Updated on 2026-03-26

Privacy Policy

This Privacy Notice explains how Unilink Letting & Property Management Ltd collects, uses, shares and protects personal data when you use our website, enquire about a property, rent through us, instruct us as a landlord, or otherwise deal with our team.

1. Who We Are

• Legal name: Unilink Letting & Property Management Ltd
• Trading name: Unilink Letting & Property Management
• Company number: 11217091
• Registered office: 245 Ilkeston Road, Nottingham, NG7 3FX
• Telephone: +44 0115 919 1662
• Email: [email protected]

For the purposes of UK data protection law, we act as a data controller for personal data we collect directly from tenants, prospective tenants, landlords, guarantors, contractors and website users.

2. The Personal Data We Collect

Depending on your relationship with us, we may collect:

• Identity details: name, title, date of birth, passport or visa information, Right to Rent documents, driving licence or other ID.
• Contact details: email address, phone number, correspondence address and emergency contact details.
• Property and tenancy details: the property you are interested in, tenancy dates, rent, deposit, room choice, viewing history and maintenance records.
• Referencing and affordability details: employment, income, guarantor details, landlord references and credit/reference-check information.
• Tenant portal and contract data: portal activation records, form progress, uploaded documents, contract draft data, signing status and document access records.
• Financial details: rent payments, deposit information, arrears records and related transaction data.
• Landlord instruction details: property address, ownership information, compliance status, certificates, contractor instructions and management notes.
• Website and enquiry data: form submissions, IP address, browser/device data, and cookie preferences.

3. How We Collect Personal Data

We collect information:

• when you contact us by form, email, phone, WhatsApp, WeChat or social platforms;
• when you request a viewing, apply for a tenancy or sign paperwork;
• when you activate or use the tenant portal, upload documents, complete referencing, download tenancy files or confirm portal steps;
• when a landlord instructs us to market or manage a property;
• from referees, guarantors, employers, reference agencies and deposit-related services;
• from contractors, utility providers, local authorities and professional advisers where needed for a tenancy or property matter;
• from our website through essential cookies and, where you consent, analytics or advertising cookies.

4. Why We Use Personal Data

We use personal data to:

• respond to enquiries and arrange viewings;
• assess applications, references and guarantor information;
• prepare tenancy agreements and related documents;
• run tenant portal workflows, including reference review, guarantor review, contract preparation, deposit/PI administration and move-in checks;
• collect rent, protect deposits and manage tenancy administration;
• coordinate maintenance, inspections, safety works and contractor visits;
• manage landlord instructions and provide statements, reports and operational updates;
• comply with legal obligations including Right to Rent, anti-fraud, deposit protection, accounting and record-keeping requirements;
• improve website performance and marketing effectiveness where you consent to optional cookies.

5. Our Legal Bases

We rely on one or more of the following UK GDPR legal bases:

• Contract: where we need the data to progress or manage a tenancy, landlord instruction or related service.
• Legal obligation: where we must keep records or verify information to comply with law and regulation.
• Legitimate interests: for running our lettings and property management business, responding to enquiries, protecting our position in disputes, maintaining records, and improving our website and services.
• Consent: for optional analytics/advertising cookies and any other activity where consent is specifically requested.

Where the tenant portal asks for information about another person, such as a guarantor, previous landlord, employer or referee, we use that information only for tenancy application, reference, contract or property-management purposes. We may contact those people directly and provide privacy information when we first contact them.

6. Who We Share Data With

Where relevant, we may share data with:

• landlords and landlord representatives;
• prospective or current tenants, guarantors and referees;
• reference-checking and compliance providers;
• tenant portal, document storage, e-signature, email, communications and workflow software providers;
• deposit protection and dispute resolution schemes;
• maintenance contractors, trades and inventory/check-in providers;
• accountants, insurers, legal advisers and debt recovery agents where appropriate;
• utility providers, local authorities, HMRC and law-enforcement or regulatory bodies where required.

We do not sell tenant, guarantor or landlord personal data.

7. Website Analytics, Advertising and Cookies

Our website uses strictly necessary cookies for core functions such as language and session handling. Optional cookies are only enabled if you choose to allow them. More detail is available in our Cookie Policy.

If you consent, we may use third-party services such as:

• analytics tools to understand site usage and improve journeys;
• advertising or remarketing scripts;
• external platforms you click through to, such as map providers or social services.

You can withdraw or change cookie preferences at any time using the Cookie settings control on the website footer or floating cookie button.

8. International Transfers

Some website or communications tools may process data outside the UK. Where that happens, we will only use providers and transfer mechanisms that are intended to provide an appropriate level of protection under UK data protection law.

9. How Long We Keep Data

Retention depends on the type of record and our legal obligations. As a general guide:

• tenancy and financial records are commonly retained for up to 6 years after the tenancy or relevant accounting period;
• Right to Rent records are retained in line with applicable legal guidance;
• unsuccessful application and enquiry records are retained for a limited period where reasonably required to manage follow-up, compliance or dispute issues;
• portal security and file access logs are retained for a limited period for security, fraud prevention, audit and dispute-resolution purposes;
• website cookie preferences are retained according to the cookie period set in your browser.

We may keep data longer where required to deal with legal claims, fraud prevention, regulatory enquiries or insurance matters.

10. Your Rights

Subject to legal limits, you may have the right to:

• request access to your personal data;
• ask us to correct inaccurate data;
• ask us to erase data in certain circumstances;
• restrict or object to some processing;
• request portability where applicable;
• withdraw consent where consent is the legal basis.

To exercise these rights, contact [email protected].

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

11. Contact Us

If you have questions about this Privacy Notice or your personal data, contact:

Unilink Letting & Property Management Ltd
245 Ilkeston Road
Nottingham NG7 3FX
Email: [email protected]
Telephone: +44 0115 919 1662