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Privacy Policy

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Who We Are

 

Beau Homes
A trading name of TOBO Property Solutions Ltd
Company No. 11665051
ICO Registration No. ZB805646

Effective Date: 28.10.24

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Beau Homes is a trading name of TOBO Property Solutions Ltd, registered in England and Wales.

Registered Office:
29–31 Moorland Road
Burslem
Stoke-on-Trent
ST6 1DS

Email: lettings@beauhomestoke.co.uk

TOBO Property Solutions Ltd is the Data Controller for the purposes of the UK General Data Protection Regulation and the Data Protection Act 2018.

We operate both:

  • As a landlord in respect of properties we own or manage; and

  • As a letting agent or tenant finder for third-party landlords.

 

The Information We Collect

 

We collect personal data when you contact us, apply for accommodation, or enter into a tenancy.

Identity Information

  • Full name

  • Date of birth

  • Student ID

  • Passport copy

  • Visa information where applicable

  • Right to Rent share codes

  • Photographic identification

Contact Information

  • Email address

  • Telephone number

  • WhatsApp number

  • Current and previous addresses

  • University and course details

Financial and Tenancy Information

  • Student Finance confirmation

  • Guarantor details

  • Referencing information

  • Rent payment records

  • Tenancy history

  • Deposit information

Communications

  • Emails

  • Phone calls

  • WhatsApp messages

  • Website enquiry submissions

  • Correspondence relating to applications or tenancies

Technical Information

  • IP address

  • Browser type

  • Device information

  • Website usage data

  • Cookies and tracking information

 

How We Collect Data

 

We collect information when you:

  • Submit an enquiry through our website

  • Contact us via email

  • Contact us via WhatsApp

  • Telephone us

  • Apply for accommodation

  • Provide identification documents

  • Provide Right to Rent share codes

  • Enter into a tenancy agreement

  • Use our website

Please note that WhatsApp communications are processed via servers operated by WhatsApp. When you choose to communicate with us via WhatsApp, your data is also subject to WhatsApp’s privacy practices.

 

Our Role When Finding Tenants for Other Landlords

 

Where we act as a tenant finder or letting agent for third-party landlords:

  • We collect and process personal data for marketing properties, assessing applications, conducting referencing and facilitating tenancy agreements.

  • We act as an independent Data Controller for data collected directly from applicants.

  • Once a tenancy is agreed, relevant personal data may be shared with the landlord, who then becomes a separate Data Controller responsible for their own legal obligations.

We only share personal data with landlords where necessary for progressing or managing a tenancy.

 

Lawful Basis for Processing

 

We process personal data under the following lawful bases:

  • Performance of a contract, Article 6(1)(b)

  • Compliance with legal obligations, including housing and immigration legislation such as Right to Rent checks, Article 6(1)(c)

  • Legitimate interests, including protecting property, preventing fraud, verifying identity and recovering debts, Article 6(1)(f)

  • Consent, where required, Article 6(1)(a)

 

How We Use Your Information

 

We use personal data to:

  • Respond to enquiries and arrange viewings

  • Assess suitability for tenancy

  • Conduct referencing checks

  • Verify identity

  • Carry out Right to Rent checks

  • Confirm student status and funding

  • Prepare and manage tenancy agreements

  • Manage rent payments and deposits

  • Protect property and enforce tenancy terms

  • Comply with legal obligations

  • Improve our website and services

  • Send relevant marketing communications where lawful

 

Sharing Your Information

 

We may share personal data where necessary with:

  • Property owners or landlords

  • Referencing agencies

  • Deposit protection schemes

  • Contractors and maintenance providers

  • Utility and broadband suppliers

  • Insurers

  • Local authorities

  • Courts and enforcement agents

  • Professional advisers such as accountants or solicitors

  • IT and website service providers

We do not sell personal data.

 

Data Retention

 

We retain personal data:

  • For the duration of the tenancy

  • Normally for up to six years after the tenancy ends

  • Longer where required for legal, regulatory or accounting purposes

Right to Rent documentation is retained in accordance with statutory requirements.

Enquiry data may be retained for up to 24 months unless deletion is requested earlier.

 

Data Security

 

We implement appropriate technical and organisational measures to protect personal data.

This includes:

  • Restricted access to identification documents

  • Secure storage systems

  • Password-protected devices

  • Controlled access to tenancy files

 

While we take reasonable precautions, no transmission over the internet is completely secure.

 

Cookies and Website Tracking

 

Our website uses cookies and similar technologies to:

  • Ensure website functionality

  • Analyse traffic

  • Improve user experience

  • Support marketing activity

 

Your Rights

 

Under UK GDPR, you have the right to:

  • Access your personal data

  • Request correction of inaccurate data

  • Request erasure

  • Restrict processing

  • Object to processing

  • Request data portability

  • Withdraw consent where applicable

  • Lodge a complaint with the Information Commissioner’s Office

Information Commissioner’s Office: https://ico.org.uk

 

Third Party Links

 

Our website may contain links to third-party websites. We are not responsible for their privacy practices.

 

Contact

 

If you have any questions regarding this Privacy Policy or how your data is handled, contact:

TOBO Property Solutions Ltd
T/A Beau Homes
29–31 Moorland Road
Burslem
Stoke-on-Trent
ST6 1DS

Email: lettings@beauhomestoke.co.uk

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