PRIVACY POLICY

Banks Wilson Lettings & Property Management Limited
Last updated: 16/02/2026

Next review: 15/02/2027

Who We Are

Banks Wilson Lettings & Property Management (“we”, “us”, “our”) is a lettings and property management business based in Brighton.

Data Controller: Zoe Banks

Business address: 15 West Street, Brighton, BN1 2RL
Email: zoe@bankswilsonproperty.co.uk
Telephone: 01273 957200
ICO Registration Number: ZB687224

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Zoe Banks is the Data Controller responsible for your personal data.

The Personal Data We Collect

We may collect and process the following personal data:

Landlords

Full name

Contact details (address, email, telephone number)

Bank account details

Proof of ownership documentation

Identification documents

Mortgage and insurance information

Tenants and Prospective Tenants

Full name

Date of birth

Current and previous addresses

Contact details

Employment and income information

Bank account details

Credit and referencing information

Identification documents

Right to Rent documentation

Guarantor details

Contractors and Suppliers

Business name

Contact details

Insurance documentation

Bank details

Website Users

IP address

Browser type

Cookies and analytics data

How We Collect Your Data

We collect personal data:

Directly from you via enquiries, viewings, applications, and contracts

Through tenant referencing agencies

From credit reference agencies

From Right to Rent checks

Via our website forms

From property portals and advertising platforms

Lawful Bases for Processing

We process personal data under the following lawful bases:

Contract – to perform tenancy agreements and management contracts

Legal obligation – to comply with Right to Rent, anti-money laundering, housing and tax laws

Legitimate interests – to operate and improve our lettings and property management services

Consent – for marketing communications where required

How We Use Personal Data

We use personal data to:

Market and let properties

Conduct referencing and affordability checks

Prepare tenancy agreements

Protect and register deposits

Manage properties and arrange repairs

Collect and transfer rent payments

Comply with legal and regulatory obligations

Communicate with landlords, tenants, contractors and authorities

Sharing Your Data

We may share personal data with:

Tenant referencing agencies

Credit reference agencies

Deposit protection schemes

Maintenance contractors

Legal advisers and accountants

Local authorities

HM Revenue & Customs

IT and cloud storage providers

Where tenancy deposits are protected, we may share data with a government-authorised scheme My Deposits.

We only share information where necessary and ensure appropriate safeguards are in place.

Data Retention

We retain personal data only for as long as necessary:

Tenancy agreements and management records: up to 7 years after the end of the contract

Financial records: 6 years for tax purposes

Right to Rent documents: duration of tenancy plus 1 year

Marketing data: until consent is withdrawn

After this period, data will be securely deleted or anonymised.

Data Security

We implement appropriate security measures, including:

Password-protected systems

Secure cloud-based storage

Restricted access to personal data

Secure disposal of documents

Encrypted devices where appropriate

International Transfers

We do not transfer personal data outside the UK unless appropriate legal safeguards are in place.

Your Rights

Under UK GDPR, you have the right to:

Request access to your personal data

Request correction of inaccurate data

Request erasure (where applicable)

Restrict or object to processing

Request data portability

Withdraw consent where processing is based on consent

You also have the right to lodge a complaint with:

Information Commissioner’s Office
Website: https://www.ico.org.uk
Telephone: 0303 123 1113

Marketing

We may send marketing communications to landlords and prospective landlords where permitted by law. You may opt out at any time by:

Clicking the unsubscribe link in emails

Contacting us directly

We do not sell personal data.

Cookies

Our website may use cookies to improve functionality and user experience. You can manage cookies via your browser settings. Further information is available in our Cookie Policy.

Changes to This Policy

This policy is reviewed annually and the next review date is 15/02/2027.