Privacy Policy

This privacy policy explains how Link Property Management Holdings Ltd (“Link Property”, “we”, “us”, “our”) uses the personal data we collect from you when you use our website or interact with our services.

Link Property Management Holdings Ltd is the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

20 January 2026

What data do we collect?

Link Property collects personal information to enable us to deliver our services to landlords, tenants, applicants, local authorities, contractors, suppliers, and job applicants.

This may include:

• Identity and contact information: name, address, email address, telephone number
• Property-related information: tenancy applications, landlord enquiries, property details, maintenance requests
• Compliance information: identification documents, right-to-rent documents, references, guarantor details, proof of income
• Financial information: bank details (where required for rental payments, landlord payments or contractor payments)
• Employment information: CVs, work history, qualifications and references (where applying for roles with us)
• Technical data: IP address, browser type, device information, pages visited and time spent on the website
• Any other information you voluntarily provide when communicating with us

We only collect data that is necessary to provide our services or meet our legal obligations.

How do we collect your data?

Link Property collects and processes personal information from a range of sources, including:

1. Directly from you

Information you provide when:

• Completing enquiry forms on our website
• Applying for a tenancy
• Requesting a valuation
• Submitting a maintenance request
• Applying for employment
• Communicating with us by email, telephone or social media

2. Through third parties and publicly available sources

We may collect data indirectly from:

• Lettings portals (e.g. OpenRent, Rightmove, Zoopla)
• Local authorities and statutory bodies
• Contractors, partner agencies and referencing companies
• Public websites, directories or professional social platforms such as LinkedIn

3. By reference or recommendation

For example, you may be referred to us by:

• A landlord, tenant, contractor or colleague
• A local authority or partner organisation

4. Website cookies and analytics

We may automatically collect technical information via cookies, such as:

• IP address
• Browser type
• Date and time of your visit
• Pages viewed and site navigation

This information is used solely to improve our website and services and is never sold to third parties.

Lawful basis for processing

We process personal data under one or more of the following lawful bases:

• Contractual necessity: where processing is required to enter into or perform a contract with you (for example managing tenancies, payments and maintenance).
• Legal obligation: where we must comply with legal requirements (for example Right to Rent checks, licensing, safety and regulatory obligations).
• Legitimate interests: where processing supports the operation and improvement of our business, provided this does not override your rights.
• Consent: where you have explicitly opted in, such as receiving marketing communications.

How will we use your data?

For tenants and applicants

• Assess and process tenancy applications
• Conduct referencing, credit checks and right-to-rent checks
• Communicate regarding viewings, applications, tenancy agreements and maintenance
• Comply with legal and regulatory obligations

For landlords

• Manage properties and tenancy arrangements
• Communicate regarding inspections, maintenance and payments
• Meet contractual and compliance requirements

For local authorities and partner agencies

• Provide accommodation services
• Support case management and placements
• Meet reporting, safeguarding and compliance requirements

For contractors and suppliers

• Manage work orders and payments
• Maintain operational and compliance records

For job applicants

• Assess suitability for employment
• Manage recruitment and HR processes

For marketing and updates

We may send newsletters, service updates or communications only where you have opted in.

Data sharing

We may share personal data where necessary with:

• Referencing and credit checking agencies
• Local authorities and statutory bodies
• Maintenance contractors and service providers
• IT, hosting and software providers
• Professional advisers such as accountants or solicitors

All third parties are required to process your data securely and in accordance with data protection law.

How do we store and protect your data?

• All personal data is processed by authorised staff within the UK.
• Data may be stored on secure third-party platforms or servers within the UK or European Economic Area (EEA) for operational and hosting purposes.
• We use appropriate technical and organisational measures to protect personal data, including access controls, secure systems, staff training and encryption where appropriate.
• We regularly review our security arrangements to maintain protection against unauthorised access, loss or misuse.

International data transfers

We do not routinely transfer personal data outside the UK or EEA.
If this becomes necessary in future, appropriate safeguards will be applied to ensure your data remains protected in accordance with UK GDPR.

Data retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected and to comply with legal and contractual obligations.

Typical retention examples include:

• Tenancy and property records: retained for several years after the tenancy ends for legal and compliance purposes
• Financial records: retained in line with statutory accounting requirements
• Employment applications: retained for a limited period where applicants are unsuccessful
• Compliance documentation: retained in accordance with regulatory requirements

You may request deletion of your data where legally permissible.

What are your data protection rights?

Under UK GDPR, you have the right to:

• Access – request copies of your personal data
• Rectification – request correction of inaccurate or incomplete data
• Erasure – request deletion under certain circumstances
• Restriction – request limitation of processing
• Objection – object to certain processing activities
• Data portability – request transfer of your data

We will respond to all requests within one calendar month.

To exercise your rights, contact us:

📧 lettings@linkproperty.co.uk
📞 01634 406987

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been handled improperly.

Cookies

Cookies are small text files placed on your device to collect standard internet information and visitor behaviour data.
For more information, visit allaboutcookies.org.

How we use cookies

• Improve website functionality and user experience
• Understand how visitors use our site
• Maintain site performance

Types of cookies used

• Functionality cookies: remember preferences such as location, language and browser settings
• Analytics cookies: help us analyse website usage and improve performance

A mix of first-party and third-party cookies may be used.

Managing cookies

You can adjust your browser settings to refuse or delete cookies. Some website features may not function correctly if cookies are disabled.

Privacy policies of other websites

Our website may contain links to external websites. This privacy policy applies only to our website. Please review the privacy policies of external sites separately.

Changes to this privacy policy

We keep this privacy policy under regular review. Any updates will be published on this page.

How to contact us

If you have any questions about this privacy policy or the data we hold, please contact:

📧 Email: lettings@linkproperty.co.uk
📞 Phone: 01634 406987
📍 Address: 14 The Links, Chatham, Kent, ME5 0EA