1881 Properties Limited updated GDPR Compliance

Effective Date: 13 July 2026 

Contents

  1. GDPR Policy 

  1. Privacy Notice 

  1. Data Retention Policy 

  1. Subject Access Request (SAR) Procedure 

  1. Data Breach Procedure 

  1. Tenant Consent Form 

  1. Staff & Contractor Confidentiality Statement 


  1. GDPR Policy

Purpose

1881 Properties Limited is committed to protecting the privacy and security of all personal information processed in connection with its property management activities. 

This policy explains how personal information is collected, processed, stored and disposed of in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. 

Scope

This policy applies to: 

  • Prospective tenants 

  • Current tenants 

  • Former tenants 

  • Guarantors 

  • Contractors 

  • Suppliers 

  • Employees (where applicable) 

Principles

1881 Properties Limited will ensure personal data is: 

  • Processed lawfully, fairly and transparently. 

  • Collected only for specified purposes. 

  • Limited to what is necessary. 

  • Accurate and kept up to date. 

  • Stored securely. 

  • Retained only for as long as necessary. 

  • Protected against unauthorised access or loss. 


2. Privacy Notice

We collect information including: 

  • Name 

  • Address 

  • Date of birth 

  • Telephone number 

  • Email address 

  • Employment details 

  • Income 

  • Identification documents 

  • Right to Rent documents 

  • Emergency contacts 

  • Bank details 

  • Tenancy records 

  • Maintenance records 

  • Payment history 

We use this information to: 

  • Assess applications 

  • Prepare tenancy agreements 

  • Carry out legal checks 

  • Manage repairs 

  • Collect rent 

  • Protect our legal interests 

  • Comply with legal obligations 

Information may be shared with: 

  • Deposit protection providers 

  • Referencing companies 

  • Maintenance contractors 

  • Mortgage lenders 

  • Insurers 

  • Utility providers 

  • Local authorities 

  • Solicitors 

  • Accountants 

  • Government agencies where required by law 

    3. Data Retention Policy










    Records are securely destroyed when no longer required. 


    4. Subject Access Request Procedure

    Individuals may request copies of the personal information held about them. 

    Requests may be submitted by email or in writing. 

    1881 Properties Limited will: 

    • Verify identity. 

    • Locate relevant records. 

    • Review information for any legal exemptions. 

    • Respond within one calendar month unless an extension is permitted by law. 


    5. Data Breach Procedure

    If a personal data breach occurs: 

    1. Contain the breach immediately. 

    1. Assess the risk. 

    1. Record the incident. 

    1. Notify the Information Commissioner’s Office where legally required. 

    1. Inform affected individuals if there is a high risk to their rights and freedoms. 

    1. Review procedures to prevent recurrence. 


    6. Tenant Consent Form

    I understand that 1881 Properties Limited will process my personal information for the purposes of: 

    • Managing my tenancy. 

    • Collecting rent. 

    • Carrying out legal obligations. 

    • Arranging maintenance. 

    • Contacting me regarding my tenancy. 

    I understand my rights under UK GDPR and acknowledge receipt of the Privacy Notice. 


    1. Staff & Contractor Confidentiality Statement

    Anyone working on behalf of 1881 Properties Limited who has access to personal information must: 

    • Keep information confidential. 

    • Use information only for authorised purposes. 

    • Protect passwords and devices. 

    • Report suspected breaches immediately. 

    • Return or securely destroy information when no longer required. 

    Failure to comply may result in termination of engagement and, where appropriate, legal action. 


    Contact Details

    1881 Properties Limited

    Telephone: 07500 278921 

    Email: 1881properties@gmail.com

    Registered Office: 85 Bankfield Lane, Churchtown, Southport, PR9 7NL 


    Document Control

    Document Owner: Director, 1881 Properties Limited 

    Review Frequency: Every 12 months or sooner if legislation changes.