We take your privacy very seriously. Please read this privacy policy carefully as it contains important information about us and how and why we collect, store, use and share your personal information. It also explains your rights in relation to your personal information and how to contact us or a supervisory authority in the event you have a complaint.

We collect, use and are responsible for certain personal information about you. When we do so we are subject to the General Data Protection Regulation (GDPR), which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

Personal information we collect about you

We may collect personal data about you in the course of our work. That may include things like:

• Your name and contact information, including telephone number, email address and correspondence address.
• Information to check and verify your identity including a right to rent status
• Information to enable us to conduct a sanction check. This shall include your date of birth, photographic identification (such as a passport, a driving licence or an identification card) and proof of your current place of residence (such as utility bill)
• Your wishes and criteria in any transaction you are considering. This shall include information specific to your requirements relating to the property you are looking to rent through our agency and details to help with your property search
• Financial information, for example about your income and capital resources.

How your information is collected

Usually, we will have received your personal information directly from you in person in or away from our office; face to face or over the phone / email. Please note that our calls are recorded and stored for 3 months. We may also receive personal information about you from others;

• The other party to a transaction you are engaged in
• Joint agents
• Publicly accessible sources such as HM Land Registry, companies house or internet search engines.
• Family members also sometimes provide information about each other.
• Sanctions screening providers
• Reference / credit reference agencies

This personal information is required to provide our services to you. If you do not provide personal information we ask for, it may delay or prevent us from providing services to you.

How will we use the information?

Our use of such personal information is subject to data protection law.

We mainly use your personal information to provide you with information or services you have requested. We may also use it for any other purpose for which you give your consent. For example we may send you additional information about the firm or its services, if you have consented to us doing so.

We may also use it for other normal purposes connected with our work;.

• To update our own business records
• Comply with our legal and regulatory obligations
• Provide information to HMRC and other government bodies
• Prevent and detect fraud against Simon Clarke Letting Agents and you
• Complete statutory returns
• Conduct credit checks and references
• We can also use data such as emails and telephone calls to establish facts.

We do not collect, use or process special category personal information, such as racial or ethnic origin, political opinions, religious beliefs, trade union membership, genetic data, data concerning health, sex life or sexual orientation.

Will we share information about you with anyone?

We take your privacy seriously. We will never sell your personal information to anyone, and we take precautions to keep it secure.

It will sometimes be a normal and necessary part of our work to pass on information to third parties. For example:

• We may pass on information about you to referencing agencies to help proceed with a transaction in which you are involved.
• If you are a prospective tenant, we may pass on references about you to the landlord.
• We may inform utility companies of changes in the occupiers of property.
• We may pass on information to maintenance and repair contractors, in respect of property where we have responsibilities.
• We may need to pass on information to those who help collect outstanding accounts.
• In addition our practice may be audited or checked by third parties such as our accountants or governing bodies which may enable them to see some information about you. Such third parties are required to maintain confidentiality in relation to your information.

Your rights

We seek to keep that personal information correct and up to date. You should let us know if you believe the information we hold about you needs to be corrected or updated.

This can be done by writing to:

The Data Protection Officer, Simon Clarke Letting Agents, 7 Ballards Lane, Finchley Central, London N3 1UX

You have a right of;

• Access – under data protection law to the personal information that we hold about you
• Rectification -The right to require us to correct any mistakes in your personal information
• To be forgotten – The right to require us to delete your personal information – in certain situations, subject at all times to our legal and regulatory obligations
• Restriction of processing – The right to require us to restrict processing of your personal information-in certain circumstances, e.g. if you contest the accuracy of the data
• Data portability – The right to receive the personal information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party-in certain situations
• To object – The right to object at any time to your personal information being processed for direct marketing; in certain other situations to our continued processing of your personal information, e.g. processing carried out for the purpose of our legitimate interests
• Not to be subject to automated individual decision-making – The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you

If you have any complaints about the way we use your personal information please contact the Data Officer as per their contact details below and we will try to resolve the issue.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority if we cannot resolve your complaint. The supervisory authority in the UK is the Information Commissioner who may be contacted at

https://ico.org.uk/make-a-complaint or telephone: 0303 123 1113.

Changes to this privacy policy

This privacy policy was last updated on 18th September 2025

How to contact us

Please contact us by post, email or telephone if you have any questions about this privacy policy or the information we hold about you.

Our contact details are shown below:

T: 020 8349 9000
E: hello@simonclarke.co.uk