Privacy Policy.

Last Updated: 12th March 2026

1. Introduction

This Privacy Policy explains how Summersmith Lettings Ltd collects, uses, stores, and protects personal information when you use our services.

We are a letting agency based in Rotherham, South Yorkshire, providing residential property letting and property management services.

We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

For the purposes of data protection law, Summersmith Lettings Ltd is the data controller responsible for your personal data.

2. Contact Details

If you have any questions about this policy or how we handle your data, please contact us:

[Summersmith Lettings Ltd
10 Bonet Lane
Rotherham, South Yorkshire, S60 5NE
United Kingdom

Email: info@summersmith.co.uk
Phone: 07306108360

You also have the right to complain to the Information Commissioner's Office if you believe your data has been handled improperly.

3. What Personal Data We Collect

We may collect and process the following types of personal data:

Identity Data

  • Full name

  • Date of birth

  • Photo ID (passport or driving licence)

Contact Data

  • Address

  • Email address

  • Telephone number

Financial Data

  • Bank account details

  • Payment history

  • Credit check results

Tenant Referencing Data

  • Employment information

  • Income verification

  • Landlord references

Property Information

  • Tenancy details

  • Maintenance records

  • Viewing records

Technical Data

When you visit our website we may collect:

  • IP address

  • Browser type

  • Device information

  • Cookies and usage data

4. How We Use Your Personal Data

We use your personal data to:

  • Arrange property viewings

  • Process tenancy applications

  • Conduct tenant referencing and credit checks

  • Manage tenancy agreements

  • Collect rent and manage deposits

  • Arrange maintenance and repairs

  • Comply with legal and regulatory obligations

  • Communicate with landlords, tenants, and contractors

  • Improve our services

5. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

Contractual necessity
To perform a tenancy agreement or property management service.

Legal obligation
To comply with legal requirements such as Right to Rent checks and financial regulations.

Legitimate interests
To operate and improve our business, provided your rights do not override those interests.

Consent
Where we rely on consent, you may withdraw it at any time.

6. Sharing Your Personal Data

We may share your information with:

  • Landlords and property owners

  • Tenant referencing companies

  • Maintenance contractors and tradespeople

  • Deposit protection schemes

  • Utility providers (where required)

  • Legal or regulatory authorities where required by law

We ensure that all third parties respect the security of your personal data and treat it in accordance with the law.

7. Tenancy Deposit Protection

If you are a tenant, your deposit may be registered with a government-approved tenancy deposit scheme such as:

  • Deposit Protection Service

  • Tenancy Deposit Scheme

  • MyDeposits

Your personal data may be shared with the relevant scheme in order to comply with legal requirements.

8. Data Retention

We only retain personal data for as long as necessary for the purposes for which it was collected, including legal, accounting, or reporting requirements.

Typical retention periods may include:

  • Tenancy records: up to 6 years after tenancy ends

  • Financial records: 6 years for tax purposes

  • Enquiries: 12–24 months

9. Your Data Protection Rights

Under UK data protection law, you have the right to:

  • Request access to your personal data

  • Request correction of inaccurate information

  • Request erasure of your data

  • Restrict or object to processing

  • Request data portability where applicable

To exercise these rights, please contact us using the details above.

10. Data Security

We implement appropriate technical and organisational measures to protect your personal data from:

  • Unauthorised access

  • Loss or destruction

  • Misuse or alteration

11. Cookies

Our website may use cookies to improve your browsing experience. You can control cookie preferences through your browser settings.

A separate Cookie Policy may provide further details.

12. Third-Party Websites

Our website may contain links to other websites. We are not responsible for the privacy practices of those external sites.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be published on our website with the updated date shown at the top.