Fentons privacy Statement

FENTONS LETTINGS – PRIVACY POLICY

1. Introduction
1.1 Fentons Property Ltd ("Fentons", "we", "us") is committed to protecting the privacy of our website visitors, landlords, tenants, and clients. This policy explains how we collect, process, and safeguard your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1.2 By using our website and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy.

1.3 Our website incorporates privacy controls allowing you to manage how we process your personal data. You can update your preferences in your customer account area.

2. How We Use Your Personal Data
2.1 We collect and process the following categories of personal data:

• Usage Data: IP address, browser type, operating system, and website interaction data, collected via analytics tracking systems. Used for improving website performance. Legal basis: Legitimate interests.
• Account Data: Name, email, phone number, and postal address for website registration, service provision, and communication. Legal basis: Contractual necessity & legitimate interests.
• Enquiry Data: Information submitted via website forms for responding to property-related enquiries. Legal basis: Consent & contractual necessity.
• Transaction Data: Contact details and payment information for processing rental payments. Legal basis: Contractual necessity & legal obligations.
• Marketing Data: Preferences for receiving promotional materials. Legal basis: Consent (opt-in required).
• Correspondence Data: Communications via email, phone, or website contact forms for record-keeping and support. Legal basis: Legitimate interests.

2.2 We may process personal data for legal compliance, fraud prevention, and security purposes. Legal basis: Legal obligation & legitimate interests.

3. Data Sharing & Third Parties
3.1 We may share personal data with:

• Service providers (e.g., payment processors, IT support) for business operations.
• Legal or regulatory authorities when required by law.
• Landlords or tenants where necessary for contractual agreements.
• Professional advisers (e.g., solicitors, accountants) for risk management and legal compliance.

3.2 Financial transactions are processed by third-party providers. We share only necessary transaction details and encourage you to review their privacy policies.

4. International Data Transfers
4.1 Your personal data is stored in the UK. If data is transferred outside the UK/EEA, we ensure appropriate safeguards are in place, such as UK GDPR standard contractual clauses.

4.2 Data published online (e.g., property listings) may be accessible worldwide. We cannot prevent third-party use of such information.

5. Data Retention
5.1 We retain personal data only for as long as necessary:

• General inquiries: 12 months
• Marketing data: Until you withdraw consent
• Financial transactions: 6 years (for tax compliance)
• Contracts and rental agreements: 7 years after termination
• Legal claims: Until resolution

5.2 Data may be retained beyond these periods if required for legal or regulatory reasons.

6. Your Rights
Under UK data protection law, you have the following rights:

• Access: Request a copy of your personal data.
• Rectification: Correct inaccurate data.
• Erasure: Request deletion of personal data in certain circumstances.
• Restriction: Limit processing where applicable.
• Objection: Withdraw consent for marketing or object to processing.
• Data Portability: Request transfer of your data in a machine-readable format.
• Complaint: Lodge a complaint with the Information Commissioner's Office (ICO).

To exercise your rights, contact us at [Insert Contact Email].

7. Cookies & Tracking Technologies
7.1 We use cookies for authentication, security, analytics, and marketing.

7.2 You can manage or disable cookies via browser settings. Blocking cookies may impact website functionality.

8. Security Measures
8.1 We implement appropriate technical and organisational measures to protect personal data from loss, misuse, or unauthorised access.

9. Changes to This Policy
9.1 We may update this policy from time to time. Any significant changes will be communicated via our website or email.

10. Contact Us
Fentons Property Ltd
Registered Address: The Old School, Meikleour, Perth, PH2 6EB
Company Registered in Scotland: SC572106
Email: Lettings@fentonlets.co.uk