Privacy Policy

Last updated: 2 November 2026

1. Who we are

TY ADREF LTD is the data controller responsible for the personal data described in this policy.

2. Personal data we collect

2.1. Through this website

• Identity and contact data: your name, email address and telephone number.
• Enquiry content: the type of enquiry and whatever you write in the message field, including any property address you give us.
• Technical data: your IP address and the date and time of submission, recorded for security purposes and as a record that the message was sent.

Please do not send sensitive personal information through the website form. If we need information of that kind in order to act for you, we will request it through an appropriate channel.

2.2. In the course of our services

Where you instruct us or apply to occupy a property we manage, we will also process data necessary for that purpose, which may include:

• Address history and current address.
• Identity documents and right-to-rent evidence.
• Employment, income and affordability information, and references.
• Credit and referencing results obtained from referencing providers.
• Bank or payment details for rent, deposits or payments to owners.
• Correspondence, repair reports, inspection records and tenancy documentation.

Some of this data is obtained from third parties, such as referencing agencies, previous landlords and employers. Where that is the case, we tell you before the checks are carried out.

3. How and why we use your data

Purpose	Lawful basis (UK GDPR)
Responding to enquiries made through the website, by email or by telephone.	Consent (Art. 6(1)(a)) and steps taken at your request before entering a contract (Art. 6(1)(b)).
Preparing proposals and performing an agreement for letting or management services.	Performance of a contract (Art. 6(1)(b)).
Referencing, affordability and right-to-rent checks on prospective occupiers.	Performance of a contract and steps taken before it (Art. 6(1)(b)); legal obligation for right-to-rent checks (Art. 6(1)(c)).
Meeting statutory obligations including deposit protection, safety records, tax and accounting duties.	Legal obligation (Art. 6(1)(c)).
Managing repairs, inspections and correspondence relating to a property.	Performance of a contract (Art. 6(1)(b)); legitimate interests in operating the property (Art. 6(1)(f)).
Keeping records to establish, exercise or defend legal claims, and preventing fraud or misuse of the website.	Legitimate interests (Art. 6(1)(f)).

We do not send marketing to you unless you have asked us to, and we do not sell personal data. We do not carry out automated decision-making that produces legal or similarly significant effects.

4. How long we keep it

• Enquiries that do not proceed: up to 12 months from our last contact with you.
• Unsuccessful applications to rent: normally 6 months, to deal with any query about the decision.
• Contract and tenancy records: for the duration of the arrangement and ordinarily 6 years afterwards, reflecting the limitation period for contractual claims.
• Accounting and tax records: 6 years from the end of the accounting period concerned, as required by HMRC and the Companies Act 2006.
• Technical security logs: only for as long as needed for the purpose that generated them.

5. Who we share it with

We share personal data only where it is necessary, and only with:

• The owner of the property concerned, or the occupier, where the matter requires it.
• Referencing and credit-check providers, where you have applied to rent.
• Tenancy deposit protection schemes, where a deposit is held.
• Contractors attending a property, who are given the minimum detail needed to carry out the work.
• Our professional advisers, accountants and insurers.
• Our website host and email provider, acting as processors under written terms.
• Public authorities, where we are required by law to disclose information.

We do not routinely transfer personal data outside the United Kingdom. If that becomes necessary, we will ensure an appropriate safeguard recognised under the UK GDPR is in place.

6. Your rights

Under data protection law you have the right to:

• be informed about how your data is used;
• request access to a copy of your data;
• have inaccurate data corrected;
• request erasure, where there is no continuing reason to hold it;
• restrict processing in certain circumstances;
• object to processing based on our legitimate interests;
• data portability, where processing is by consent or contract and carried out by automated means;
• withdraw consent at any time, where consent is the basis we rely on.

To exercise any of these rights, email info@tyadref.online or write to the registered office. We will respond within one month. There is no charge, though we may ask you to verify your identity first.

7. Complaints

If you are unhappy with how we have handled your personal data, please tell us first so that we can put it right. You also have the right to complain to the Information Commissioner's Office, the UK supervisory authority:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF — telephone 0303 123 1113 — ico.org.uk

8. Security

We apply appropriate technical and organisational measures to protect personal data against unauthorised access, loss or alteration, including access limited to those who need it, secure storage, and encrypted transmission of data submitted through this website once the SSL certificate is installed.

9. Children

Our services are directed at adults. We do not knowingly collect data from children through this website. Where a household includes children, we process only the minimum information necessary in connection with the occupancy.

10. Cookies

Our use of cookies and similar storage is described in the Cookie Policy.

11. Changes to this policy

We may update this policy to reflect changes in our practices or in the law. The version published on this page, with the date shown above, is the one that applies.