Privacy policy.

Last reviewed 29th September 2026

Future Let Property Management is a partnership and the controller of the personal information described in this policy. This policy explains how we use information about sellers, buyers, landlords, tenants, prospective tenants, occupiers, guarantors, applicants, contractors, website visitors and anyone who contacts us about our services. It applies to our sales, letting and property management work and is available on our website and on request.

Who we are and how to contact us

Future Let Property Management, 52 Market Street, Old Harlow, Essex CM17 0AQ. Telephone: 01279 451317. Email: info@futurelet.com. Please use these details for privacy enquiries, rights requests and data protection complaints. Our ICO registration number is Z9065104.

Information we collect

Depending on your relationship with us, we may collect your name, address, contact details, date of birth, photographs, identity and immigration documents, share codes and the results and dates of Right to Rent checks. We may also hold property ownership, valuation, marketing, viewing, offer and sale details, tenancy and property details, household and guarantor details, employment and income information, affordability and referencing results, source of funds and wealth information where required for anti-money-laundering checks, bank and payment details, rent accounts, deposit information, correspondence, call and visit records, maintenance reports and information about complaints or disputes.

Where relevant and necessary, we may receive information about health, disability or support needs so that we can respond appropriately or make adjustments. We may also process information about alleged offences or fraud where this is necessary and lawful.

We collect information from you, your representative or a joint applicant, and where relevant from landlords, tenants, guarantors, employers, previous landlords, buyers, sellers, conveyancers, mortgage brokers, referencing and identity-check providers, public registers such as HM Land Registry, local authorities, government services, utility providers and contractors. If we obtain your information from another source, we will provide relevant privacy information when required.

How and why we use information

We use personal information to answer enquiries; value and market properties, arrange viewings, handle offers and progress sales; assess applications and affordability; verify identity and carry out legally required Right to Rent and anti-money-laundering checks; prepare and manage agency, sale and tenancy agreements; collect rent and other sums; protect and administer deposits; arrange repairs, inspections and safety work; communicate with parties involved in a property; deal with disputes, arrears, insurance claims and legal proceedings; maintain accounts and records; prevent fraud; and comply with our legal and regulatory duties.

Our lawful bases under the UK GDPR are: contract, where processing is needed to enter into or perform an agreement with you; legal obligation, including Right to Rent, anti-money-laundering, tax and other applicable property duties; and legitimate interests, including managing properties, responding to enquiries, keeping accurate records, protecting our business and clients, and establishing or defending claims. We balance those interests against your rights. Where neither of those bases applies and consent is required, such as for certain optional marketing, we will ask for it and you may withdraw it at any time. We will explain any additional condition relied on if we process special category or criminal offence information.

Some information, especially identity, Right to Rent and anti-money-laundering evidence, must be provided to meet legal requirements. Other information is needed to consider an application or perform an agreement. If it is not provided, we may be unable to progress an application, grant a tenancy, progress a sale or provide the relevant service.

Who we share information with

We share only what is needed with relevant sellers, buyers, landlords, tenants, occupiers and guarantors; conveyancers, mortgage brokers and surveyors involved in a sale; referencing and identity verification providers; deposit protection schemes; contractors, surveyors and insurers; payment, accounting, IT and document storage providers; councils, utility companies and government bodies; professional advisers, courts and enforcement agencies; and regulators or law enforcement where appropriate. We may share information with another agent or property owner where a management arrangement changes and there is a lawful basis to do so. Service providers acting for us must protect the information they handle.

How we protect information

We keep records in secure paper and electronic systems and take appropriate steps to protect them against unauthorised access, loss or misuse.

How long we keep information

We keep information only as long as needed for its purpose and applicable legal, accounting and claims requirements. Sales, tenancy, landlord, payment and related correspondence records are generally kept for up to six years after the relevant relationship, sale or tenancy ends, and longer where a dispute, claim or legal duty requires it. Right to Rent evidence is kept for the tenancy and one year after it ends, unless another lawful reason requires longer retention. Anti-money-laundering customer due diligence records are generally kept for five years after the business relationship ends or the relevant transaction completes, subject to applicable exceptions and extensions. Unsuccessful application and enquiry information is kept for a shorter period determined by its purpose, any consent given and possible claims. We then securely delete or anonymise information.

Website and cookies

Our website may collect technical information such as IP address, browser details and usage data needed to operate and protect the site. Where we use optional analytics or marketing cookies, we will explain these and provide the choices required by law. Links to other websites are governed by their own privacy notices.

Your rights

You have the right to ask for access to the personal information we hold about you and information about how we use it. We will normally respond without undue delay and within one calendar month. There is usually no charge, although we may charge a reasonable fee in the limited circumstances allowed by law, such as where a request is manifestly unfounded or excessive.

You have the right to ask us to correct inaccurate or incomplete information. Where we have shared it with others, we will tell them about a correction where required and reasonably possible.

You may ask us to erase your information in certain circumstances, for example where we no longer need it for the purpose for which it was collected. We may need to keep information to comply with a legal obligation or to establish, exercise or defend a legal claim.

You may ask us to restrict how we use your information in certain circumstances, for example while we check whether information you have challenged is accurate. Restricting its use may still allow us to store it.

Depending on the circumstances, you may also have the right to receive or transfer information you provided to us, or to object to how we use your information. You have the right to object to processing based on our legitimate interests. You can object to direct marketing at any time, and we will stop using your information for that purpose. Where we rely on your consent, you may withdraw it at any time.

To exercise any of these rights, contact us using the details above. We may ask for information to confirm your identity.

Data protection complaints

You can make a data protection complaint by emailing info@futurelet.com, calling 01279 451317 or writing to us at the address above. Please explain what happened and how we can contact you. We will acknowledge your complaint within 30 days of receiving it, take appropriate steps to investigate without undue delay, keep you informed where needed, and tell you the outcome without undue delay. You may also complain to the Information Commissioner’s Office at ico.org.uk or 0303 123 1113.

Review of this policy

We review this policy at least once a year and sooner if our services, systems or legal requirements change. The latest version is available on our website and on request.