Privacy Policy

LETSiNVEST Privacy Policy

LETSiNVEST is committed to protecting and respecting your privacy.

This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read this policy carefully to understand how we collect, use, store, protect, and process your personal information.

For the purpose of UK data protection law, the data controller is:

LETSiNVEST
Devonshire House, 582 Honeypot Lane, Stanmore, HA7 1JS
Email: info@letsinvest.co.uk

This Privacy Policy explains:

• What personal data we collect
• How and why we use it
• Who we share it with
• How long we retain it
• Your rights under UK GDPR & the Data Protection Act 2018
• Use of AI technology
• CRM and third‑party technology disclosures
• Offshore administration and data‑processing disclosures

This policy applies to all interactions with LETSiNVEST, including our website, tenancy communications, phone lines, CRM systems, maintenance reporting systems, and AI‑powered management tools.

1. Information We Collect From You

We collect and process the following categories of data:

1.1 Information You Give to Us

This includes information you provide by:

• Filling in forms on our website
• Submitting tenancy applications
• Corresponding with us by phone, email, SMS, WhatsApp or other communication channels
• Reporting maintenance
• Providing documentation for referencing or compliance

Examples include:
Name, address, phone number, email, date of birth, employment details, identification documents, proof of address, financial information, and tenancy‑related information.

1.2 Information We Collect Automatically

When you visit our website, we may automatically collect:

• Technical information, including your IP address
• Browser type, device type, operating system
• Time zone settings
• Website usage patterns and interaction data

1.3 Information We Collect From Other Sources

We may receive information from:

• Referencing agencies
• Credit‑checking agencies
• Previous landlords
• Contractors
• Local authorities
• CRM and property management platforms

We combine this data with information you give us or that we collect about you.

2. Cookies

Our website uses cookies to distinguish you from other users.
This improves your browsing experience and helps us analyse site performance.

Please refer to our separate Cookie Policy for details.

3. How We Use Your Information

We use your data for:

3.1 Contractual Purposes

• Managing tenancy applications
• Drafting tenancy agreements
• Rent collection and arrears management
• Coordinating repairs and maintenance
• Providing services you request
• Fulfilling legal obligations under housing legislation

3.2 Service Improvements & Site Operations

• Troubleshooting, testing, data analysis, research
• Improving website functionality
• Ensuring security and fraud prevention

3.3 Marketing

• Sending information on similar services
• Communicating about new or related offerings
  You may unsubscribe at any time.

3.4 Safety, Compliance & Legal

• Complying with Right‑to‑Rent checks
• Fulfilling statutory obligations
• Responding to legal requests from authorities

3.5 Combining Data

Data received from third parties may be combined with other data to support the purposes above.

4. AI Technology Disclosure

LETSiNVEST uses AI‑enhanced systems to support property management, including:

• Automated maintenance triage
• Automated messaging, reminders, and updates
• AI‑supported scheduling
• Document verification assistance
• Drafting non‑legal responses (reviewed by staff)

4.1 Human Oversight

AI never makes decisions relating to:

• Legal notices
• Evictions
• Deposit deductions
• Rent arrears escalations
• Complaints or disputes

All final decisions are made by LETSiNVEST personnel.

4.2 Data Used by AI

AI systems may process:

• Maintenance requests
• Communication logs
• Tenancy management notes (non‑sensitive)

We do not use AI to process data related to protected characteristics or to make automated decisions with legal or significant effects.

5. CRM & Third‑Party Technology Disclosure

We use secure third‑party CRM and property management platforms to store and process information.
These may include (but are not limited to):

• AgentOS
• Goodlord
• Plentific
• Maintenance management systems
• Email and communication platforms
• Payment processing services
• Document management systems

Third‑party systems may handle:

• Tenancy documentation
• Communication logs
• Maintenance requests
• Compliance documents
• Payment records

All providers operate under GDPR‑compliant Data Processing Agreements.

6. Offshore Administration & Data Processing

Your data may be accessed or processed by approved administrative or technical support staff located outside the UK/EEA.

We may use overseas teams or cloud infrastructure for:

• Administrative support
• Maintenance coordination
• Customer service
• Technical troubleshooting

6.1 Safeguards

Transfers are protected by:

• UK GDPR Standard Contractual Clauses (SCCs)
• Strict access controls
• Encryption and secure communication protocols
• Data minimisation practices

Only the minimum required data is accessible to offshore teams.

7. Disclosure of Your Information

You agree that we may share your data with:

• Members of our business group or subsidiaries
• Landlords and authorised representatives
• Contractors, tradespeople, and service providers
• CRM and technical service providers
• Local authorities or regulators
• Deposit Protection Service (DPS)
• Legal advisors
• Fraud prevention agencies

We may disclose your data:

• If we buy or sell a business
• If LETSiNVEST or its assets are acquired
• Where required to comply with law
• To enforce tenancy terms or legal rights

8. Where We Store Your Data

Your data may be stored:

• In the UK
• In the EEA
• Outside the EEA via secure, GDPR‑compliant mechanisms

By submitting your information, you consent to this transfer.
We take all reasonable steps to ensure your data is processed securely.

Despite our safeguards, transmission of data over the internet is not fully secure.
Once received, we apply strict technical and organisational measures to protect your data.

9. Data Retention

We retain your data only for as long as necessary:

• Tenancy records: 6 years after tenancy end
• Financial data: 7 years
• Right‑to‑Rent documentation: 1 year post‑tenancy
• Maintenance and communication logs: 6 years

After this, data is securely deleted or anonymised.

10. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction
• Request deletion (where applicable)
• Restrict processing
• Object to processing
• Request data portability
• Withdraw consent for marketing

To exercise your rights, contact info@letsinvest.co.uk.

We will respond in accordance with legal timeframes and requirements.
Some requests may not be possible due to legal obligations.

11. Changes to This Policy

Any future changes will be posted on this page and, where appropriate, sent to you by email.
Please check back regularly for updates.

12. Contacting Us

If you have questions about this Privacy Policy or how we handle your data, please contact us at:

info@letsinvest.co.uk

You may also contact the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF