Important notice

This Privacy Notice explains how The Residential Grid collects and uses your personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

The Residential Grid Ltd (company number 17163127), 110 Innovation Centre and Business Base, Great Marlings, Luton LU2 8DL. We are registered with the Information Commission (formerly the Information Commissioner's Office, ICO), registration number ZC211564. Questions about your data: info@theresidentialgrid.co.uk or 01582 310018.

2. What we hold and why

Who	What we hold	Why we are allowed to
Landlords	Contact and bank details, property and ownership details, instructions, statements, correspondence	To carry out our agreement with you; accounting law
Tenants and occupiers	Contact details, tenancy details, rent and deposit records, repairs and photos, inspection reports, correspondence	To run the tenancy we manage; legal duties such as deposit protection, safety certificates and notices
Applicants	Application details, income and employment, references, ID and Right to Rent checks, viewings, offers	To take the steps you ask for before a tenancy; Right to Rent law
Contractors	Business and contact details, certificates and insurance, quotes, invoices, payments	To carry out our agreement with you; accounting law
Guarantors	Contact details, identity and financial information, and the guarantee itself	To take and rely on the guarantee you agree to give
Referees	Your name and contact details, given to us by the applicant, and the reference you give us or our referencing company	Our legitimate interest in checking a rental application. You don't have to give a reference.
Website visitors	Pages viewed. Your IP address and a visitor cookie only if you accept analytics cookies	Your consent, which you can change at any time under Cookie preferences

Our legitimate interests. We also use your data where it is needed to run and protect our business fairly: keeping a record of what we did and why, preventing fraud, keeping our systems secure, and dealing with disputes or legal claims. You can object to this; tell us and we will stop unless we have a strong reason that outweighs yours.

Marketing. We only send marketing emails if you have agreed to them, or if you are a client and it is about services like the ones you used. Every email has an unsubscribe link, and you can opt out at any time.

Where we get it. Mostly from you. We also receive it from the landlord or tenant on the other side of a tenancy, the previous landlords, agents and employers an applicant names as referees, referencing companies, guarantors, contractors, councils, deposit schemes, previous agents, and public records about properties, such as energy certificates.

Do you have to give it? Some details are needed by law (for example Right to Rent checks) or to make and run an agreement with you. If you don't give them, we may not be able to offer you the tenancy or service. We will tell you when something is optional.

3. Who we share it with

Landlords see what they need about their tenancy: the tenancy paperwork, rent, repairs and inspections.
Contractors we send to a repair see the address and the occupier's name and phone number, only while the job or quote is live. Our terms require them to use it for that job only and delete it afterwards.
Tenants are given the landlord's name and an address for notices, as the law requires.
Referees an applicant names, such as a previous landlord, agent or employer, may be contacted by us or by our referencing company, so we pass their name and contact details to that company. They are told that the applicant has applied to rent and are asked to confirm their rental or employment history. We don't tell them which property it is, the rent, or anything else about the application.
Deposit protection schemes; a tenant referencing company, which may carry out credit checks and contact the referees you name for us; councils and utility suppliers, so that council tax and utility bills go to the right person when someone moves in or out; and HMRC, courts or the police where the law requires it.
Companies that run our systems for us, such as hosting, email and software tools that help our staff draft messages and organise work (a person makes every decision). Some are based outside the UK, including the USA. Where your data goes outside the UK we make sure an approved safeguard is in place, such as the UK's international data transfer agreement or addendum, or the UK–US data bridge.
The Lettings Grid, our sister company, a platform for landlords who manage their own properties. If you choose our Let Only service, we may recommend you to The Lettings Grid, but only if you agree. We don't otherwise share your data with it.

We never sell your data, and we never use a repair report for marketing.

4. Your portal and the links we email

Landlords, tenants and contractors can use our online portal. You sign in with your password, or with a link we email you. Links in our emails are personal to you, so please do not forward them. Most stop working after 7 days; a link to sign a document or answer a request stops once it has been used or after a set time. A link opens your jobs or repairs; anything more, such as documents, messages or money, asks you to sign in. We keep a record of sign-ins for 12 months to protect your account. The portal terms explain more.

5. How long we keep it

What	How long
Tenancy records: agreement, deposit, notices, inspections, repairs	6 years after the tenancy ends
Right to Rent copies	1 year after the tenancy ends
Anti-money-laundering ID checks	5 years after we stop acting for you
Accounts: rent, invoices, payments	6 years
Applicants who did not get a tenancy	6 months after your last contact
References and referee details	As long as the applicant's or tenant's record they belong to
Enquiries and viewings that went no further	12 months
Landlords and contractors we stop working with	6 years after the last tenancy or job
Marketing	Until you unsubscribe
Portal and sign-in records	12 months

After that it is deleted, including files.

6. Your rights

You can ask for a copy of your data, to correct it, to erase it, to limit or object to how we use it, or to have it in a portable form. Email info@theresidentialgrid.co.uk. We will reply within one month. Some records we must keep for the times above even if you ask us to erase them; we will tell you which, and until when. You can withdraw consent to analytics cookies or marketing at any time.

7. Cookies

Our cookie policy explains the cookies we use. Analytics cookies are only set if you accept them.

8. Complaints

If you are unhappy with how we handle your data, please tell us first so we can put it right: email info@theresidentialgrid.co.uk with "Data complaint" in the subject, use our contact form, or write to us at the address above. We will acknowledge your complaint within 30 days, look into it, keep you updated and tell you the outcome. You can also complain to the Information Commission (ICO) at ico.org.uk or by calling 0303 123 1113.

9. Changes to this notice

We may update this notice. The date at the top shows when it last changed.

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