Windmill Lettings Company Ltd
Privacy Policy (UK GDPR)
Windmill Lettings Company Ltd (“Windmill Lettings”, “we”, “our” or “us”)
is committed to protecting your privacy and handling your personal
information fairly, lawfully and transparently.
This Privacy Policy explains how we collect, use, store and protect
your personal information when you use our website, contact us,
enquire about a property, or use our letting and property management services.
1. Who We Are
Windmill Lettings Company Ltd
Registered in England and Wales.
Company Number: 17037095
We are an independent residential letting and property management
agency serving Bromsgrove, Worcestershire, Birmingham and surrounding areas.
For the purposes of UK data protection law,
Windmill Lettings Company Ltd is the data controller
of the personal information we process in connection with our services.
Address:
109 High Street, Bromsgrove, B61 8AE
Email:
info@windmill-lettings.co.uk
Telephone:
01527 222 129
2. Information We Collect
Depending on your relationship with us and the services you use,
we may collect and process personal information including:
- Full name and date of birth
- Current and previous addresses
- Telephone number and email address
- Nationality and Right to Rent information
- Identification documents, including passports and driving licences
- Proof of address
- Employment and income information
- Bank account and payment details
- Next of kin or emergency contact information where provided
Landlord Information
For landlords, we may also collect information including:
- Property ownership information
- Bank account details
- Mortgage information where relevant
- Insurance information
- Energy Performance Certificates (EPCs)
- Gas Safety Certificates
- Electrical safety certificates
- Property licensing information
- Identification documents and proof of address
Tenant and Applicant Information
For tenants, prospective tenants and guarantors, we may collect:
- Rental applications
- Employment references
- Previous landlord references
- Credit and referencing information
- Right to Rent documentation
- Affordability assessments
- Guarantor information
- Tenancy agreements
- Rent and payment history
Website Information
When you visit our website, certain technical information may be
collected depending on the technologies and services used by the website.
This may include:
- IP address
- Browser type
- Device information
- Pages viewed
- Website usage information
- Cookie information
3. How We Collect Information
We may collect personal information:
- Directly from you
- Through our website
- Through telephone, email and in-person enquiries
- Through property enquiries and viewings
- Through property portals such as Rightmove, Zoopla and PrimeLocation
- Through tenant referencing providers
- From landlords, tenants and guarantors
- From contractors where necessary
- From publicly available sources where legally permitted
4. Why We Process Your Information
We may process your personal information to:
- Respond to enquiries
- Market properties and arrange property viewings
- Process tenancy applications
- Carry out tenant referencing and affordability checks
- Conduct Right to Rent checks
- Prepare and administer tenancy agreements
- Manage rental properties
- Collect and account for rent
- Arrange repairs and maintenance
- Register and administer tenancy deposits
- Communicate with landlords, tenants and guarantors
- Maintain appropriate financial and tenancy records
- Prevent and detect fraud
- Comply with applicable legal and regulatory requirements
- Establish, exercise or defend legal claims
- Comply with court orders or requests from authorised authorities
5. Legal Basis for Processing
Under the UK GDPR, we must have a lawful basis for processing
personal information. Depending on the circumstances, we may rely on:
-
Contract –
where processing is necessary to enter into or perform a contract with you.
-
Legal obligation –
where we are required to process information to comply with the law.
-
Legitimate interests –
where processing is reasonably necessary for the operation
of our letting and property management business and those interests
are not overridden by your rights.
-
Consent –
where consent is required, for example for certain types of marketing
or non-essential cookies.
-
Vital interests –
in limited circumstances where processing is necessary
to protect someone's life.
6. Sharing Your Information
We do not sell your personal information.
Where necessary for providing our services or meeting our legal
obligations, personal information may be shared with organisations
or individuals including:
- Landlords
- Tenants and prospective tenants
- Guarantors
- Tenant referencing providers
- Tenancy deposit protection providers
- Utility companies
- Local authorities and council tax departments
- Contractors and maintenance providers
- Solicitors and other professional advisers
- Mortgage lenders
- Insurance providers
- Accountants and financial advisers
- HM Revenue & Customs
- Courts and tribunals
- Law enforcement agencies
- Government bodies and regulatory authorities
7. Property Portals
We advertise properties through major property portals including
Rightmove, Zoopla and PrimeLocation.
If you make an enquiry about one of our properties through a property
portal, information you provide through that portal may be passed to
Windmill Lettings so that we can respond to your enquiry, arrange
viewings and provide our letting services.
Property portals operate under their own privacy policies and may
process information independently from Windmill Lettings.
8. Marketing
Where permitted by law, or where you have provided consent when
required, we may contact you regarding:
- Available rental properties
- Landlord services
- Property market information
- Letting opportunities
- Relevant Windmill Lettings news and services
You can ask us to stop sending marketing communications at any time
by contacting us or using any unsubscribe facility provided.
9. Cookies
Our website may use cookies and similar technologies to operate
correctly, remember preferences and understand how visitors use the website.
Depending on the website services in use, cookies may include:
- Strictly necessary cookies
- Preference or functionality cookies
- Analytics or performance cookies
Where required by law, non-essential cookies will only be used
after you have provided the appropriate consent.
You can also control or delete cookies through your browser settings.
10. Data Security
We take appropriate technical and organisational measures
to protect personal information from:
- Unauthorised access
- Accidental loss
- Theft or misuse
- Unauthorised alteration
- Unauthorised disclosure
Access to personal information is restricted to those who have
a legitimate business need to access it.
11. Data Retention
We retain personal information only for as long as reasonably
necessary for the purposes for which it was collected and to comply
with applicable legal, accounting, tax, regulatory and contractual
requirements.
Different categories of information may therefore be retained for
different periods. When information is no longer required, it will
be securely deleted, destroyed or anonymised where appropriate.
12. International Data Transfers
Some technology, software or service providers used in operating our
business may process or store information outside the United Kingdom.
Where personal information is transferred internationally, we will
take appropriate steps to ensure that suitable safeguards are in
place as required by UK data protection law.
13. Your Data Protection Rights
Depending on the circumstances, UK data protection law may give you
rights including the right to:
- 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 certain processing
- Request data portability where applicable
- Withdraw consent where processing is based on consent
- Complain to the Information Commissioner's Office
These rights are not absolute and may be subject to exemptions
provided by law.
To exercise your rights, please contact us using the details
provided in this policy.
14. Third-Party Websites
Our website may contain links to websites operated by third parties.
Those websites have their own privacy policies and Windmill Lettings
is not responsible for their privacy practices or website content.
15. Children's Privacy
Our letting and property management services are primarily intended
for adults.
Where information relating to a child is legitimately required
in connection with a tenancy or household, we will only process
that information where there is an appropriate lawful basis for doing so.
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect
changes to our services, legal requirements or the way in which
personal information is processed.
The latest version will be made available on this website.
17. Contact Us
If you have any questions about this Privacy Policy,
wish to exercise your data protection rights,
or have concerns about how your personal information is being handled,
please contact:
Windmill Lettings Company Ltd
109 High Street
Bromsgrove
B61 8AE
Email:
info@windmill-lettings.co.uk
Telephone:
01527 222 129
18. Complaints
If you are unhappy with how we have handled your personal information,
please contact us first so that we have an opportunity to investigate
your concerns.
You also have the right to make a complaint to the
Information Commissioner's Office (ICO),
the UK's data protection regulator.
Visit the Information Commissioner's Office website
Last updated: August 2026
