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Privacy Policy

Hawthorn Lettings Ltd

  1. Introduction

Hawthorn Lettings Ltd (“we”, “us”, “our”) is a Scotland-based letting agency established in 2024. We manage residential rental properties and are committed to protecting and respecting your privacy.

This policy explains how we collect, use, and protect your personal data when you use our website or our services.

  1. Data Controller

Hawthorn Lettings Ltd is the data controller responsible for your personal data.

Contact details:
Email: admin@hawthornlettings.co.uk

  1. Information We Collect

We may collect and process the following personal data:

  • Identity Data: name, title
  • Contact Data: email address, phone number, postal address
  • Tenant Information: references, employment details, rental history (where applicable)
  • Landlord Information: property details and financial information relevant to letting services
  • Technical Data: IP address, browser type, and website usage data
  • Communication Data: messages sent via contact forms or email
  1. How We Collect Your Data

We collect data through:

  • Website contact forms
  • Email or telephone enquiries
  • Letting applications and tenancy agreements
  • Landlord onboarding forms
  • Cookies and website analytics tools
  1. How We Use Your Data

We use your data to:

  • Respond to enquiries
  • Manage tenancy applications and agreements
  • Provide property management services
  • Communicate with tenants and landlords
  • Comply with legal and regulatory obligations
  • Improve our website and services
  1. Legal Basis for Processing

We process your data under the following lawful bases:

  • Contractual necessity (to provide letting services)
  • Legal obligation (e.g. compliance with Scottish housing law)
  • Legitimate interests (to operate and improve our business)
  • Consent (where required, such as for marketing communications)
  1. Sharing Your Data

We may share your data with:

  • Referencing agencies
  • Maintenance contractors
  • Legal or regulatory authorities
  • IT and website service providers

We only share data where necessary and ensure appropriate safeguards are in place.

  1. Data Retention

We retain personal data only for as long as necessary:

  • Tenant and landlord records: typically up to 6 years after the end of a tenancy
  • Enquiry data: up to 12 months
  • Legal obligations may require longer retention in some cases
  1. Your Rights

Under UK data protection law, you have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request deletion of your data
  • Object to processing
  • Request restriction of processing
  • Data portability (where applicable)

To exercise your rights, contact us using the details above.

  1. Cookies

Our website may use cookies to enhance user experience and analyse traffic. You can control cookie settings through your browser.

  1. Data Security

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

  1. Third-Party Links

Our website may include links to external websites. We are not responsible for their privacy practices.

  1. Changes to This Policy

We may update this policy from time to time. Any changes will be posted on this page with an updated revision date.

  1. Complaints

If you are unhappy with how we handle your data, you can contact us or lodge a complaint with the UK Information Commissioner’s Office (ICO).

Website: https://ico.org.uk