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Privacy Policy

PRIVACY NOTICE

Last updated: September 2026

  1. WHO WE ARE

LetSimple Ltd provides residential letting, rent collection, property management and related property consultancy services.

For the purposes of UK data protection law, LetSimple Ltd is the data controller responsible for deciding how and why your personal information is processed.

Company name: LETSIMPLE LTD
Company number: 10716166
Registered in England and Wales
Registered office: 40 Henfield Road, London, SW19 3HH
Email: info@letsimpleltd.co.uk
Telephone: +44 (0) 7738 992 777

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  1. WHO THIS PRIVACY NOTICE APPLIES TO

This Privacy Notice applies to personal information we process about:

• landlords and property owners;
• prospective, current and former tenants and occupiers;
• prospective tenants who arrange viewings or apply for a tenancy;
• guarantors, joint applicants and other persons connected with a tenancy;
• individuals who contact us through our website, by email, telephone or other communication channels;
• contractors, suppliers and professional advisers; and
• other individuals whose information we process in connection with our letting, rent collection, property management or consultancy services.

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  1. PERSONAL INFORMATION WE MAY COLLECT

Depending on the services provided and your relationship with us, we may collect and process the following information.

Identity information

• name, title and date of birth;
• copies of passports, driving licences, visas, residence permits and other identification documents;
• photographs and signatures;
• nationality, immigration status and Right to Rent information.

Contact information

• residential, correspondence and property addresses;
• email address and telephone number;
• emergency contact details.

Financial information

• bank account and payment details;
• rent, deposit and payment records;
• landlord statements, invoices, deductions and expenses;
• income, employment and affordability information;
• credit and tenant-referencing information.

Property and tenancy information

• property ownership information;
• tenancy applications and tenancy agreements;
• inventories, inspection reports and check-in or check-out records;
• repair and maintenance records;
• communications concerning the property or tenancy;
• deposit protection certificates and related information;
• information concerning rent arrears, damage, complaints, disputes or tenancy breaches.

Compliance and verification information

• Right to Rent check results and supporting documents;
• identity, fraud-prevention, financial-sanctions and, where applicable, anti-money laundering checks;
• records required for our Client Money Protection, redress scheme, insurance, banking and legal obligations.

Technical and website information

• information submitted through our website contact form or online chat function;
• IP address, device type, browser information and approximate location;
• website usage, log and cookie information;
• the date, time and source of visits to our website.

Special-category and other sensitive information

We may occasionally process health, disability or accessibility information where necessary to make reasonable adjustments, respond to an emergency, provide an appropriate service, comply with legal obligations or establish, exercise or defend legal claims.

We will only process criminal-offence information where this is lawful and necessary, including for fraud prevention, regulatory compliance or legal claims.

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  1. HOW WE COLLECT PERSONAL INFORMATION

We may obtain personal information:

• directly from you;
• from a landlord, tenant, guarantor, joint applicant or authorised representative;
• through our website contact form, online chat, email, telephone or messaging services;
• from letting platforms, property portals and advertising providers;
• from employers, previous landlords and referees;
• from tenant-referencing, identity-verification and Right to Rent service providers;
• from banks, payment providers, credit-reference agencies and fraud-prevention services;
• from contractors, inventory providers and other managing agents;
• from tenancy deposit protection schemes;
• from publicly available sources, including Companies House, HM Land Registry and government databases;
• from local authorities, government departments, regulators, courts, tribunals or law-enforcement bodies; and
• from professional advisers acting for us, a landlord or a tenant.

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  1. HOW WE USE PERSONAL INFORMATION

We may use personal information to:

• respond to enquiries and arrange consultations or viewings;
• advertise properties and communicate with prospective tenants;
• assess tenancy applications and conduct referencing or affordability checks;
• verify identity and conduct Right to Rent checks;
• prepare, administer and manage tenancy agreements;
• provide letting, rent collection and property management services;
• collect rent and other authorised payments;
• maintain client-account and property-accounting records;
• prepare landlord statements and arrange authorised payments;
• process tenancy deposits in accordance with the agreed arrangements;
• retain deposit-protection certificates and related evidence supplied by landlords;
• coordinate inspections, inventories, repairs, maintenance and contractor access;
• communicate with landlords, tenants, guarantors and relevant third parties;
• address rent arrears, complaints, disputes, damage and tenancy breaches;
• comply with legal, regulatory, tax, accounting, insurance, redress and Client Money Protection requirements;
• conduct fraud-prevention, financial-sanctions and other compliance checks;
• establish, exercise or defend legal claims;
• protect client money, properties, our systems and our business;
• maintain appropriate business and transaction records; and
• administer and improve our website and services.

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  1. OUR LAWFUL BASES FOR PROCESSING

We process personal information only where we have a lawful basis.

Contract

Processing may be necessary to take steps at your request before entering into a contract or to perform a contract with you, including a management agreement, service agreement or tenancy agreement.

Legal obligation

Processing may be necessary to comply with our legal and regulatory responsibilities, including Right to Rent, tenancy deposit, tax, accounting, property, sanctions, fraud-prevention, redress and Client Money Protection requirements.

Legitimate interests

Processing may be necessary for our legitimate interests or those of a landlord, tenant or other relevant party, provided those interests are not overridden by your rights.

These interests include:

• providing and administering residential letting and property management services;
• protecting client money and property;
• maintaining accurate business and tenancy records;
• preventing fraud and misuse;
• recovering money properly due;
• managing complaints and disputes;
• improving our services; and
• establishing, exercising or defending legal claims.

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Consent

We may rely on consent where required, particularly for optional cookies, certain marketing communications or where you voluntarily provide information for a specific purpose.

You may withdraw your consent at any time. Withdrawal will not affect processing that took place before consent was withdrawn.

Vital interests

In exceptional circumstances, we may process personal information where necessary to protect someone’s life or physical safety.

Special-category information

Where we process special-category information, we will also rely on an additional condition permitted by law, such as explicit consent, substantial public interest, vital interests or the establishment, exercise or defence of legal claims.

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  1. WHEN PROVIDING INFORMATION IS REQUIRED

Certain information may be required by law or necessary for us to enter into or perform a contract.

For example, identity and Right to Rent documents may be necessary before a tenancy can proceed, and bank details may be required to collect rent or make authorised payments.

If required information is not provided, we may be unable to provide a service, process an application, enter into an agreement or continue managing a tenancy.

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  1. TENANCY DEPOSITS

LetSimple Ltd does not ordinarily retain tenancy security deposits for the duration of a tenancy.

Where LetSimple Ltd receives a tenancy deposit, it is paid into our designated client account and handled in accordance with the written terms agreed with the relevant landlord.

Under our usual arrangements, the deposit is transferred promptly to the landlord, who undertakes responsibility for protecting it with a government-authorised tenancy deposit protection scheme and providing the tenant with the required information within the applicable legal period.

LetSimple Ltd may retain copies of deposit protection certificates and related records supplied by landlords for compliance, tenancy-management and evidential purposes.

Nothing in this section limits any responsibility imposed on a landlord or letting agent by applicable law.

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  1. WHO WE MAY SHARE PERSONAL INFORMATION WITH

Where necessary and lawful, we may share relevant information with:

• landlords, property owners, tenants, occupiers and guarantors;
• prospective property purchasers or new landlords where legally appropriate;
• tenant-referencing, credit-checking, identity-verification and Right to Rent providers;
• tenancy deposit protection schemes;
• banks, payment providers and client-account service providers;
• inventory clerks, cleaners, contractors, tradespeople and maintenance providers;
• utility companies, local authorities and council-tax departments;
• property portals and advertising platforms;
• insurers and insurance brokers;
• our redress scheme and Client Money Protection scheme;
• accountants, auditors, solicitors and other professional advisers;
• website hosting, email, IT, cloud-storage, communications and software providers;
• fraud-prevention, financial-sanctions and compliance service providers;
• courts, tribunals, regulators, government departments and law-enforcement bodies;
• debt-recovery and legal-enforcement providers; and
• prospective purchasers of our business or assets, subject to appropriate confidentiality protections.

We only share information that is reasonably necessary for the relevant purpose.

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  1. INTERNATIONAL TRANSFERS

Some of our website, email, cloud-storage, communications, property-management or other service providers may process personal information outside the United Kingdom.

Where personal information is transferred outside the UK, we will take reasonable steps to ensure that an appropriate legal safeguard is in place. This may include:

• transferring information to a country covered by UK adequacy regulations;
• using the UK International Data Transfer Agreement or UK Addendum to approved standard contractual clauses; or
• relying on another transfer mechanism permitted by UK data protection law.

You may contact us if you would like further information about the safeguards used for a particular international transfer.

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  1. DATA RETENTION

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to satisfy legal, accounting, regulatory, insurance and reporting requirements.

Our usual retention periods include:

• general website enquiries that do not lead to a business relationship: normally up to two years after the last meaningful communication;
• landlord, tenant, tenancy, property-management and client-account records: normally up to six years after the relevant tenancy, service or business relationship ends;
• contracts, invoices, financial and tax records: normally six years or such longer period as required by law;
• Right to Rent records: for the period required by applicable immigration legislation and official guidance;
• deposit-protection and related tenancy records: normally up to six years after the relevant tenancy ends;
• complaints, disputes and legal-claim records: for as long as reasonably necessary to resolve the matter and meet applicable limitation periods;
• marketing records: until consent is withdrawn, an objection is received or the information is no longer required.

We may retain information for longer where necessary to deal with an actual or anticipated legal claim, comply with a legal obligation, respond to a regulator or prevent fraud.

Information that is no longer required will be securely deleted, destroyed or anonymised.

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  1. DATA SECURITY

We take reasonable technical and organisational measures to protect personal information against accidental or unlawful loss, alteration, unauthorised access, disclosure or misuse.

These measures may include:

• restricting access to those who reasonably need the information;
• using password protection and access controls;
• maintaining secure client-money and business records;
• using reputable service providers;
• keeping appropriate backups and security software; and
• securely deleting or destroying information when it is no longer required.

Although we take reasonable precautions, no internet transmission or electronic storage system can be guaranteed to be completely secure.

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  1. YOUR DATA PROTECTION RIGHTS

Depending on the circumstances, you may have the right to:

• be informed about how your personal information is used;
• request access to your personal information;
• request correction of inaccurate or incomplete information;
• request deletion of your information in certain circumstances;
• request restriction of processing in certain circumstances;
• object to processing based on legitimate interests;
• object at any time to processing for direct marketing;
• request transfer of certain information to you or another organisation;
• withdraw consent where processing is based on consent; and
• challenge certain decisions made solely by automated means.

These rights are not absolute and may be subject to legal exemptions.

To exercise a right, please contact us at info@letsimpleltd.co.uk. We may request information necessary to confirm your identity.

You will not normally be required to pay a fee. However, the law may permit us to charge a reasonable fee or refuse a request that is manifestly unfounded or excessive.

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  1. AUTOMATED DECISION-MAKING

LetSimple Ltd does not ordinarily make decisions that produce legal or similarly significant effects based solely on automated processing.

Tenant-referencing or identity-verification providers may use automated systems as part of their services. Where applicable, further information about such processing should be available from the relevant provider.

Final decisions concerning our services will normally involve appropriate human consideration.

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  1. MARKETING

We may send marketing communications where we have your consent or another lawful basis.

You may opt out at any time by contacting info@letsimpleltd.co.uk or by using the unsubscribe facility included in a marketing communication.

Service messages concerning an existing enquiry, tenancy, property or agreement are not marketing messages and may still be sent where necessary.

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  1. COOKIES

Our website may use essential cookies required for security, functionality and operation.

With your consent, the website may also use analytics, preference, advertising or other non-essential cookies. Non-essential cookies should not be activated before the required consent has been obtained.

You can accept, reject or manage non-essential cookies through the cookie controls displayed on our website. You may also manage cookies through your browser settings.

Further information about the cookies used, their purposes, providers and duration should be provided in our separate Cookie Policy.

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  1. THIRD-PARTY LINKS

Our website may contain links to websites operated by third parties.

We are not responsible for the privacy practices or content of third-party websites. We recommend reading the privacy notice of each third-party website you visit.

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  1. CHILDREN’S INFORMATION

Our services are not directed at children.

However, we may process limited information concerning a child where necessary in connection with a tenancy, household, emergency contact or legal obligation. Such information will only be used where lawful, relevant and reasonably necessary.

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  1. COMPLAINTS TO THE ICO

Please contact us first if you have a concern about how we use your personal information so that we can try to resolve it.

Email: info@letsimpleltd.co.uk
Telephone: +44 (0) 7738 992 777

You also have the right to complain to the Information Commissioner’s Office:

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

Telephone: 0303 123 1113
Website: https://www.ico.org.uk/

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  1. CHANGES TO THIS PRIVACY NOTICE

We may update this Privacy Notice from time to time to reflect changes in our services, practices or legal obligations.

The latest version will be published on our website, and the “Last updated” date at the top of this notice will be amended.

Where a change is significant, we may also notify affected individuals by another appropriate method.

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  1. CONTACT US

If you have any questions about this Privacy Notice, how we process personal information or wish to exercise a data protection right, please contact:

LetSimple Ltd
40 Henfield Road
London
SW19 3HH
United Kingdom

Email: info@letsimpleltd.co.uk
Telephone: +44 (0) 7738 992 777

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