Privacy Policy

This Privacy Notice explains how My House-NE (“we”, “us”, or “our”) collects, uses, stores, and protects your personal data when you apply for a tenancy or rent a property through us. We are committed to safeguarding your privacy and ensuring your data is handled lawfully and transparently.

1. Our Core Data Promises

  • Security: We promise to keep your information secure, using appropriate technical and organisational measures.
  • No Selling: We will never sell your personal information to third parties.
  • Control: We give you clear ways to manage and review your communication preferences at any time.

2. The Lawful Bases We Rely On

Under data protection law, we must have a valid legal reason to process your personal data. We rely on the following:

  • Performance of a Contract: To take steps to enter into a tenancy agreement or to fulfil our contractual obligations during your tenancy.
  • Legal Obligation: To comply with our legal and regulatory duties (e.g., Right to Rent checks, tax reporting).
  • Legitimate Interests: For our realistic business purposes, such as protecting the property, recovering debts, or managing daily operations, provided it does not unfairly override your rights.
  • Vital Interests: In rare, critical situations to protect your life or health if you are physically or legally unable to give consent.

3. Types of Personal Information We Collect

We group your personal data into the following categories:

  • Contact Data: Your name, current address, previous addresses, phone numbers, and email addresses.
  • Financial & Transactional Data: Bank details, details of rent or deposit payments made, and financial history.
  • Socio-Demographic Data: Your employment details, job title, nationality, and education history.
  • Documentary Data: Copies of your ID, passport, driving licence, or visas.
  • National Identifiers: National Insurance number or tax identifiers.
  • Communications: Information we collect from letters, emails, phone calls, or digital messages between us.
  • Open Data & Public Records: Information available publicly, such as the electoral register or internet searches.
  • Consents: Records of your agreements regarding how we may contact you.

We may also collect data from third parties, including social networks, public information services, tenant referencing systems, and fraud prevention agencies.

4. Who We Share Your Information With

We may share your data with selected third parties to manage your tenancy and meet our legal duties:

  • Authorities & Regulators: HM Revenue & Customs (HMRC), the local council, law enforcement, or other regulatory bodies.
  • Credit Reference & Referencing Agencies: To assess creditworthiness, verify your details, and prevent fraud.
  • Linked Parties: Joint tenants or guarantors linked to your application or tenancy agreement.
  • Financial Schemes: The Direct Debit Scheme (if you pay rent via direct debit) and tenancy deposit protection schemes.
  • Service Providers: Specialist reference providers (e.g., Van Mildert).
  • Business Transfers: If we choose to sell, transfer, or merge parts of our business, provided the new party handles your data securely.

Third-Party Contractors & Maintenance (Emergency Clause)

To maintain the property in line with our legal and contractual obligations, we share necessary contact details (such as your name and telephone number) with tradespeople and contractors who need to enter your home for maintenance, servicing, or inspections.

In the event of an emergency (e.g., active water leaks, gas leaks, electrical faults, or any event threatening immediate property damage or physical safety), we will share your contact details directly with emergency contractors or emergency services immediately and without prior notice. This sharing is protected under the lawful bases of Performance of a Contract (to maintain a safe, habitable home) and Legitimate Interests (to protect the property and your safety).

5. Credit Reference Agencies (CRAS)

During your application and tenancy, we exchange data with CRAs. This includes your name, address, date of birth, financial situation, and payment history.

We use this data to evaluate property affordability, verify the accuracy of your application, detect fraud, and recover outstanding debts. On a joint tenancy, CRAs may financially link your data to the other tenants.

(Note: If you do not provide the necessary personal data, we may be unable to offer you a tenancy).

6. Data Retention (How Long We Keep Your Data)

We keep your information for the duration of your tenancy or interaction with us. Once you stop being a client, we securely retain your data for up to 6 years (extended from 5 years to align with the UK statutory limitation period for breach of contract claims) for the following reasons:

  • To respond to future questions, disputes, or complaints.
  • To demonstrate that we treated you fairly and transparently.
  • To defend or bring legal claims.

7. Your Legal Data Rights

You hold several rights under the UK GDPR regarding your personal data:

  • Right of Access (Subject Access Request): You can request a copy of the personal data we hold about you free of charge. We will verify your identity using reasonable means before releasing data. We fulfill requests within one month (or up to two additional months for highly complex requests). We reserve the right to charge a reasonable fee or refuse requests if they are unfounded, excessive, or repetitive.
  • Right to Rectification: You can ask us to correct data you believe is inaccurate or incomplete.
  • Right to Erasure (“Right to be Forgotten”): You can ask us to delete your data. Please note that legal or regulatory duties may require us to retain certain files despite your request; in these cases, we will restrict data use strictly to legal claims or rights compliance.
  • Right to Withdraw Consent: Where you have explicitly given us consent to use your data, you can withdraw it at any time by writing to us.

8. Contact Us and Complaints

To exercise any of your data rights, please write to us at:

My House-NE
132a Sandyford Road,
Newcastle Upon Tyne,
NE6 5HL

If you are unhappy with how we have handled your personal information, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) via their website at www.ico.org.uk.