Privacy Policy

Last updated: 16 May 2026

1. About this Privacy Policy
This Privacy Policy explains how LETTINGS RIVIERA LTD collects, uses, stores, shares and protects personal information when you use our website, contact us, request a valuation, enquire about a property, request our landlord fee guide, register for updates, or otherwise interact with us online. It is designed to provide clear and transparent information about our use of personal data in line with UK data protection
law and good estate agency practice.

This Privacy Policy applies to website visitors, prospective landlords, tenants, buyers, sellers, applicants, contractors and other individuals who interact with us through the website or in response to online enquiries.

2. Who we are
LETTINGS RIVIERA LTD is the data controller for the personal information covered by this Privacy Policy.

Company number: 16248274
Contact email: contact@lettingsriviera.com
Telephone: 02080544902

Address for correspondence: 43-45 Mountgrove Road, London N5 2LX

If you have any questions about this Privacy Policy or about how we use your personal information, please
contact us using the details above.

3. The information we may collect
Depending on how you interact with us, we may collect and process the following categories of personal
information:

Identity data, such as your name, title, date of birth and proof-of-identity details where needed.
Contact data, such as your email address, telephone number, correspondence address and property
address.
Property enquiry data, such as the type of property you are interested in, budget, preferred areas,
availability, bedroom requirements and tenancy or sale criteria.
Landlord and valuation data, such as property details, postcode, location, number of bedrooms, current
status, expected rent, service level requested and other information you submit through our forms.
Financial and transaction data, such as bank details, rent details, payment information, affordability
information or related financial details where relevant to a transaction or ongoing service.
Compliance and referencing data, such as information required for anti-money laundering checks,
Right to Rent checks, landlord due diligence, tenant referencing or fraud prevention, where applicable.
Marketing and communications data, such as your preferences for receiving marketing, records of
consent, and copies of emails, calls, messages or other correspondence with us.
Technical and usage data, such as IP address, browser type, device information, operating system,
approximate location, referrer information, pages visited, time spent on the website and interactions
with our online content.
Cookie and tracking data, where you consent to non-essential cookies or other similar technologies.

4. How we collect your personal information
We collect personal information in a number of ways, including:

Directly from you when you submit a contact form, valuation request, landlord fee guide request,
viewing request, callback request, registration form or other enquiry through the website.
Directly from you when you contact us by telephone, email, social media, messaging service or in
person following a website visit.
Automatically through cookies, analytics tools and other similar technologies when you browse or use
the website, subject to your cookie choices.
From third parties where appropriate, including landlords, tenants, buyers, sellers, agents, developers,
contractors, referencing providers, compliance providers, anti-fraud services, professional advisers or
publicly available sources.
During the course of our business relationship if you instruct us, apply for a property, enter into a
tenancy, request a service or continue to engage with us over time.

5. How we use your personal information
We may use your personal information for the following purposes:

To respond to enquiries and provide the information, services or documents you request.
To arrange valuations, viewings, property appointments, call-backs and follow-up contact.
To market and manage properties, match applicants to properties and administer landlord, tenant,
buyer or seller instructions.
To prepare for or perform a contract with you, including tenancy, sales, management or related
property services.
To carry out customer due diligence, identity checking, Right to Rent checking, referencing, fraud
prevention, anti-money laundering checks and other compliance processes where required.
To manage rent collection, accounts, maintenance, contractor engagement, service administration,
record keeping and operational support where applicable.
To monitor and improve our website, services, marketing, customer experience and internal processes.
To send service communications, policy updates, responses to your enquiries and, where permitted,
marketing communications.
To protect our business, website, staff, clients and users, and to investigate complaints, disputes or
suspected misuse.

6. Our lawful bases for processing
Under the UK GDPR, we rely on one or more of the following lawful bases when processing personal information:

Contract: where processing is necessary to take steps at your request before entering into a contract, or to perform a contract with you.
Legal obligation: where we must process personal data to comply with legal or regulatory requirements, including property, landlord, tenancy, tax, anti-money laundering, fraud prevention or record-keeping obligations.
Legitimate interests: where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include responding to enquiries, improving our services, maintaining records, fraud prevention, website administration, business development and selected direct marketing to existing or prospective clients where permitted.
Consent: where you have clearly agreed to specific processing, such as receiving certain marketing communications or accepting non-essential cookies.
Establishment, exercise or defence of legal claims: where processing is necessary in connection with a dispute, complaint or legal issue.

Where special category or more sensitive information is processed, we will only do so where a lawful condition also applies, for example where required by law, where necessary in connection with legal claims, or where you have provided explicit consent.

7. If you do not provide information
If you do not provide information requested by us, we may be unable to answer your enquiry properly, offer
a requested service, progress an application, arrange a viewing or valuation, carry out compliance checks,
or enter into or perform a contract with you.

8. Marketing communications
If you enquire about our services, request a valuation, register your interest, request our landlord fee guide
or otherwise engage with us, we may contact you about your enquiry and, where permitted by law, about
similar services that may be relevant to you. Where consent is required, we will only send marketing if you
have opted in.

You can ask us to stop sending marketing messages at any time by using the unsubscribe link in our
emails or by contacting us at contact@lettingsriviera.com.

9. Automated decision-making and profiling
We do not use the website to make solely automated decisions that produce legal or similarly significant
effects about you. However, we may use website analytics, audience segmentation, enquiry
categorisation, marketing tools and internal assessment criteria to help us understand demand, prioritise
responses and improve service delivery.

10. Sharing your information
We do not sell personal information. We may share personal information, where reasonably necessary,
with:

Landlords, tenants, buyers, sellers, applicants or their representatives as part of a property transaction

or service.

Referencing providers, identity verification providers, anti-fraud services and compliance providers.
Contractors, inventory clerks, EPC assessors, safety/compliance providers, maintenance providers,
software providers, website hosts, email service providers, IT support and other service providers
acting on our behalf.
Professional advisers such as solicitors, accountants, insurers or auditors.
Courts, regulators, government authorities, law enforcement agencies or tax bodies where required or
appropriate.
A purchaser, investor, adviser or new business operator if our business or assets are sold, transferred,

restructured or reorganised.

Where third parties process personal data on our behalf, we expect them to act securely, lawfully and only
for authorised purposes.

11. International transfers
Some of our third-party suppliers may store or process personal information outside the UK. Where that
happens, we will only transfer personal information where permitted by law and where appropriate
safeguards are in place, such as adequacy regulations, standard contractual clauses, or other recognised
transfer mechanisms.

12. Data security
We take reasonable and proportionate technical and organisational measures to protect personal
information from accidental loss, unauthorised access, misuse, disclosure, alteration or destruction. These
measures may include access controls, password protection, secure systems, staff awareness, supplier
due diligence and restricted internal access.
However, no internet transmission or storage system can be guaranteed to be completely secure. You
should take reasonable care when sending information to us online.

13. How long we keep your information
We keep personal information only for as long as reasonably necessary for the purposes for which it was
collected, including to satisfy legal, regulatory, accounting, complaint-handling, anti-fraud and contractual
requirements.

Retention periods may vary depending on the nature of the information and the service involved. By way of
general guidance:

General website enquiry data is usually retained for as long as needed to respond, follow up and

manage the relationship, and for a reasonable period afterwards.

Client, landlord, tenancy, transaction and compliance records may be retained for longer where

required for legal, tax, anti-money laundering, dispute resolution or professional record-keeping
purposes.

Marketing suppression data may be retained to ensure we respect your opt-out choices.
Technical logs and analytics data may be retained in line with our website and supplier settings, subject to your cookie preferences.

We review retention periods regularly and may keep information for longer where necessary to establish,
exercise or defend legal claims.

14. Your data protection rights
Subject to the conditions and limits set by law, you may have the right to:

Request access to the personal information we hold about you.
Request correction of inaccurate or incomplete personal information.
Request deletion of your personal information in certain circumstances.
Request restriction of processing in certain circumstances.
Object to processing carried out on the basis of legitimate interests.
Withdraw consent where processing is based on consent.
Request transfer of certain personal information to another provider where the right to data portability
applies.
Complain to the Information Commissioner's Office (ICO) if you believe your information has been
handled unlawfully.

To exercise any of these rights, please contact us at contact@lettingsriviera.com. We may need to verify
your identity before responding.

15. Complaints
If you are unhappy with how we handle your personal information, please contact us first at
contact@lettingsriviera.com so that we can investigate and try to resolve the issue.
You also have the right to complain to the Information Commissioner's Office. Details are available at
www.ico.org.uk.

16. Third-party websites
Our website may contain links to third-party websites, portals or social media platforms. We are not
responsible for the privacy practices, content or security of those third-party services. You should read their
policies separately.

17. Children
Our website and services are not directed at children. We do not knowingly collect personal information
from children through the website unless it is provided as part of a lawful property-related transaction or
enquiry by a parent, guardian or other authorised person.

18. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. The latest version will always be published on our
website with the most recent update date.