Privacy Policy
How we collect, use, share and protect your personal information, and the rights you have over it.
Last updated: 17 October 2026
This policy explains how Taighsprings collects, uses, shares and protects your personal information, and what rights you have. We aim to keep it plain and short. If anything is unclear, ask us.
1. Who we are
Taighsprings Limited (“Taighsprings”, “we”, “us”) is a residential letting and property management agency. We are the data controller for the personal information described in this policy, which means we decide how and why it is used.
- Company name: Taighsprings Limited
- Registered office: 167-169 Great Portland Street, 5th Floor, London, England, W1W 5PF
- Company number: 15950797
- Information Commissioner’s Office (ICO) registration number: ZB773584
- Privacy contact: Elin Ball, Director, [email protected], 020 4600 6517
We have not appointed a Data Protection Officer, as we are not required to. Please send any privacy question or request to the contact above.
2. Whose information we hold, and what
The information we hold depends on how you deal with us.
Landlords and prospective landlords
- Name, address, phone number, email address and preferred contact method
- Property details, tenancy and rental history, and the goals you tell us about
- Proof of identity and address, and ownership and right-to-let documents, where we need them to take you on as a client
- Bank details for rent payments, and tax-related details you give us (such as your UTR or landlord reference), where relevant
- Records of our conversations, including emails, messages, call notes and meeting notes
Tenants, occupiers and guarantors
- Name, contact details, date of birth and the names of other occupiers (which may include children)
- Referencing information: employment, income, previous addresses, credit and affordability checks, and guarantor details
- Right to rent documents such as passports or share codes
- Rent payment history, arrears, repair reports, photographs and inspection records
- Deposit details, and records of any complaint, dispute or claim
Website visitors and enquirers
- Anything you enter on our forms or booking calendar: name, email, phone number, property details and your message
- Basic technical information, such as your IP address, browser and device type, collected by our website host and the services we use to run the site
- Your marketing preferences
Suppliers and contractors
Business contact details, insurance and accreditation details, and payment details.
Special category and children’s information
We do not ask for health, ethnicity, religion or similar information. If you choose to tell us something of this kind, for example a disability that affects how we arrange access or repairs, we will use it only for that purpose and keep it no longer than needed. Our website is not aimed at children, and we do not knowingly collect information directly from anyone under 18. Where a child lives in a managed property, we hold only what is needed to run the tenancy.
3. Where we get it from
Mostly from you. We also receive information from landlords and tenants about each other where needed to manage a tenancy, from referencing and credit reference agencies, from the government’s right to rent service, from insurers and deposit schemes, from contractors who attend properties for us, and from public sources such as Companies House and the Land Registry.
4. How and why we use it
The law requires us to have a lawful basis for each use. These are ours.
| What we do | Our lawful basis |
|---|---|
| Setting up and running a management agreement or tenancy: collecting rent, arranging repairs, inspections, renewals, accounts and statements | Contract (or steps you ask us to take before a contract) |
| Identity and anti-money-laundering checks, right to rent checks, deposit protection, gas, electrical and safety compliance, tax and accounting records, responding to lawful requests from authorities | Legal obligation |
| Chasing arrears, handling disputes and complaints, bringing or defending legal claims, keeping our systems and records secure, preventing fraud, improving our service, and contacting you about the service you already receive | Legitimate interests: running a safe, well-managed business and protecting our clients and ourselves. We balance this against your rights and you can object (see section 9) |
| Sending marketing emails, texts or similar, and using non-essential cookies or tracking technologies | Consent. You can withdraw it at any time. Where you are an existing client and we market similar services, we may rely on the “soft opt-in” and you can opt out at any time |
We do not sell your personal information. We do not make decisions about you solely by automated means where the decision has a legal or similarly significant effect. We use secure software, including tools that use artificial intelligence, to help us organise, draft and administer our work, and a person reviews anything that affects you.
5. Who we share it with
We share information only where needed, and only with organisations that have a good reason to hold it:
- Landlords and tenants, as far as needed to manage a tenancy
- Trusted contractors and service providers who attend properties or carry out work on our behalf, such as inspectors, inventory and photography providers, viewing agents, tradespeople and cleaners
- Referencing, credit reference and identity verification providers
- Insurers and insurance brokers, including rent protection providers, and their claims and legal teams
- Tenancy deposit protection schemes
- Our redress scheme (Property Redress Scheme) and client money protection provider (Client Money Protect), where they need information to deal with a complaint or check our compliance
- Providers of our IT, email, customer management, cloud storage, calendar and booking, payment, e-signature, messaging and marketing systems
- Our accountants, solicitors and other professional advisers
- HMRC, local authorities, the police, courts and other bodies where we are required or permitted by law, or where it is needed to protect people or prevent crime
- A buyer or successor, if our business is ever sold or reorganised, under the same protections
Where a provider handles information on our behalf, it does so under a written agreement and only on our instructions.
6. Sending information outside the UK
Some of our providers store or access information outside the UK, for example in the European Economic Area or the United States. When this happens we make sure the transfer is protected by one of the safeguards the law allows: the destination country is covered by UK “adequacy” regulations (including the UK-US data bridge for certified US companies), or the provider has signed the ICO’s International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses. You can ask us for details.
7. How long we keep it
We keep information only as long as we need it for the purposes above, then delete or anonymise it. How long we keep each type depends on why we hold it:
| Type of information | How long |
|---|---|
| Enquiries that do not become a client | For as long as needed to follow up and deal with any later query |
| Landlord and tenancy records (agreements, statements, rent and repair records, correspondence) | For as long as we manage the property or tenancy, then for as long as the law requires or we need them to deal with a claim |
| Identity and anti-money-laundering records | For as long as the law requires |
| Right to rent checks | For the length of the tenancy, then for as long as the law requires |
| Safety certificates and compliance records | For as long as we manage the property, then for as long as the law requires |
| Deposit and dispute records | Until the deposit is returned or the dispute is resolved, then for as long as we may need them to deal with a claim |
| Complaints and legal claims | Until the matter is closed, or longer if a claim is ongoing |
| Marketing preferences and contact details for marketing | Until you unsubscribe or withdraw consent |
| Website forms and booking records | For as long as needed to deal with your enquiry, unless you become a client |
We may keep information for longer where the law requires it or where we need it to deal with a legal claim.
8. Keeping it secure
We use sensible technical and organisational measures to protect personal information, including access controls, secure cloud systems, encrypted connections and limiting who can see it. No system is completely secure, so if a breach is likely to put your rights at risk we will tell you and the Information Commissioner’s Office as the law requires.
9. Your rights
You have the right to:
- ask for a copy of the personal information we hold about you
- ask us to correct anything that is wrong or incomplete
- ask us to delete your information, where we no longer need it or have no lawful reason to keep it
- ask us to restrict how we use it, in some circumstances
- receive the information you gave us in a portable format, where we use it under contract or consent
- object to us using it for our legitimate interests, and object at any time to direct marketing, which we will always stop
- withdraw your consent at any time, where we rely on it, without affecting what we did before you withdrew
To use any of these rights, email [email protected]. We will reply as soon as we reasonably can, and we do not normally charge a fee. We may need to confirm who you are first. Some rights have legal limits: for example, we cannot delete records we are legally required to keep.
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office.
10. Cookies
Cookies are small files that a website stores on your device. At the time of writing, this website uses only the cookies and similar technologies that are strictly necessary for it to work, and these do not need your consent.
If we add analytics, advertising or similar tracking, we will first ask for your consent through a cookie banner, and you will be able to change your choice at any time. Some features on our site come from other providers, such as our booking calendar, review links and embedded videos, and those providers may set their own cookies under their own policies. You can also block or delete cookies in your browser settings, although parts of the site may then not work as intended.
11. Other websites
Our site links to other websites, including Google. We are not responsible for how those sites use information, so please read their policies.
12. Changes to this policy
We may update this policy from time to time. The date at the top shows when it was last changed. If we make a significant change, we will tell clients directly.
13. Contact us
Taighsprings Limited
Email: [email protected]
Phone: 020 4600 6517