Privacy Policy | Easy Home Lettings

Who we are

Easy Home Lettings is a trading name of KLIX Ltd. KLIX Ltd is registered in England and Wales (company number 16830278), with its registered office at 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom.

KLIX Ltd is the controller of the personal data described in this policy, meaning we decide how and why it is processed. We are registered with the Information Commissioner’s Office, registration reference ZC074856.

If you have questions about this policy or how we handle your personal data, contact us at info@easyhomelettings.co.uk.

The personal data we collect

We only collect personal data through specific interactions with our website and services.

If you enquire about a property or request a viewing

If you use “Arrange a Viewing” or “Ask About This Property” on a listing, we collect:

your name
your email address
your telephone number
for a viewing request, your preferred date and time
any message or enquiry details you provide
the property you enquired about
any subsequent correspondence between you and us about that enquiry

If you request a rental valuation

If you use our rental valuation request form, we collect:

your name
your email address
your telephone number
the postcode of the property
the property type and number of bedrooms
the property's full address, if you choose to provide it
any notes you choose to provide
any subsequent correspondence about your request

If you become a landlord, tenant or other customer

If your enquiry develops into a landlord, tenant or other customer relationship, we may collect and hold further information reasonably required to provide the service you have instructed, including:

contact and identity information
information about the property and, where relevant, the tenancy
communications and records relevant to the service, for example correspondence about maintenance, rent or tenancy administration
compliance information we are required to hold by law or by our regulatory memberships, for example in connection with referencing or Right to Rent checks where instructed

Website and technical information

We do not use analytics or advertising cookies, and we do not track visitors across our website for marketing purposes. Limited technical information, such as an IP address, may be processed automatically and temporarily where necessary to operate the website securely, for example to help prevent spam or abuse of our enquiry forms. See our Cookie Policy for more detail.

Agent portal accounts

Our staff sign in to a private area of the website to manage listings and enquiries. This involves an authentication process and a staff profile (name and, optionally, a photograph) used only within that private area. We do not describe the internal security architecture of this system in this policy.

Why we use your information

We use personal data for purposes including:

responding to property enquiries and viewing requests
responding to rental valuation requests from landlords
providing letting and, where instructed, property-management services
communicating with landlords, tenants and prospective customers about a property, enquiry or instructed service, including by email, telephone or SMS
administering our business relationships, including keeping appropriate records
meeting our legal and regulatory obligations
preventing abuse of our website and enquiry forms, and keeping our systems secure
handling complaints and disputes
establishing, exercising or defending legal claims where necessary

Communications by email, telephone and SMS

We may use the contact details you provide, including your email address and telephone number, to communicate with you about an enquiry, viewing, rental valuation, property, tenancy, landlord instruction or other service you have requested from us.

This may include contacting you by email, telephone or SMS to respond to an enquiry or request, arrange or confirm a viewing or appointment, provide updates relating to a property or requested service, communicate with you about a tenancy or landlord instruction, or provide important administrative or service-related information.

These are service communications and are not used for unrelated promotional or marketing purposes.

We do not currently use SMS for promotional marketing. If this changes in the future, we will update our privacy information and comply with the applicable requirements before using personal data for that purpose.

Our lawful bases for using your information

Under UK data protection law, we must have a lawful basis for using personal data. Depending on the activity, we rely on:

Steps taken at your request before entering into a contract: for example, when you ask about a property, request a viewing, or ask for a rental valuation, we use your details to take the steps you have asked us to take, ahead of any tenancy or agency agreement that may follow.
Performance of a contract: once you instruct us, or enter into a tenancy or agency agreement, we use your information to provide that service.
Legitimate interests: we rely on our legitimate interests in running our lettings business responsibly, for example keeping accurate business records, communicating with landlords and tenants about a property or enquiry, and protecting our website and forms from spam or abuse. Where we rely on legitimate interests, we have considered that this use is reasonable, limited to what is necessary, and does not unfairly override your own interests or rights.
Legal obligation: where we are required to collect, use or retain information to comply with the law or our regulatory obligations, for example in connection with Right to Rent checks where those apply.

We do not treat consent as the default basis for handling an ordinary property enquiry or valuation request. Submitting one of our forms is a request for us to take steps at your request, not an agreement to be marketed to (see “Marketing” below).

Who we may share your information with

We may share personal data with:

the relevant landlord or property owner, where necessary to progress a property enquiry, viewing or tenancy relating to their property
Easy Home Lettings personnel who need the information to carry out their role, for example the agent handling a particular property or enquiry
service providers involved in providing an instructed service where appropriate, for example a contractor arranged to carry out agreed maintenance work, or a referencing provider where formal referencing has been instructed
our database, hosting and email service providers, who process personal data on our behalf so that our website and communications function
professional advisers, such as our accountant or solicitor, where necessary
regulators, courts, law enforcement or other public authorities, where we are required or permitted to make a disclosure by law
tenancy deposit or other compliance service providers, where necessary in connection with an instructed tenancy, for example a tenancy deposit scheme, where a deposit is protected through it

We use Supabase to provide the database, authentication and file-storage infrastructure behind our website, including storing property-enquiry and valuation-request records. Supabase processes this data on our behalf, under our instructions, as our data processor.

Property Redress Scheme, ICO, TDS, SpareRoom, Zoopla and OnTheMarket are shown on our website in connection with our registrations, memberships and property marketing channels. Their names or logos appearing on our website does not mean they automatically receive the personal data you submit through our enquiry or valuation forms. We only share information with them where it is actually necessary, for example if we need to refer a matter to a redress or deposit scheme, or if we advertise a specific property through a portal.

International data transfers

Some of our service providers may process personal data outside the UK. Where this happens, we take steps to ensure the safeguards required by UK data protection law are in place, such as relying on a provider’s UK-recognised standard contractual terms or an applicable adequacy decision. We do not claim that personal data never leaves the UK.

How long we keep your information

We keep personal data only for as long as reasonably necessary for the purpose for which it was collected, including responding to enquiries, providing our services, maintaining appropriate business records, complying with legal and regulatory obligations, resolving complaints and establishing or defending legal claims. The period will vary depending on the nature of the record and whether a landlord, tenant or other customer relationship develops.

Enquiry and valuation records are periodically reviewed and are deleted or anonymised when we no longer reasonably need them, unless we are required to keep them for longer for a legal, regulatory or accounting reason, or because a customer relationship, complaint or legal matter is ongoing. We do not currently operate an automated deletion system. Retention and deletion follow this criteria-based approach rather than a fixed, automatic schedule.

Your rights

Subject to applicable legal limitations and exemptions, you have the right to:

ask us for a copy of the personal data we hold about you (access)
ask us to correct inaccurate or incomplete data (rectification)
ask us to delete your data in certain circumstances (erasure)
ask us to restrict how we use your data in certain circumstances (restriction)
object to our use of your data in certain circumstances, including where we rely on legitimate interests (objection)
ask us to provide your data in a portable format, where applicable (portability)
withdraw consent at any point where we rely on consent as our lawful basis, though this does not affect anything we did while your consent was in place

To exercise any of these rights, contact us at info@easyhomelettings.co.uk. We may need to verify your identity, and there may be circumstances where the law allows or requires us not to comply with a request.

Complaining to the ICO

We hope we can resolve any concern you have about how we handle your personal data. Please contact us first at info@easyhomelettings.co.uk. If you remain unhappy, you also have the right to complain to the Information Commissioner’s Office, the UK’s data protection regulator. Details of how to do this are available on the ICO’s website.

Marketing

Submitting a property enquiry, viewing request or rental valuation request does not itself sign you up to marketing. We do not currently run a marketing programme, and we do not currently use SMS for promotional marketing. The service communications described above (see “Communications by email, telephone and SMS”) are separate from marketing. If that changes in the future, we will only contact you for marketing purposes in accordance with the law at the time, including any applicable requirements for SMS marketing, and you will always be able to opt out.

Changes to this policy

We may update this policy from time to time, for example to reflect changes in our services or the law. Any update will be published on this page with a revised “last updated” date.