obligations.

Property and tenancy information

In connection with the letting and management of properties, we may collect and retain information including:

• Tenancy agreements and other documents relating to the tenancy
• Property inventories, inspection reports and check-out reports
• Gas Safety Records, Electrical Installation Condition Reports and other safety or compliance documentation
• Records of repairs, maintenance and works carried out at the property
• Correspondence relating to the property or tenancy
• Records of rent, payments and any amounts outstanding
• Records relating to breaches of tenancy obligations, complaints or disputes
• Photographs, videos or other records relating to the condition of the property

We use this information to establish and manage tenancies, maintain records of the condition and management of properties, arrange repairs and maintenance, deal with rent and other payments, respond to queries, complaints or disputes, and comply with our legal and regulatory obligations.

Our lawful basis for using your information

Under UK data protection law, we must have a lawful basis for collecting and using your personal information. The lawful basis will depend on the information concerned and why we are using it.

We generally process your personal information where:

• It is necessary to enter into or perform a contract with you, for example to establish and manage a tenancy or provide letting and property management services
• We have a legal obligation to do so, for example to carry out Right to Rent checks, comply with anti-money laundering requirements or meet other legal and regulatory obligations
• It is necessary for our legitimate interests, or those of another party, where those interests are not overridden by your rights and interests. This may include managing properties and tenancies, maintaining business records, dealing with enquiries, complaints or disputes, protecting our legal rights and keeping you informed about relevant services
• You have given your consent, where consent is required for a particular use of your personal information
  

Who we share your information with

To provide our services and meet our legal and regulatory obligations, we may share personal information, where appropriate, with:

• Landlords, tenants and guarantors
• Our referencing provider and other organisations involved in tenant referencing and affordability checks
• Alto, our property management software provider
• Contractors, subcontractors and other service providers carrying out repairs, maintenance, safety checks or other property-related services
• Block and property management companies
• Utility companies, water companies and local authorities
• Our third-party utility management provider, including for changes of occupancy, meter readings and the administration of utility and council tax accounts
• Deposit protection providers
• Accountants, solicitors and other professional advisers
• Banks and payment providers
• Insurers and insurance providers
• Debt collection and tracing agencies
• Previous or new landlords and letting agents, employers and other referees
• Government departments, regulators, law enforcement agencies and other authorities where required or permitted by law

We only share personal information where it is necessary and appropriate for the purposes for which it was collected or where we are required or permitted to do so by law.

Marketing and property alerts

If you register with us or ask us to keep you informed about available properties, we may contact you by email, telephone, text message or WhatsApp with details of properties that may be suitable for you. You can ask us to stop sending you property information at any time.

We may occasionally contact existing clients about other relevant services offered by Trueman Estates. You can ask us not to send you this information at any time.



Where we use third-party providers in connection with services such as utility management, referencing or insurance, they may offer you optional products or services. We may receive a commission if you choose to purchase a product or service through one of these providers.

How long we keep your information

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected and to meet our legal, regulatory, accounting and reporting obligations.

Where you rent a property through us, we will generally retain your information for seven years after the tenancy has ended.

Where we act for a landlord, we will generally retain information relating to the landlord, property and tenancy for seven years after our management or letting services have ended. This also applies to properties where we provide a let-only service.

Some information may need to be retained for a different period where required by law or where necessary to establish, exercise or defend legal claims.



When personal information is no longer required, it will be securely deleted or disposed of.

Your data protection rights

Under UK data protection law, you have a number of rights in relation to your personal information. Depending on the circumstances, these may include the right to:

• Ask for a copy of the personal information we hold about you
• Ask us to correct information that is inaccurate or incomplete
• Ask us to delete your personal information in certain circumstances
• Ask us to restrict how we use your personal information in certain circumstances
• Object to the way we use your personal information in certain circumstances
• Ask us to transfer information you have provided to us to another organisation, where applicable
• Withdraw your consent at any time where we are relying on consent to use your personal information

These rights do not apply in every circumstance and there may be situations where we are legally permitted or required to continue holding or using your information.

Questions about this Privacy Policy

If you have any questions about this Privacy Policy, how we use your personal information or wish to exercise any of your data protection rights, please contact us:

Trueman Estates
224–226 Court Oak Road
Harborne
Birmingham
B32 2EG

Telephone: 0121 427 4777
Email: info@truemanestates.co.uk

If you have a complaint about how we have handled your personal information, please contact us in the first instance using the complaints procedure on our Contact Us page.

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK’s independent regulator for data protection.



Last updated: September 2026