Residential & commercial lettings across Sussex, Surrey, Kent, Hampshire & South LondonCall [PLACEHOLDER: phone number]  ·  info@sageandstirling.co.uk
Sage & StirlingLettings
Legal

Privacy policy

How we collect, use and protect your personal information.

Generic template. Have it reviewed before launch, and update it whenever your systems or suppliers change. Last updated: [PLACEHOLDER: date]

Who we are

Sage & Stirling Lettings Limited (“Sage & Stirling”, “we”, “us”) is the data controller for personal information collected through this website and in the course of our lettings and property management services. Company number 17580454. Registered office: Kingfisher House, Hurstwood Grange, Hurstwood Lane, Haywards Heath, West Sussex, RH17 7QX. ICO registration number: [PLACEHOLDER: ICO registration number].

Contact us about privacy at info@sageandstirling.co.uk.

Information we collect

  • Enquiries and valuation requests: your name, contact details, property address and anything you tell us.
  • Landlords: identity and ownership information, bank details, property and compliance records, and correspondence.
  • Tenants and applicants: identity, Right to Rent and referencing information (including employment, income, previous addresses and credit checks), guarantor details, and tenancy records.
  • Commercial clients: business details, covenant and financial information about prospective tenants.
  • Website: basic technical information such as your browser type and IP address, recorded in server logs by our hosting provider.

How and why we use it

We use personal information to respond to enquiries, provide valuations, market and let properties, carry out referencing and legal checks, manage tenancies, collect and pay rent, meet our legal and regulatory obligations (including Right to Rent, deposit protection, anti-money laundering and tax), and handle complaints.

Our lawful bases under UK GDPR are: contract (to provide our services or take steps you ask for before entering a contract), legal obligation, legitimate interests (for example, running and improving our business and responding to enquiries), and consent where we ask for it, which you can withdraw at any time.

Who we share it with

Where necessary we share information with landlords and tenants party to a tenancy, referencing agencies, tenancy deposit schemes, contractors carrying out repairs, utility providers and local councils, our redress and client money protection schemes, professional advisers, IT and hosting providers, and regulators or law enforcement where required by law. Key service providers include Formspree, Inc., which processes the forms on this website and delivers submissions to us by email, and Cloudflare, Inc., which hosts this website. [PLACEHOLDER: other processors, e.g. CRM, referencing provider, email provider]

Some suppliers, including Formspree and Cloudflare, may process data outside the UK, for example in the United States. Where they do, we use appropriate safeguards such as UK adequacy regulations or the ICO’s International Data Transfer Agreement.

How long we keep it

We keep personal information only as long as necessary: typically enquiry data for [PLACEHOLDER: e.g. 12 months], and tenancy, financial and compliance records for [PLACEHOLDER: e.g. 6 years after the tenancy ends], or longer where the law requires.

Your rights

You have the right to access your personal information, to have it corrected or erased, to restrict or object to processing, to data portability, and to withdraw consent. To exercise any of these rights, contact info@sageandstirling.co.uk. We will respond within one month.

Complaints

If you are unhappy with how we have handled your information, please contact us first. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk.