Privacy Notice

Who we are

This Privacy Notice explains how AO Home Lettings Ltd collects and uses personal information.

AO Home Lettings Ltd is registered in England and Wales under company number 14650330. Our registered office is Office 2, The Greenhouse Community Hub, St. Thomas's Road, Luton, England, LU2 7UY.

AO Home Lettings Ltd is owned by AO Home Management Ltd, company number 14623130, whose registered office is the same address.

Our ICO registration number is ZB802836.

You can contact us at:

Email: admin@aohomelettings.co.uk
Post: Office 2, The Greenhouse Community Hub, St. Thomas's Road, Luton, England, LU2 7UY

What information we collect

We may collect and use personal information including:

• name and contact details
• property details
• landlord, agent, contractor, supplier or client information
• information submitted through Zoho Forms or other contact forms
• correspondence by email, phone, SMS, WhatsApp, social media or post
• payment, invoice and banking information where needed
• tenancy, letting, lease, licence or management-related information
• repair, maintenance, inspection and compliance information
• identification or verification information where legally required
• information needed to provide, manage or assess accommodation services

We may also collect information about tenants, occupiers, applicants or residents where this is necessary for our services.

Where necessary, we may process sensitive information, such as health, disability, vulnerability or support-needs information. We will only do this where there is a lawful reason to do so.

How we collect information

We may collect information:

• directly from you
• through website forms, including Zoho Forms
• through email, phone, SMS, WhatsApp, social media or post
• from landlords, agents, contractors, suppliers, clients or local authorities
• from tenants, occupiers, applicants or residents
• from publicly available sources, where relevant

How we use information

We use personal information to:

• respond to enquiries
• provide property letting, management and accommodation-related services
• assess property opportunities
• communicate with landlords, agents, clients, contractors, suppliers, tenants and occupiers
• arrange repairs, maintenance, inspections and compliance checks
• manage contracts, payments, invoices and records
• comply with legal, tax, accounting, property, housing and regulatory obligations
• deal with complaints, disputes, safeguarding concerns, health and safety issues or legal claims
• send marketing communications where lawful

Lawful basis

We use personal information where one or more of the following applies:

• it is necessary for a contract
• it is necessary to comply with a legal obligation
• it is necessary for our legitimate business interests
• you have given consent
• it is necessary to protect someone's vital interests
• it is necessary for legal claims or safeguarding reasons

Where we process sensitive personal information, we will only do so where a valid legal condition applies.

Who we share information with

Where necessary and lawful, we may share personal information with:

• AO Home Management Ltd
• landlords, agents, property owners and managing agents
• local authorities, housing providers and accommodation partners
• contractors, suppliers and compliance providers
• accountants, solicitors, insurers and other professional advisers
• banks and payment providers
• IT, software, CRM, email, website and form providers
• regulators, courts, government bodies, police or emergency services where required

We do not sell personal information.

Marketing

We may contact landlords, agents, local authorities, property owners and business contacts by post, email, SMS, WhatsApp, phone or social media about our services where lawful.

You can ask us to stop sending marketing communications at any time by contacting admin@aohomelettings.co.uk.

How long we keep information

We keep personal information only for as long as necessary for the purpose it was collected, including for legal, accounting, tax, contract, insurance, dispute or regulatory reasons.

When information is no longer needed, we will delete, destroy or anonymise it securely.

Your rights

You have rights under data protection law, including the right to:

• access your personal information
• ask us to correct inaccurate information
• ask us to delete information in certain circumstances
• ask us to restrict how we use information in certain circumstances
• object to certain uses of information
• withdraw consent where we rely on consent

These rights are not absolute and may not apply in every case.

To exercise your rights, contact admin@aohomelettings.co.uk.

Complaints

If you are unhappy with how we use your information, please contact us first.

You can also complain to the Information Commissioner’s Office:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk

Changes to this Privacy Notice

We may update this Privacy Notice from time to time.