Privacy Policy

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Privacy & Cookies Policy

Effective Date: 18 June 2026

Habitat Property Holdings Ltd ("we", "us", or "our") is committed to protecting and respecting your privacy. Habitat Property Holdings Ltd is a company registered in England and Wales under company number 17280252, with its registered office at Finchley, High Road, Wisbech St. Mary, Cambridgeshire, PE13 4RQ. This policy explains how we collect, use, and protect your personal data when you visit our website, submit inquiries as an investor, or apply for a tenancy. For the purposes of the UK General Data Protection Regulation (UK GDPR), we are the Data Controller.

1. The Information We Collect

We collect and process the following types of personal information:

• Information you give us: Your name, email address, phone number, and any details you submit via our contact, investor, or maintenance forms.
• Tenant applicant data: Employment details, financial history, references, and ID documentation (where required for Right to Rent checks).
• Technical and website usage data: Your IP address, browser type, geographical location, and how you interact with our website (collected via cookies).

2. How and Why We Use Your Personal Data

Under the UK GDPR, we rely on the following lawful bases to process your information:

• To fulfill a contract: Managing property lettings, processing tenancy applications, or responding to investor inquiries.
• Legitimate interests: To improve our website performance, secure our systems, and keep you informed about new investment opportunities or available rooms.
• Legal obligation: Carrying out mandatory tenant Right to Rent checks, anti-money laundering (AML) checks for investors, and gas/fire safety compliance logging.

3. Data Sharing and Third Parties

We do not sell your personal data. We only share your information with trusted third parties strictly necessary to operate our business, including:

• Lettings software, maintenance contractors, and property management platforms.
• Professional tenant-referencing agencies.
• Legal and regulatory authorities (e.g., local councils for HMO licensing, HMRC, or deposit protection schemes).

All third parties are legally required to respect the security of your data and treat it in accordance with UK law.

4. How Long We Keep Your DataWe will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including satisfying any legal, accounting, or reporting requirements.

• Unsuccessful tenant applicants / general inquiries: Retained for up to 12 months.
• Active tenant and investor files: Retained for the duration of the relationship plus 6 years for legal and tax compliance.

5. Security of Your DataWe have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way. We limit access to your data strictly to employees or contractors who have a business need to know.

6. Your Legal Rights

Under the UK GDPR, you have rights including:

• The right to access the personal data we hold about you.
• The right to rectification of inaccurate or incomplete information.
• The right to erasure ("the right to be forgotten") under certain conditions.
• The right to object to or restrict our processing of your data.

If you wish to exercise any of these rights, please email us at contact@habitatph.co.uk. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data.

7. Cookies Policy

Our website uses cookies to distinguish you from other users and improve your browsing experience. A cookie is a small file of letters and numbers placed on your browser or hard drive.

Types of Cookies We Use:

1. Strictly Necessary Cookies: Essential for the basic operation of our website (e.g., secure forms or site navigation).
2. Analytical/Performance Cookies: These allow us to recognize and count visitors, helping us see how users move around our site (e.g., Google Analytics).
3. Functionality Cookies: Used to recognize you when you return to our website, allowing content to be tailored to your preferences.

Managing Cookies:You can choose to accept or decline cookies. Most web browsers automatically accept them, but you can usually modify your browser setting to decline cookies if you prefer. Note that disabling cookies may prevent you from taking full advantage of the website.

8. Changes to This Policy

We keep our privacy policy under regular review. Any updates will be posted on this page with an updated effective date.

9. Contact Us

If you have any questions about this privacy policy, please contact us:

• Email: contact@habitatph.co.uk
• Postal Address: Finchley, High Road, Wisbech St. Mary, Cambridgeshire, PE13 4RQ.