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Privacy

Privacy Policy

Last updated: 22 September 2026

Monroe Lettings respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how Monroe Lettings collects, uses, stores and protects personal information when you use our website, contact us, enquire about a property, use our lettings services, apply to rent a property or otherwise interact with us.

This Privacy Policy applies to information collected through www.monroelettings.com and through our other communications and lettings services.

1. Who we are

The organisation responsible for your personal information is:

MONROE LETTINGS AND PROPERTY MANAGEMENT LTD Trading as Monroe Lettings
Registered office: Unit A, Springwell Gardens, Whitehall Rd, Holbeck, Leeds LS12 1FJ
Company number: 14744960
Email: hello@monroelettings.com
Telephone: 0113 350 0866

For the purposes of UK data protection law, we are the data controller of the personal information we collect and use, except where we are acting as a processor on behalf of another organisation.

If you have any questions about this Privacy Policy or how we use your information, please contact us using the details above.

2. The information we collect

Depending on how you interact with us, we may collect different types of personal information, including:

Information you provide to us

This may include:

  • Your name

  • Address and previous addresses

  • Email address

  • Telephone number

  • Date of birth

  • Property requirements and preferences

  • Employment and income information

  • Financial and affordability information

  • Identification documents

  • Right to Rent information

  • Referencing information

  • Landlord, tenant and guarantor information

  • Information provided by employers, previous landlords or referees where relevant

  • Information contained in correspondence or communications with us

  • Marketing preferences

  • Information provided when requesting a valuation, viewing or other service

We will only collect information that is relevant and necessary for the particular purpose for which it is being processed.

Information collected automatically

When you use our website, we may automatically collect certain technical information, such as your IP address, browser type, device information and information about how you use our website.

This may be collected through cookies and similar technologies. Further information can be found in our Cookie Policy.

3. How we use your information

We may use personal information for the following purposes:

Providing our lettings services

We may use your information to:

  • Respond to enquiries

  • Arrange and manage property viewings

  • Provide information about properties

  • Process tenancy applications

  • Carry out referencing and affordability checks

  • Verify identity and eligibility where required

  • Prepare and manage tenancy documentation

  • Communicate with landlords, tenants, applicants and guarantors

  • Manage existing tenancies

  • Arrange maintenance and other property services where applicable

  • Collect or process payments where applicable

  • Deal with complaints, disputes and enquiries

  • Provide customer support

Managing our business

We may also use information to:

  • Maintain our records

  • Manage our relationship with customers and clients

  • Improve our services

  • Maintain the security of our systems and website

  • Prevent and detect fraud or other unlawful activity

  • Obtain professional advice where necessary

  • Comply with our legal and regulatory obligations

  • Establish, exercise or defend legal claims

Marketing

Where permitted by law, we may use your contact information to provide information about our properties, lettings services, landlord services, market updates, valuations, events or other services that may be relevant to you.

Where consent is required for electronic marketing, we will obtain that consent in accordance with applicable law.

You can withdraw your marketing consent or opt out of marketing communications at any time by using the unsubscribe facility in our communications or contacting us directly.

Opting out of marketing will not affect communications that we need to send you in relation to an existing service, tenancy, contract or other legitimate business relationship.

4. Our lawful bases for processing

UK data protection law requires us to have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on one or more of the following lawful bases:

Contract

We may process personal information where it is necessary to enter into or perform a contract with you, for example when providing lettings services or managing a tenancy.

Legal obligation

We may process personal information where necessary to comply with a legal or regulatory obligation.

Legitimate interests

We may process personal information where it is necessary for our legitimate interests, or those of a third party, provided that those interests are not overridden by your rights and interests.

Examples may include managing our business, maintaining appropriate records, protecting our systems, preventing fraud and, where permitted by law, certain forms of direct marketing.

Where we rely on legitimate interests, we will consider whether the processing is necessary, proportionate and reasonably expected in the circumstances.

Consent

In some circumstances we may rely on your consent, for example where consent is required for certain marketing communications or cookies.

Where we rely on consent, you may withdraw it at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before you withdrew your consent.

Other lawful bases

UK data protection legislation provides additional lawful bases in certain circumstances. We will only rely on an alternative lawful basis where the relevant legal conditions are met.

5. Information relating to tenants, applicants and guarantors

If you apply to rent a property through Monroe Lettings, we may need to collect and process additional information to assess your application and provide lettings services.

This may include information relating to:

  • Identity

  • Residential history

  • Employment

  • Income and affordability

  • Financial circumstances

  • Previous landlord references

  • Right to Rent

  • Guarantors

  • Other information reasonably required for referencing

Some of this information may be collected directly from you and some may be obtained from third parties, such as referencing providers, employers, previous landlords or other referees where appropriate.

We will only obtain and use information where there is an appropriate lawful basis for doing so.

6. Special category and criminal offence information

In limited circumstances, we may process information that is considered particularly sensitive under data protection law.

Where this is necessary, we will only process such information where an appropriate lawful basis and any additional legal condition required by UK data protection law applies.

We will take additional care when handling sensitive information and will only collect or use it where it is relevant and necessary for the purpose concerned.

7. Who we may share your information with

We do not sell your personal information.

Depending on the service we are providing and the circumstances, we may share relevant personal information with:

  • Property owners and landlords

  • Tenants, applicants and guarantors where appropriate

  • Referencing and tenant-screening providers

  • Employers, previous landlords or referees where appropriate

  • Deposit protection schemes

  • Utility or service providers where appropriate

  • Contractors and maintenance providers

  • Professional advisers, including solicitors, accountants and insurers

  • Banks and payment providers

  • IT, software, hosting and communications providers

  • Website, analytics and marketing service providers

  • Government departments, regulators, local authorities or law enforcement agencies where required or permitted by law

  • Courts or other organisations where necessary to establish, exercise or defend legal claims

Where we use another organisation to process personal information on our behalf, we will take appropriate steps to ensure that the organisation is contractually required to protect that information and only process it in accordance with our instructions and applicable law.

8. Third-party services

We may use third-party systems and service providers to support our business, including property management, CRM, referencing, communication, website, hosting, analytics and marketing services.

Some providers may process personal information on our behalf.

Where personal information is transferred outside the UK, we will ensure that the transfer is carried out in accordance with applicable UK data protection law and that appropriate safeguards are in place where required.

9. How long we keep your information

We will only retain personal information for as long as it is reasonably necessary for the purpose for which it was collected.

The length of time we retain information will depend on factors including:

  • The type of information

  • The reason we collected it

  • Whether we have an ongoing relationship with you

  • Our contractual obligations

  • Our legal and regulatory obligations

  • Whether the information may be required to establish, exercise or defend legal claims

  • Our legitimate business requirements

When personal information is no longer required, we will securely delete, destroy or anonymise it where appropriate.

We maintain internal data retention procedures to help ensure that personal information is not retained for longer than necessary.

10. Keeping your information secure

We take reasonable and appropriate technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.

These measures may include access controls, authentication, secure systems, staff training, appropriate contracts with service providers and other security measures appropriate to the nature of the information we hold.

However, no method of transmitting or storing information can be guaranteed to be completely secure.

11. Cookies and similar technologies

Our website uses cookies and similar technologies.

Some cookies are necessary for the website to operate, while others may be used for analytics, functionality or marketing purposes.

Where consent is required, we will ask for your consent before placing or using the relevant cookies.

You can find further information about the cookies we use, why we use them and how you can manage your preferences in our Cookie Policy.

12. Direct marketing

We may contact you about our services and properties where permitted by applicable data protection and electronic marketing laws.

Where consent is required for marketing by email, SMS or other electronic communications, we will obtain appropriate consent.

Where applicable, we may rely on a permitted existing-customer exception, provided that all relevant legal requirements are met.

You can unsubscribe from marketing communications at any time.

Every electronic marketing communication will provide an appropriate way to opt out where required.

13. Your data protection rights

Subject to certain legal conditions and exemptions, you may have the right to:

  • Request access to the personal information we hold about you

  • Request correction of inaccurate or incomplete information

  • Request deletion of your personal information

  • Request restriction of processing

  • Object to certain processing

  • Request the transfer of certain information to you or another organisation

  • Withdraw consent where we rely on consent as our lawful basis

  • Object to direct marketing

  • Exercise rights relating to certain automated decision-making and profiling

These rights are not absolute and may not apply in every circumstance.

For example, we may be required to retain certain information to comply with legal or regulatory obligations, or we may have another lawful reason for continuing to process information.

14. Automated decision-making and profiling

We may use third-party systems that assist us with processes such as referencing, fraud prevention, affordability assessments or other property-related services.

Where personal information is used in a solely automated decision that has a legal or similarly significant effect on you, we will comply with the safeguards required by applicable UK data protection law.

Where applicable, you may have rights to obtain information about the decision, make representations, request human intervention and contest the decision.

15. Information obtained from other sources

Sometimes we may receive personal information from sources other than you.

For example, information may be provided by:

  • A landlord or property owner

  • A tenant or applicant

  • A guarantor

  • A previous landlord

  • An employer or referee

  • A referencing provider

  • A property management service

  • A professional adviser

  • A government body or regulator

Where required by law, we will provide you with information about how we obtained and use your personal information.

16. Your right to object to direct marketing

You have an absolute right to object to the processing of your personal information for direct marketing purposes.

If you object to direct marketing, we will stop processing your personal information for that purpose, subject to any applicable legal requirements.

You can exercise this right by contacting us or using the unsubscribe facility provided in our marketing communications.

17. Data protection complaints

If you have concerns about how we have handled your personal information, we encourage you to contact us first so that we can investigate and attempt to resolve your complaint.

You can contact us using:

Email: hello@monroelettings.com
Post: Unit A, Springwell Gardens, Whitehall Rd, Holbeck, Leeds LS12 1FJ

We will handle data protection complaints in accordance with our data protection complaints procedure.

If you remain dissatisfied, you also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO).

Information about contacting the ICO is available at:

https://ico.org.uk/make-a-complaint/

18. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal requirements or the way we process personal information.

When we make significant changes, we will take reasonable steps to bring those changes to your attention.

The latest version of this Privacy Policy will always be available on our website.

Last updated: 22 September 2026

Next review: 22 September 2027