Privacy policy
Last updated: 22 February 2026
1. Who We Are
This Privacy Policy explains how Your Home Let Devon Limited (“we”, “us”, “our”) collects, uses, stores and protects your personal data.
We are a letting and property management agency based in England and are regulated by Propertymark.
For the purposes of data protection law, including the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018, we are a Data Controller in respect of the personal data we process.
Registered Office: 5 Glanvilles Mill, Ivybridge, Devon. PL21 9PS
Company Number: Company Number: 12265058
VAT Number: GB765346017
ICO Registration Number: ZA654182
Email: lettings@yourhomeletdevon.co.uk
Telephone: 01752 896813
2. The Personal Data We Collect
We may collect and process the following categories of personal data:
A. Landlords
- Full name and contact details
- Address and proof of identity
- Bank details
- Property ownership information
- Compliance documentation (e.g., EPC, gas safety records)
- Correspondence records
B. Tenants (Prospective and Current)
- Full name, date of birth and contact details
- Previous addresses and landlord references
- Employment details and income information
- Credit check information
- Right to Rent documentation
- Bank details
- Tenancy agreement details
- Guarantor information (where applicable)
C. Guarantors
- Identity and contact details
- Financial and employment information
- Credit check results
D. Contractors and Suppliers
- Business contact details
- Insurance documentation
- Bank details
- Compliance documentation
E. Website Users
- IP address
- Browser type and device data
- Usage data via cookies (see Section 11)
3. How We Collect Your Data
We collect personal data:
- Directly from you (application forms, emails, phone calls, website enquiries)
- From third-party referencing agencies
- From credit reference agencies
- From landlords, employers or referees
- From Right to Rent verification services
- From publicly available sources (e.g., Companies House)
4. Lawful Bases for Processing
Under UK GDPR, we rely on the following lawful bases:
- Contractual necessity – to perform a tenancy agreement or management contract
- Legal obligation – to comply with housing, tax, anti-money laundering, and Right to Rent legislation
- Legitimate interests – to operate and improve our services, recover debts, or prevent fraud
- Consent – where required (e.g., marketing communications)
5. How We Use Your Personal Data
We use your personal data to:
- Arrange and manage tenancies
- Conduct referencing and credit checks
- Collect and transfer rent
- Manage maintenance and repairs
- Comply with Right to Rent requirements
- Meet legal and regulatory obligations
- Prevent fraud and money laundering
- Communicate with you about our services
- Improve our website and services
We do not sell your personal data to third parties.
6. Anti-Money Laundering & Legal Compliance
As a regulated property agency, we may be required to verify identity and source of funds under anti-money laundering legislation. We may retain identification documentation in accordance with statutory retention requirements.
7. Sharing Your Information
We may share your data with:
- Landlords and tenants (as necessary for tenancy performance)
- Referencing and credit check providers
- Contractors and maintenance providers
- Deposit protection schemes
- Legal advisers
- Accountants
- HM Revenue & Customs
- Local authorities
- Utility providers (where applicable)
All third parties are required to respect the security of your data and process it lawfully.
8. Tenancy Deposit Protection
Where required by law, tenancy deposits will be registered with a government-approved tenancy deposit scheme. Your information will be shared with the relevant scheme for compliance purposes.
9. Data Retention
We retain personal data only as long as necessary:
- Landlord and tenant files: Typically 6 years after the end of the tenancy
- Financial records: 6 years for tax purposes
- AML documents: 5 years after the end of the business relationship
- Website enquiries: Up to 12 months
After retention periods expire, data is securely deleted or anonymised.
10. International Transfers
We do not routinely transfer data outside the UK.
If any service provider processes data outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR.
11. Cookies & Website Analytics
Our website may use cookies and third-party analytics tools to:
- Monitor website traffic
- Improve user experience
- Analyse visitor behaviour
These tools do not identify individuals personally.
You can manage cookie preferences through your browser settings.
12. Data Security
We implement appropriate technical and organisational measures including:
- Secure cloud-based systems
- Password protection and access controls
- Encrypted communications where appropriate
- Staff training on data protection
However, no system is completely secure, and we cannot guarantee absolute security.
13. Your Data Protection Rights
Under UK GDPR, you have the right to:
- Access your personal data
- Request correction of inaccurate data
- Request erasure (where applicable)
- Restrict processing
- Object to processing
- Data portability
- Withdraw consent (where processing is based on consent)
To exercise your rights, contact us using the details above.
14. Complaints
If you are unhappy with how we handle your data, please contact us first so we can resolve your concern.
You also have the right to lodge a complaint with the UK supervisory authority:
Information Commissioner’s Office
Website: https://ico.org.uk
Helpline: 0303 123 1113
15. Children’s Privacy
Our services are not directed at individuals under the age of 18. We do not knowingly collect personal data from children.
16. Third-Party Links
Our website may contain links to external websites. We are not responsible for their privacy practices and encourage you to review their privacy policies.
17. Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be published on our website with the updated date shown at the top.
