Last updated: 15/11/2025
At Stonecroft Lettings, we are committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect your information when you interact with us online, in person or through any of our services.
1. Who We Are
Stonecroft Lettings (“we”, “us”, “our”) is a UK-based property and lettings agency providing property management, tenant finding and related services.
If you have any questions about this policy or how we handle your data, you can contact us at:
Email: teams@stonecroftlettings.co.uk
Address: Stonecroft Lettings, Ground Floor Shop, 1 Hillcrest Ockenden Lane, Cuckfield, Haywards Heath, England, RH17 5LD
2. What Personal Data We Collect
We may collect and process the following types of information:
Information you provide directly
- Name and contact details (email, phone number, address)
- Proof of identity and proof of address
- Financial information (bank details, payslips, income information for referencing)
- Tenancy details and rental history
- Property information (if you are a landlord)
Information collected automatically
When you visit our website, we may collect:
- IP address
- Browser type
- Cookies and tracking data (see section 10)
Information from third parties
- Tenant referencing agencies
- Credit check agencies
- Landlords
- Letting platforms (e.g., Rightmove, Zoopla)
- Maintenance contractors who interact with your property
3. How We Use Your Personal Data
We use your information for the following purposes:
- To manage your tenancy or property
- To communicate with you
- To carry out tenant referencing and credit checks
- To comply with legal obligations (Right to Rent checks, HMRC requirements, etc.)
- To process rent payments and deposits
- To manage maintenance issues and contractor visits
- To send important notices, updates or legal documents
- To improve our website and services
We will never sell your data to third parties.
4. Legal Basis for Processing
Under UK GDPR, we only process your data on one or more of the following bases:
- Contractual obligation – to provide our services
- Legal requirement – anti-money laundering checks, Right to Rent, accounting obligations
- Legitimate interest – business operations, fraud prevention
- Consent – for marketing communications (you can withdraw consent at any time)
5. Who We Share Your Data With
We may share your data with:
- Tenant referencing and credit check agencies
- Contractors and maintenance providers
- Utility companies (where applicable)
- Deposit protection schemes (TDS, DPS or MyDeposits)
- Legal advisors or debt recovery agencies
- Payment processors (e.g., GoCardless, Stripe)
- Government bodies (HMRC, Local Authorities, Police if required by law)
All third parties are required to handle your data securely and only for the purpose provided.
6. How We Store and Protect Your Data
We take the security of your data seriously and use:
- Encrypted storage solutions
- Secure CRM or property management software
- Restricted access for staff
- Regular security reviews
We retain your data only as long as necessary to fulfil legal, contractual and business requirements.
7. How Long We Keep Your Data
We keep your data for:
- Tenancy records – up to 6 years after the tenancy ends
- Financial records – 6 years (HMRC requirement)
- Referencing information – up to 12 months
- Marketing consent data – until you opt-out
When data is no longer required, it is securely deleted.
8. Your Rights Under UK GDPR
You have the right to:
- Access your data
- Correct inaccurate or outdated information
- Request deletion (“right to be forgotten”)
- Restrict or object to processing
- Transfer your data to another provider
- Withdraw consent at any time
To exercise your rights, contact us at: teams@stonecroftlettings.co.uk
9. Marketing Communications
We may send you updates or property alerts if you have opted in.
You can unsubscribe at any time by:
- Clicking “unsubscribe” in our emails, or
- Contacting us directly
10. Cookies & Tracking
Our website may use cookies to:
- Improve user experience
- Analyse website traffic
- Personalise content
You can control cookies via your browser settings.
11. Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be posted on our website with an updated “Last Updated” date.