Privacy policy

L J F Lettings & Property Management Service (“L J F, “the company”, “we”, or “us”) respect your privacy, this is a notice to tell you our policy on information that we record and hold about you. All handling of your personal data is done in compliance with the General Data Protection Regulation (EU) 2016/679 (“Data Protection Legislation”).

By using L J F Letting & Property Management website and mobile site or otherwise providing your personal information to us, you agree to the collection, use and sharing of your information in accordance with this statement.

Personal information is information, or any combination of separate pieces of information, that could be used to identify you.

We may collect information about you from a variety of sources. This includes information we collect directly from you; information we collect when you visit our site, view our online content or use our mobile site or other services; and information we collect about you from other sources.

The information we collect

  • Contact Data – including full name, e-mail address, contact telephone number(s), geographic regions of interest, and your current address. 
  • Identity Data – we may gain this via our own application form or third party referencing agencies, including marital status, gender, date of birth, bank account number, NI number, driving license and passport number.
  • Property Searches – you may be asked for further details when looking for property to rent in order that we can ascertain your affordability, such as details of your employment status. We record what type of property you are looking for and will send you details of appropriate properties, you can unsubscribe at any time.
  • Marketing and Communications Data – including your preferences in receiving marketing from us and third parties along with communications preferences.
  • Feedback – we have a programme of regular contact to our clients to ask them about their experiences in using our services.
  • Special Categories – we do not collect any Special Categories of Personal Data about you (including details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). We may collect any information about criminal convictions and offences as part of our usual referencing procedure and this will be recorded and kept for as long as appropriate.

How we use your information

We use your contact details to communicate with you by email, phone, post and text message and will send you.  

Legitimate interests are a flexible basis upon which the law permits the processing of an individual’s personal data. To determine whether we have a legitimate interest in processing your data, we balance the needs and benefits to us against the risks and benefits for you of us processing your data. This balancing is performed as objectively as possible by our Data Protection Lead. You are able to object to our processing and we shall consider the extent to which this affects whether we have a legitimate interest.

If you have registered with us directly, via Zoopla or enquired about a specific property by telephone, email or via another property portal, we will provide you with property details that may be of interest to you on an ongoing basis. If you do not wish to receive this information, or have a preference with how you want us to contact you, please contact us on the details provided below or update your preferences on our system. If you are a current managed tenant and active landlord client we will send you service related messages and information relating to the service we are currently providing for you even if you have opted out of our general marketing, this is called a Transactional communication.

We may use your Information to contact you for your views on our services and to notify you occasionally about important changes or developments to our website or any of our services or events. Where you have consented, we may also use your information to contact you with details about any other products or services we offer that may be of interest to you. Where you have consented to being contacted by third parties, we may make your Information available to them. If you change your mind about being contacted in the future, please write to us at the address below.

When you contact us, we may keep a record of your communication to help resolve any issues that you might be facing.

We will keep your emails and other communications and details in our property management software for the purposes of record keeping on managed properties and helping with future maintenance issues in the same property.

Passing your details to third Parties/service providers

We may use a third party for the purpose of obtaining references, including credit checks and/or anti-money laundering checks on behalf of our client to ascertain your suitability as a tenant/purchaser. We may use a third party to notify the Council and utility providers of your Tenancy start-date and give meter readings where available.

If you agree, we would also like to share your information with our other selected referencing and home moving agencies so that they may send you information about their products and services available to you, including home insurance, utility and broadband providers.  

We collect feedback from clients, often via a third party service. This information will be recorded on the third party feedback system accessed by us and can be recorded on our website and social media platforms with consent.

For managed tenants with a maintenance job in hand or compliance certificate update needed, we will need to pass on your contact details to our contractors in order for them to gain access to the property.

We provide our service providers with only the personal information they need in order to perform the services we request, and we contractually require that they protect this information appropriately and not use it for any other purpose.

For tenants on a joint and several contract, if one tenant is behind with a portion of rent that we see they normally pay and fail to make that payment promptly, we will contact the other joint tenants to inform them that the total rent is in arrears and reveal who has paid/not paid us and the amounts involved. We may also pass relevant contact details on between tenants on a joint tenancy if they don’t have them in the interests of rent collection or maintenance and access issues.

Landlords are entitled to full access to their tenant’s referencing details and we will pass on full details on their request.

Categories of Third Party suppliers who process data we pass to them

  • Referencing Agencies
  • Contractors
  • Inventory Services     
  • HR Management System 
  • Website Host
  • Home move services

  • Utility Companies
  • Marketing or review/feedback collection agencies
  • Pension Administration Scheme
  • Accountants
  • Website Analytics


Respecting your privacy 

L J F Lettings & Property Management Services take the security and privacy of its customers’ personal information extremely seriously. We have strict internal procedures, which cover the storage, access and disclosure of your information. Personal information held by us is held on computers in our offices and in the cloud, which are all password protected. Any mobile devices with email or cloud access to potential personal details are password protected. We store hard copies of information held to satisfy ‘Right to Rent’ regulation and Anti Money Laundering in our offices in locked filing cabinets. Software systems we use to store data and use for the purpose of marketing and management are password protected and comply with GDPR regulations. Staff are trained to be compliant with the regulations.

We will only retain your information for as long as is necessary for the purpose(s) the information was collected. In order to comply with Anti Money Laundering and Right to Rent regulations, relevant information will be stored as described above for 5 (RtR) and 7 (AML) years even if we are asked to remove your contact details from our computer and marketing systems under a right to erasure (right to be forgotten) request.

If we process your data on the basis of ‘legitimate interests’, we will retain your data for so long as the purpose for which it is processed remains active. We review the status of our legitimate interests every twelve (12) months and will update this notice whenever we determine that either a legitimate interest no longer exists or that a new one has been found.

All categories of personal data that are held by us because they are essential for the performance of a contract, will be held for a period of six years, as determined by reference to the Limitations Act 1980, for the purposes of exercising or defending legal claims.

In order for our marketing software to be able to exclude you after an erasure request or your request not to send particular types of messages, your email address will still need to be stored as part of the exclusion list in order to fulfil your request.

Other situations

We may transfer or process your information when we have received your instruction to pass your referencing details to another agent or to protect, defend the rights and property of L J F Lettings (including enforcing our Terms and Conditions).

In the event that this business is sold or integrated with another business your details may be disclosed to any prospective purchaser and their advisers and will be passed on to the new owners of the business.

We will pass on your personal information when required by law and/or government authorities or we suspect criminal, fraudulent or money laundering activities and need to notify authorities.

Access to your information and alteration 

You have the right to request a copy of the information that we hold about you and to change any details. Please contact us on the details below.

The internet is not a secure medium. For your peace of mind, your Web browser may display a padlock, or other symbol to indicate the site is secure.

What is a cookie?

A cookie is a small text file that is downloaded onto your computer when you visit certain websites and allows a website to recognise a user’s computer. Cookies are used to help users navigate websites more efficiently. 

Like all other users of cookies, we may request the return of information from your computer when your browser requests a web page from our server. Cookies enable our web server to identify you to us, and to track your actions and the pages you visit while you use our website. The cookies we use may last for a single visit to our site (they are deleted from your computer when you close your browser), or may remain on your computer until you delete them or until a defined period of time has passed.

Although your browser software enables you to disable cookies, we recommend that you allow the use of cookies in order to take advantage of the features of our website that rely on their use. If you prevent their use, you may not be able to use all the functionality of our website.

Social Networks and Third-Party Plug-ins

Our website may include plugins from social networks or other third parties such as the Facebook “Like” button. Where legally permitted, these plugins may communicate with and send information to the party that provided the plugin, even if you do not click on the plugin. This information may include your IP address, information about your browser and device, and the address of the web page you are visiting on our site. Loading, using or clicking the plugins may also place, read and transmit cookies. These cookies may contain a unique identifier the social network or third party assigns to you. The loading, functionality and your use of the plugins are governed by the privacy statement and terms of the party that provided the plugin.

Get in touch

L J F Lettings & Property Management Services    127 Honor Oak Road, Forest Hill, London, SE23 3SW            Tel: 020 8291 7735            Email:

L J F Lettings & Property Management Services is a trading names of L J F Lettings & Property Management Services Ltd - Incorporated in England.
Company Registration Number: 12751991  - Registered Office Registered Office:  1 Golden Court, Richmond, Surrey, TW9 1EU



First published on Tue 27 04 2021