Privacy Notice for: Tenants, Applicants, Guarantors and Landlords.

Data controller: STORMOND LTD/ LANDLO, 85 GREAT PORTLAND STREET, LONDON, W1W 7LT

ICO Registration No: ZB854878 Last Updated: 1 May 2025.

 

What this Notice is about 

This Privacy Notice explains how LANDLO (“we”, “us”, “our”) collects, uses, discloses and retains personal data relating to:

• Prospective tenants and residents (“Applicants”);
• Current tenants and residents;
• Guarantors;
• Landlords.

It also sets out your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We collect and handle personal data about tenants, residents, prospective tenants, and any guarantors in order to provide residential accommodation, manage tenancies, ensure compliance with legal obligations, and address any concerns related to the tenancy. This includes processing applications, checking the suitability of applicants, arranging lettings, managing the property (including repairs), collecting rent, managing complaints, terminating tenancies, and handling tenancy deposits. We refer to this as "your information" or “data."

You should read this Privacy Notice so you are aware of how and why we use your personal data. If any of the information you provided changes, please update us promptly.

 

Why we are giving you this notice

We are required to give you this Privacy Notice under data protection laws. We must inform you about the purpose of collecting your data, how we use it, and the legal basis for processing it. You have certain rights under data protection laws, which are explained below. Depending on your role (tenant, resident, or guarantor), certain parts of this notice may not apply to you. We only collect and process data that is necessary for the purpose specified, and we only share data where necessary. This includes sharing information with relevant third parties, such as professional advisers, contractors, law enforcement, and regulatory bodies.

 

The data we collect/hold about you

We collect personal data directly from you when you apply for a tenancy or residency. If you fail to provide the necessary information, we may not be able to process your application or continue with the tenancy.

 

The personal data we may collect includes the following:

 

Personal & Contact Details

• Name, date of birth, current and previous addresses
• Email address, telephone number, emergency contact

Identity Verification

• Passport, driving licence or other identity documents
• Right-to-rent checks (England only)

Financial & Credit Information

• Bank account and payment details, rent payment history, arrears
• Credit reports, guarantor details, affordability assessments

Tenancy & Property Records

• Lease terms, joint tenant details, deposit scheme information
• Repair requests, correspondence, complaints, inspection reports
• Council Tax, utility usage and service data

Sources of Data

• Directly from you via application forms, emails, phone calls
• References from employers, landlords or other referees
• Credit-referencing and immigration-status agencies
• Public authorities, neighbours, utilities providers and law enforcement (where required), or other relevant parties.
• CCTV/ Audio recordings, if applicable.

•  

 

Landlords

• Name, company name (if applicable), home or business address, email, telephone number
• Bank account details for rent distribution, tax reference (e.g., UTR), VAT number (if applicable)
• Proof of ownership or landlord authorisation
• Anti-money-laundering documents (e.g., corporate structure, beneficial-ownership register)
• Buildings and contents insurance details
• Health & Safety/Legionella/Risk Assessment certificates
• Preferred method/frequency for statements, service updates, and marketing

 

Sanctions & AML/KYC Checks

• We will collect information necessary to screen you (and any beneficial owners, guarantors or permitted occupiers) against the UK Government’s consolidated sanctions list and to perform anti-money-laundering checks.
• This includes name, date of birth, nationality, residential address, company details (where relevant), and any other identifiers needed to perform robust sanctions screening.
• •  

 

Special categories of data/sensitive personal data

In certain situations, we may process sensitive personal data, such as health or disability information. We will typically ask for your explicit consent before collecting or processing this data, or process it based on legal obligations or for vital interests (e.g., emergency situations).

 

Why We Process Your Data & Our Legal Bases

Purpose	Legal Basis	Legitimate Interest Balancing
Assessing tenancy applications	Contract / Consent	Enables us to decide on your application fairly.
Managing and performing tenancy obligations	Contract	Fulfils our obligations under your tenancy agreement.
Conducting right-to-rent checks (England)	Legal obligation	Complies with Immigration Act 2014 requirements.
Property maintenance & repairs	Legitimate interests	Protects health & safety; maintains property condition.
Rent collection, arrears management	Contract / Legitimate interests	Safeguards our financial position and fairness to others.
Preventing fraud & safeguarding property	Legitimate interests	Protects against unlawful activity and damage.
Processing deposit schemes	Contract	Meets statutory requirements for tenancy deposits.
Marketing new services (optional)	Consent	You may withdraw consent at any time.
Health & reasonable adjustments	Consent / Vital interests	Supports your vulnerabilities; protects life & health.
Audits, legal compliance & record-keeping	Legal obligation / Legitimate interests	Demonstrates regulatory compliance and defends claims.
Property updates to landlords	Legitimate interests / Contract	Keeps landlords informed about property management.
Sanctions screening & AML compliance	Legal obligation / Legitimate interests	Required under the Sanctions and Anti-Money Laundering Act 2018 and associated regulations to prevent financial crime.

 

Automated Decisions & Profiling

We may use automated credit-scoring software to assess affordability. You have the right to:

• Request human intervention;
• Contest or seek explanation of the decision.

 

Data Sharing

We only share your personal data where necessary to fulfil our contractual and legal obligations. Recipients fall into two broad categories:

A. Core Sharing (Tenants & Landlords)

B. AML/KYC & Sanctions Screening (Tenants & Landlords)

 

Data Retention

Data Category	Retention Period
Live tenancy records	Duration of tenancy + 7 years
Deposit scheme correspondence	6 years
CCTV footage	31 days (unless required for an incident)
Applications (not progressed)	1 year from decision
Financial, tax or legal records	As required by legislation
Landlord financial records	7 years (for HMRC purposes)
AML/KYC documentation	5 years after end of relationship

We review retention periods annually and securely delete or anonymise data when no longer needed.

 

Immigration/right to rent checks

In England, by law, we must check your immigration status and right to rent before allowing you to rent a property. This means you must provide certain documentation (such as a passport or driving license), which we will keep on record.

 

Data Security

We implement appropriate technical and organisational measures to protect your data against unauthorised access, loss or disclosure.

In the event of a personal-data breach, we will notify the ICO within 72 hours and inform you directly if there is a high risk to your rights and freedoms.

 

Your Rights

Under UK GDPR you have the right to:

1. Access – obtain a copy of your personal data.
2. Rectification – correct inaccuracies.
3. Erasure (“right to be forgotten”) – in certain circumstances.
4. Restriction – limit how we process your data.
5. Objection – to processing based on legitimate interests or direct marketing.
6. Data Portability – receive your data in a structured, machine-readable format.
7. Withdraw Consent – at any time (where processing is based on consent).

To exercise your rights, please contact us via our website landlo.co.uk with “Subject Access Request” (or other right) in the subject line. We respond within one month (extendable by two months for complex requests). There is no fee for making a request.

 

Cookies & Online Tracking

If you use our website or tenant portal, we use cookies and similar technologies for functionality, analytics and marketing. You can manage your preferences via our Cookies Policy and website terms and conditions.

 

Complaints

If you have concerns about how we process your personal data, please contact us. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at: www.ico.org.uk