Legal
FAIRLYLET – PRIVACY NOTICE
For prospective tenants, tenants, landlords, guarantors, enquirers and other individuals whose personal information Fairlylet processes
Effective date: 13 October 2026 | Version 1.2
1. Who we are
Fairlylet is a trading name of Hal Kingsland, a sole trader. Hal Kingsland is a member of the Property Redress Scheme (membership number PRS061274). Membership started on 12 October 2026 and expires on 11 October 2027. Membership of the Property Redress Scheme does not mean that the scheme guarantees, endorses or approves Fairlylet's services. Fairlylet has an active insurance policy. For the processing described in this notice, Fairlylet will usually act as the data controller because it decides why and how personal information is used for its own tenant qualification, property-matching, landlord-sourcing and business-administration purposes.
Contact for privacy questions and rights requests: hello@fairlylet.co.uk.
Business correspondence address: Cockles House, Clapwater, Fletching, Uckfield, East Sussex, TN22 3YA.
ICO data protection fee: Fairlylet has completed the ICO self-assessment and, based on its current processing activities, is not required to pay the data protection fee. Fairlylet will reassess this if its processing activities change.
This notice applies to Fairlylet's current core service and to optional later services only when those services are actually activated.
2. Our current service
Fairlylet's current core model is to source prospective tenants for landlords and help prospective tenants identify rental properties. Fairlylet may receive tenant requirements, carry out an initial qualification assessment, maintain an active tenant record, identify possible property matches and facilitate introductions to landlords.
Fairlylet does not currently collect rent, tenancy deposits, holding deposits or other client money. Referencing, tenancy-document administration, viewings, inventory, management, maintenance coordination and Right to Rent assistance are optional later-stage services and are only processed under this notice when actually provided.
3. Personal information we may collect
Fairlylet may record how someone reached or was referred to the service, for example that a qualification started from the relocation page.
| Category | Examples | When collected |
|---|---|---|
| Identity and contact | Name, email address, telephone number, correspondence details | Enquiry, qualification, landlord instruction or application |
| Property requirements | Preferred areas, budget, bedrooms, property type, move date, tenancy requirements | Tenant qualification/matching |
| Household information | Number of intended occupiers, adults/children where relevant, pets | Only where relevant to lawful property matching/application |
| Employment and affordability | Employment status, approximate income/affordability; later, evidence where genuinely necessary | Initial qualification uses minimised information; detailed evidence only later if required |
| Rental/application information | Current renting circumstances, rental history, property applications, outcomes, communications | Qualification/application stages |
| Landlord/property information | Landlord contact details, property details, instructions, lawful applicant criteria, service records | Landlord enquiry/instruction |
| Referencing/guarantor information | Employment/reference details, previous addresses, guarantor details, third-party reference results | Only if property-specific referencing is activated |
| Right to Rent information | Required identity/check information, share-code/check result or prescribed evidence | Only at the legally appropriate stage where assistance/checking is actually undertaken |
| Communications and records | Emails, messages, complaints, requests, instructions, acceptance/version records | Throughout the relationship |
| Technical/security information | Necessary security, audit and access logs | Where generated by website/database/security systems |
4. Information we deliberately avoid collecting at initial qualification
- Passport or driving-licence copies, bank statements, National Insurance numbers or bank-account details merely to join the general tenant database.
- Detailed immigration evidence merely for matching; Right to Rent evidence is collected only at the appropriate property/tenancy stage.
- Special-category information such as health, ethnicity, religion, sexual orientation or political opinions unless there is a genuine lawful need and the required additional legal condition/safeguards have been identified.
- Criminal-offence information unless there is a specific lawful basis, statutory condition and documented need.
5. Why we use information and our lawful bases
| Purpose | Typical information | Lawful basis / position |
|---|---|---|
| Respond to an enquiry and take requested steps toward Fairlylet's service | Contact details, enquiry, requirements | Contract / steps at the individual's request before entering a service relationship, where applicable; otherwise legitimate interests for ordinary business enquiries |
| Tenant qualification and requested property matching | Contact, requirements, relevant household/affordability/renting circumstances | Contract / pre-contractual steps where necessary to provide the requested tenant service |
| Maintain an active qualified-tenant record for ongoing matching | Contact, requirements, qualification status and relevant circumstances | Contract where necessary for the continuing requested service; legitimate interests may be used for limited business-administration/continuity processing after a documented three-part assessment |
| Source/introduce prospective tenants for a landlord | Landlord/property details and relevant prospective-tenant information | Contract with the landlord; separate lawful basis applies to the tenant's information as described above |
| Share relevant information for a specific property/application | Only information reasonably necessary for the introduction/application | Contract/pre-contractual steps for the requested tenant service and/or legitimate interests where appropriate and documented; Fairlylet minimises disclosure |
| Property-specific referencing | Application, employment, affordability, rental/reference and guarantor information | Contract/pre-contractual steps where necessary for the requested application; third-party roles/bases are checked before use |
| Right to Rent assistance/check records | Prescribed identity/check information | Legal obligation where Fairlylet actually bears a legal obligation; otherwise the landlord's legal obligation and Fairlylet's documented role must be established before processing |
| Complaints, disputes, legal claims and compliance | Relevant service and communication records | Legitimate interests in handling complaints/establishing, exercising or defending claims; legal obligation where applicable |
| Accounting/tax records once transactions exist | Invoices, payments, business records | Legal obligation |
| Security, fraud prevention and system integrity | Account/security/audit logs | Legitimate interests in protecting Fairlylet, users and systems, balanced against individuals' rights |
| Optional direct marketing | Contact details and marketing preference | Only under an appropriate UK GDPR basis and PECR-compliant process; not currently undertaken and never bundled into qualification |
Where Fairlylet relies on legitimate interests, it will document the purpose, necessity and balancing assessment. Acceptance of tenant Terms is not treated as blanket consent to all personal-data processing.
6. Who we may share information with
- A relevant landlord or landlord representative when necessary to explore or progress a specific property match/application.
- Database, hosting, website, email, form, security and IT providers acting under appropriate contractual arrangements. Fairlylet intends to use Supabase for the tenant data system once the live qualification system is configured. Before real tenant data is stored there, Fairlylet will configure the service, review the applicable data-processing terms, security settings, hosting/region choices, subprocessors and any relevant international-transfer safeguards.
- Referencing or verification providers only when that later-stage service is activated and the provider/data roles have been checked.
- Professional advisers, insurers, redress providers, regulators, courts, law-enforcement bodies or public authorities where reasonably necessary or legally required.
- Home Office/right-to-rent services where required at the relevant stage.
Fairlylet does not sell tenant personal information and does not give landlords unrestricted access to the general tenant database. A landlord receiving applicant information for its own tenancy decision will generally have its own controller responsibilities.
7. International transfers
Some technology providers or their subprocessors may process personal information outside the UK. Before Fairlylet stores live tenant data with a provider, Fairlylet will identify any relevant restricted transfers and ensure that an appropriate UK adequacy basis, UK International Data Transfer Agreement/Addendum, or other lawful safeguard applies where required. Fairlylet will update this notice if the live system introduces material transfer information that individuals need to know.
8. How long we keep information
Fairlylet does not keep personal information indefinitely. Retention is governed by the Fairlylet Retention & Deletion Schedule. The period depends on the person's relationship with Fairlylet, whether a property application/tenancy progressed, statutory requirements, and whether a complaint or legal claim requires a limited record.
| Relationship | Public-facing retention summary |
|---|---|
| Abandoned qualification | Deleted after a short defined recovery period unless the person resumes or another lawful reason applies |
| Submitted qualification under review | Kept while review is active and for a short administrative period afterwards |
| Qualified and actively searching | Kept while the tenant actively uses the matching service, with periodic status/accuracy review |
| No longer searching / inactive | Deleted or anonymised after the defined wind-down period unless another lawful purpose applies |
| Property-specific application | Kept for the application and defined post-application period for administration/complaints/claims |
| Right to Rent evidence | Kept for the statutory period applicable to the check |
| Legal, complaint and accounting records | Kept for the period required or reasonably necessary for the applicable legal/compliance purpose |
Exact operational periods are maintained internally and the published notice should be updated whenever those periods materially change.
9. Accuracy and updating your information
Please tell Fairlylet if information relevant to an active search or application changes. Fairlylet may periodically ask active tenants to confirm that their requirements and circumstances remain current.
10. Your data-protection rights
Depending on the processing and lawful basis, you may have rights of access, rectification, erasure, restriction, objection and data portability, and rights relating to automated decision-making. These rights are not absolute in every circumstance. Fairlylet does not currently intend to make solely automated decisions producing legal or similarly significant effects.
Requests can be sent to hello@fairlylet.co.uk. Fairlylet will normally respond without undue delay and within the applicable statutory period. Fairlylet may request proportionate information to verify identity where necessary.
RIGHT TO OBJECT: Where Fairlylet relies on legitimate interests, you may object to that processing. Fairlylet will consider the objection in accordance with data-protection law. You can object to direct marketing at any time, if marketing is introduced.
11. Complaints
Please contact hello@fairlylet.co.uk first if you have a privacy concern. You also have the right to complain to the Information Commissioner's Office (ICO), the UK data-protection regulator. Fairlylet's property-service complaints are separate from the ICO process. Unresolved eligible property-service complaints may be referred to the Property Redress Scheme in accordance with the scheme's rules and Fairlylet's complaints procedure.
12. Security and personal-data breaches
Fairlylet will use proportionate technical and organisational measures including restricted access, strong authentication/MFA where available, secure devices, least-privilege access, encrypted services where appropriate, backups and deletion controls. Fairlylet maintains an incident/breach log and will assess whether a breach must be reported to the ICO and/or affected individuals.
13. Changes to this notice
The live notice will show an effective date and version. Material changes affecting active users will be communicated where appropriate. Fairlylet will keep copies or records of the version presented when a tenant submits qualification.
Effective date: 13 October 2026 Version: 1.2