Privacy Policy
Last updated: March 2026 | Version 1.0
1. Who We Are
This Privacy Policy applies to the PropertyShield service, operated by:
Letting Solutions Ltd
Registered in Scotland
Email: [email protected]
Telephone: 01506 425695
Website: www.letting-solutions.co.uk
Letting Solutions Ltd is the Data Controller for the personal data collected through this website and the PropertyShield service. We are committed to protecting your personal data and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. What Data We Collect
We collect the following categories of personal data through this website:
| Data Category | Examples | How Collected |
|---|---|---|
| Identity data | Full name | Enquiry form |
| Contact data | Email address, telephone number | Enquiry form |
| Property data | Number of properties in your portfolio | Enquiry form |
| Communication data | Message content, enquiry details | Enquiry form |
| Technical data | IP address, browser type, pages visited | Automatically via cookies |
| Usage data | How you interact with this website | Automatically via cookies |
We do not collect any special category data (such as health information, financial data, or data relating to children) through this website.
3. Why We Collect Your Data and Our Lawful Basis
Under UK GDPR, we must have a lawful basis for processing your personal data. The table below sets out the purposes for which we process your data and the lawful basis for each:
| Purpose | Lawful Basis |
|---|---|
| Responding to your enquiry about PropertyShield | Legitimate interests (Article 6(1)(f)) — responding to a direct business enquiry |
| Sending you a confirmation email when you submit the enquiry form | Legitimate interests — confirming receipt of your enquiry |
| Contacting you to discuss your properties and arrange a service demonstration | Legitimate interests — following up on a direct commercial enquiry |
| Providing the PropertyShield monitoring service once you become a customer | Performance of a contract (Article 6(1)(b)) |
| Complying with legal obligations (e.g. tax, regulatory requirements) | Legal obligation (Article 6(1)(c)) |
| Analysing website usage to improve our service | Legitimate interests — improving our website and service offering |
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason that is compatible with the original purpose.
4. How We Share Your Data
We do not sell, rent, or trade your personal data to any third party. We may share your data with the following categories of third parties where necessary to provide the PropertyShield service:
- ResiSure Ltd — the technology provider for the ResiIQ environmental monitoring sensor and data platform. ResiSure processes sensor data on our behalf as a data processor under a written data processing agreement.
- Email service providers — used to send confirmation and notification emails. These providers process your email address on our behalf.
- Professional advisers — including lawyers, accountants, and insurers where necessary in the course of our business.
- Regulatory authorities — where we are required by law to disclose information.
All third parties are required to respect the security of your personal data and to treat it in accordance with the law.
5. How Long We Keep Your Data
We retain personal data only for as long as necessary for the purposes for which it was collected, in accordance with our data retention policy:
| Data Type | Retention Period |
|---|---|
| Enquiry form submissions (no contract entered into) | 12 months from date of enquiry |
| Customer contact and contract data | 6 years from end of contract (for legal and tax purposes) |
| Environmental monitoring data (sensor readings) | Duration of service plus 2 years |
| Website analytics data | 26 months (standard analytics retention) |
| Email correspondence | 3 years from last contact |
6. Cookies
This website uses cookies — small text files stored on your device. We use the following categories of cookies:
| Cookie Type | Purpose | Can Be Declined? |
|---|---|---|
| Essential / Strictly Necessary | Required for the website to function (e.g. remembering your cookie consent preference) | No — these are required for the site to work |
| Analytics | Help us understand how visitors use the website so we can improve it. No personally identifiable information is collected. | Yes — decline via the cookie banner |
We do not use advertising, tracking, or social media cookies. You can manage your cookie preferences at any time by clearing your browser's local storage or using your browser's built-in cookie controls.
7. Your Rights Under UK GDPR
Under UK GDPR, you have the following rights in relation to your personal data:
To exercise any of these rights, please contact us at [email protected]. We will respond to your request within one calendar month.
If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection supervisory authority, at ico.org.uk or by calling 0303 123 1113.
8. Data Security
We have implemented appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or alteration. These include encrypted data transmission (HTTPS), access controls, and regular security reviews. In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and, where required, notify you directly.
9. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or in applicable law. The date at the top of this page indicates when the policy was last updated. We encourage you to review this page periodically. Where changes are material, we will take reasonable steps to bring them to your attention.
10. Contact Us
If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:
Letting Solutions Ltd — Data Privacy Enquiries