Privacy Policy

Rickson Lewis Residential Ltd
Last Updated: 16th November 2025

Rickson Lewis Residential Ltd (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal data responsibly.
This Privacy Policy explains how we collect, use, store, and protect your information when you visit our website www.ricksonlewis.co.uk (“Website”) or use our services.

By using our Website or submitting your information, you agree to the practices described in this policy.

1. Who We Are

Rickson Lewis Residential Ltd
Registered in England & Wales
Company Number: 16709579
Registered Office: 86-90 Paul Street, London, England, EC2A 4NE

We act as the Data Controller for the information you provide to us.

2. What Personal Data We Collect

We collect and process different categories of personal data depending on whether you are a Landlord, Lodger Applicant, or Website Visitor.

A. Data provided by landlords

  • Full name

  • Address and property details

  • Contact information (email, phone)

  • Proof of homeownership (if required)

  • Service-related communication

  • Preferences for lodgers

B. Data provided by lodger applicants

To complete tenancy reference checks, we may collect:

  • Full name and contact information

  • Date of birth

  • Identification documents (passport, driving licence, etc.)

  • Employment details

  • Income and affordability information

  • Previous rental history

  • Personal references

  • Criminal background declarations (where voluntarily provided)

(We do not conduct DBS checks unless specifically authorised.)

C. Data collected through the Website

  • Contact form submissions

  • IP address

  • Browser type

  • Device information

  • Cookies* (see section 10)

D. Communication data

  • Emails

  • Phone call notes

  • SMS/WhatsApp messages

  • Any documents you voluntarily send

3. How We Use Your Data

We use your personal information for the following purposes:

For landlords

  • To provide lodger sourcing and introduction services

  • To vet and reference prospective lodgers

  • To communicate regarding your listing

  • To prepare lodger agreements when requested

For lodger applicants

  • To verify identity

  • To confirm employment and income

  • To assess suitability for a lodging arrangement

  • To produce reference summaries for landlords

For website visitors

  • To respond to enquiries

  • To improve website performance

  • For analytics and security monitoring

4. Our Legal Basis for Processing

We process your data under the following legal bases:

  • Contractual necessity – to deliver our services

  • Legitimate interests – such as referencing, communication, fraud prevention

  • Legal obligation – compliance with UK law (e.g., preventing fraud, verifying identity)

  • Consent – for marketing communications or optional cookies

You may withdraw consent at any time.

5. How We Store & Protect Your Data

We store your information securely using:

  • Encrypted digital storage

  • Password-protected systems

  • Restricted access protocols

  • Secure document handling

We never store physical copies of ID unless explicitly authorised.

Squarespace also provides secure hosting and SSL encryption for website interactions.

6. How Long We Keep Your Data

We retain data only as long as necessary:

  • Landlord records: up to 6 years (business and tax purposes)

  • Lodger applicant reference checks: 12–24 months unless required longer

  • Enquiry form submissions: 12 months

  • Email/communication logs: up to 3 years

You may request deletion sooner where legally permissible.

7. Who We Share Your Data With

We may share data with:

  • Landlords (reference summaries for applicants)

  • Employers or referees (to verify information)

  • Credit referencing tools (only with consent)

  • Our email provider

  • Website hosting (Squarespace)

  • Legal authorities where required

We never sell your information.

8. International Data Transfers

Squarespace may process data outside the UK.
Where this occurs, it is protected under approved international data safeguards such as:

  • Standard Contractual Clauses (SCCs)

  • GDPR-compliant data processing agreements

9. Your Rights Under UK GDPR

You have the right to:

  • Access your data

  • Correct inaccurate information

  • Request deletion (“right to be forgotten”)

  • Restrict processing

  • Withdraw consent

  • Object to certain types of processing

  • Data portability (where applicable)

To exercise your rights, email: data@ricksonlewis.co.uk

10. Cookies & Website Tracking

Our Website may use cookies for:

  • Analytics

  • User experience improvement

  • Security

  • Form performance

You will be shown a cookie banner to accept or decline non-essential cookies.

You can disable cookies in your browser settings at any time.

11. Age Restrictions

Our Website and services are not intended for individuals under 18.
We do not knowingly collect data from minors.

12. Links to Other Websites

We may include links to third-party websites.
We are not responsible for:

  • Their content

  • Their security

  • Their privacy practices

13. Changes to This Privacy Policy

We may update this policy occasionally.
The latest version will always be posted on this page.

14. Contact Us (Privacy Enquiries)

For data requests or complaints, contact:

Data Protection Officer
Rickson Lewis Residential Ltd
Email: data@ricksonlewis.co.uk

You may also contact the UK Information Commissioner’s Office (ICO) at ico.org.uk.