Effective Date: 10/18/2025
Website: https://lettingsmate.uk
Company Name: LettingsMate UK (“we”, “our”, “us”)
Registered Address: 20-22 Wenlock Road, London, N1 7GU, England, UK
Email: [email protected]
1. Introduction
At LettingsMate UK, we respect your privacy and are committed to protecting your personal data.
This Privacy Policy explains how we collect, use, store, and share information when you visit our website, use our platform, or engage in property rentals, lettings, or sales with us.
By using our services, you acknowledge that you have read and understood this policy.
2. Who We Are
LettingsMate UK is operated by MAGIX AI NW LTD, a company registered in England & Wales.
We act as a Data Controller for the personal information we process in relation to landlords, tenants, buyers, sellers, and other users of our property services.
3. Information We Collect
We collect and process different categories of information depending on your relationship with us (landlord, tenant, buyer, seller, or visitor).
a) Personal & Contact Information
Full name, address, phone number, and email
Date of birth, proof of address, or identification documents (for verification)
b) Property Information
Property addresses, features, photos, rental/sale prices, and related documents
c) Financial & Payment Information
Payment details, proof of funds, bank or card details (handled securely through third-party processors)
d) Verification & Legal Data
Identity and Right-to-Rent checks
Anti-Money-Laundering (AML) documents
Tenant references, credit or background checks
e) Technical & Usage Data
IP address, browser type, device type, operating system, and website interactions
Cookies and analytics data
f) Communications & Preferences
Enquiries, messages, call logs, and marketing preferences
4. How We Use Your Information
We use your data to:
Provide and manage property listings, lettings, and sales services
Communicate between landlords, tenants, buyers, and sellers
Process applications, offers, and payments
Conduct identity, AML, and Right-to-Rent checks
Manage customer support and enquiries
Send service updates, property alerts, or marketing (with your consent)
Improve our platform, services, and user experience
Comply with legal and regulatory requirements
5. Legal Bases for Processing
We process your data under one or more of the following lawful bases:
Contractual necessity: to deliver the services you request
Legal obligation: to comply with AML, tax, or right-to-rent laws
Legitimate interests: to enhance platform security and improve service performance
Consent: where you have opted in to receive marketing or alerts
You can withdraw consent at any time by contacting us at [email protected]
6. AML and Right-to-Rent Compliance
Under UK regulations, we must verify the identity of landlords, tenants, buyers, and sellers.
We may request photo ID, proof of address, and supporting documentation to satisfy these legal obligations.
Information collected for AML or Right-to-Rent purposes may be shared with authorised verification partners, law enforcement, or regulatory authorities.
7. Data Sharing and Third Parties
We may share your data only when necessary with:
Service providers: payment processors, hosting providers, automation platforms (e.g. GoHighLevel, Pabbly, n8n, Zapier)
Legal and professional advisers: solicitors, conveyancers, mortgage brokers, surveyors
Credit and referencing agencies: for tenant or buyer verification
Regulators and government bodies: HMRC, local councils, or the Land Registry when required by law
All third-party processors are required to implement GDPR-level safeguards and are bound by confidentiality agreements.
We never sell or rent your data to third parties.
8. International Data Transfers
Some of our technology providers or cloud platforms may store or process data outside the UK.
When such transfers occur, we ensure appropriate safeguards are in place under the UK GDPR, such as:
The UK Addendum to the EU Standard Contractual Clauses, or
Adequacy decisions for approved countries
9. Data Retention
We retain data only as long as necessary for the purposes stated or as required by law.
Below is our general retention schedule:
Data Type Retention Period
Tenant / Landlord records 6 years after tenancy ends
Sales / offer records 6 years after completion or withdrawal
AML & Right-to-Rent documentation 5 years (per regulation)
Payment & transaction data 7 years (tax / audit compliance)
Marketing data Until consent is withdrawn
Website analytics / cookies As per cookie policy
After these periods, data is securely deleted or anonymised.
10. Your Rights Under UK GDPR
You have the right to:
Access a copy of your personal data
Request correction of inaccurate data
Request erasure (“right to be forgotten”)
Object to or restrict processing
Request data portability
Withdraw consent (where applicable)
Lodge a complaint with the UK ICO
To exercise any of these rights, contact us at [email protected].
We respond within one month, or up to three months for complex cases.
11. Cookies and Tracking
We use cookies and similar technologies to improve functionality, analyse traffic, and personalise content.
You can control or disable cookies through your browser settings.
For full details, please refer to our [Cookie Policy] (linked on our website).
12. Security Measures
We implement strong technical and organisational safeguards to protect your data, including:
Encryption of stored and transmitted data
Role-based access control for staff and partners
Secure hosting through vetted providers
Regular data backups and audits
Staff confidentiality and security training
Although we take reasonable precautions, no system is 100 % secure.
In the event of a data breach that poses a risk to your rights, we will notify you and the ICO as required by law.
13. Children and Minors
Our services are not intended for individuals under 16.
We do not knowingly collect data from minors without verified parental consent.
14. Changes to This Policy
We may update this Privacy Policy from time to time.
When we do, we will update the “Effective Date” above and post the revised version on our website.
We encourage you to review this page periodically.
15. Contact Us
If you have any questions or concerns about how we handle your personal data, please contact:
LettingsMate UK
Operated by MAGIX AI NW LTD
📍 20-22 Wenlock Road, London N1 7GU, England UK
16. Supervisory Authority – ICO
If you believe your data protection rights have been violated, you can contact the Information Commissioner’s Office (ICO):
Website: https://ico.org.uk/make-a-complaint/
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113