Privacy Policy
1. Introduction
VKY Lettings Ltd (“The Agent”) understands that your privacy is important to you and that you care about how your personal data is used. This notice applies across all websites that we own and operate (“Our Site”) and outlines how we collect, store, and process personal data relating to landlords, contract-holders (tenants), guarantors, and prospective applicants. Your acceptance of this Privacy Policy is deemed to occur upon your first use of Our Site.
2. Information About Us
- Data Controller: VKY Lettings Ltd (Registered in Wales No. 15588594).
- Address: 6 Ocean Way, Cardiff, UK.
- Telephone: 029 22970662.
- Data Protection Contact: Vinita: vinita@vkylettings.co.uk.
3. Data Protection Principles
We comply with data protection law. This means your personal data must be:
- Used lawfully, fairly, and in a transparent way.
- Collected only for valid purposes explained clearly to you.
- Relevant and limited only to those purposes.
- Accurate and kept up to date.
- Kept only for such time as is necessary.
- Kept securely.
4. What Personal Data Do We Collect?
Depending on your use of Our Site and our services, we collect:
- Identity & Contact: Name, date of birth, gender, address, email, telephone, business name, and job title.
- Background Information: Previous landlord/employer details, bank references, and credit check results.
- Occupation Contract Details: Rent and utilities payment records, deposit information, and repair or health and safety records.
- Special Category Data: Information about medical or health conditions, including disabilities for which the Agent needs to make adaptations.
- Technical Data: IP address, web browser type and version, operating system, and a list of URLs starting with a referring site and your activity on Our Site.
5. How We Use Your Personal Data
We must always have a lawful basis for using personal data. We process your data for:
- Performance of a Contract: To assess suitability for an occupation contract, manage the property, and collect rent.
- Legal Obligation:To verify “Right to Rent,” secure deposits in protected schemes, and comply with HMRC requirements.
- Legitimate Interests: To communicate with you, recover debts, and provide property market updates where you have consented.
6. Sharing Your Personal Data
To carry out our role as a managing agent, we may share your data with:
- Property Management Software: We use Alto to process and manage tenancy agreements, maintenance requests, and communication between stakeholders.
- Professional Advisers: Surveyors, solicitors, and accountants.
- Contractors: Tradespeople and maintenance contractors.
- Financial & Legal: Credit referencing agencies, debt collectors, and deposit registration organisations.
- Authorities: Local authorities, utility providers, and H.M. Revenue and Customs.
7. Data Retention
Your data is retained only for as long as necessary:
- Lettings Transactions: 7 years after the end of an occupation contract.
- Unsuccessful Applicants/Viewers: 2 years from last contact.
8. Use of Cookies
We use cookies to facilitate and improve your experience of Our Site. Cookies are small text files placed on your device.
First-Party Cookies (Essential & Analytics)
| Name of Cookie | Purpose | Strictly Necessary |
|---|
| PHPSESSID | Preserves user states across page requests | Yes |
| _ga / _gid | Google Analytics: Registers unique IDs for statistical data | No |
Third-Party Cookies
| Name of Cookie | Provider | Purpose |
|---|
| __cfduid | clickfunnels.com | Used by Cloudflare to identify trusted web traffic |
| vuid | vimeo.com | Collects data on user visits and page views |
| fr | facebook.com | Used by Facebook for advertisement products |
| GPS / YSC / NID | youtube.com / google.com | Tracking IDs for video views and targeted ads |
You can choose to enable or disable Cookies in your internet browser settings. Disabling certain cookies may affect the functionality of Our Site.
9. Your Rights
As a data subject, you have the following rights:
- Right of Access: You can obtain a copy of your personal data on request (Subject Access Request).
- Right to Rectification: Require us to change incorrect or incomplete data.
- Right to Erasure: Ask us to delete or stop processing your data where it is no longer necessary.
- SAR Timelines: We will respond to a Subject Access Request without undue delay and at the latest within one month. This may be extended by a further two months for complex requests.
To exercise these rights, please contact vinita@vkylettings.co.uk. If you believe your rights have been infringed, you can complain to the Information Commissioner’s Office (ICO).
This Privacy Policy was last updated: 19th January 2026
