Privacy policy

Your Privacy is of the utmost importance to us. We are committed to comply  with the data privacy requirements when processing your data. 

With this Privacy Policy we explain how we collect and then process your  personal data and what your rights and options are under this data protection law, including the General Data Protection Regulation of the European Union  (GDPR) 

Who is responsible for your personal data? 

The Agency Southsea Ltd, Room 3 The Clocktower, 44 Castle Road, Southsea,  Hants, PO5 3DE 

07960468163  

sam@theagencysouthsea.co.uk 

Where does The Agency Southsea Ltd get your personal data from? 

When you submit a property enquiry, either directly to us or through online  marketing such as Rightmove & Unihomes we receive basic information such  as your contact name, phone number and or email address. When you  complete our tenant detail sheet we will have you home address &  employment details. 

What Personal Data does The Agency Southsea Ltd collect? 

Once a let is agreed we will request further information from you, such as  address, date of birth, residential status, occupation, employment status. This  applies to both prospective tenants and guarantors (where applicable) 

This information is then submitted to our chosen referencing company,  currently Letmojo using the Canopy platform. They will send you an email  requesting your data to conduct a credit check & affordability check. 

Government regulations stipulate that we must also conduct a Right to Rent  check. In order to do this we must see your photo identification and retain a  copy for our records. Acceptable identification is as follows: 

– UK passport

– Birth certificate & driving license 

– EEA / Swiss national passport / identity card 

– Share code  

In the case of a student let we will also request a copy of your student identification card. 

All documents are either scanned into our secure property management  system which can only be accessed by staff members or photocopied and  stored in our filing cabinets at the registered address which are locked  overnight. 

We do not collect information for children under the age of 18. What is the purpose of processing your Personal Data?  

We process Personal data in accordance with the guidelines of the EU General  Data Protection Regulation (GDPR) and any other data protection laws for the  following purposes: 

• Actioning your application for accommodation efficiently 

• Supporting compliance with our legal obligations such as Right to Rent  checks, Anti Money Laundering checks.  

• For purposes related to carrying out necessary checks before accepting  an applicant.  

On which legal basis does The Agency Southsea Ltd process your Personal  Data? 

We rely on one or more of the following legal grounds, depending on the  specific purpose for the processing of your Personal Data. 

• Because processing and record keeping is necessary for compliance with  our legal obligations, such as the right to rent regulations 

• Administrative processes to keep our records up to date and managing  our contractual obligations and compliance with internal and legal  regulations that apply to us

• In addition, we process your personal data on the basis of your consent  that have been expressly given that to us for the purpose of processing  your application 

Who will receive your Personal Data? 

• Within the company any member of staff can access your personal data  on the system such as full name, address, contact number. All staff fully  comply with our internal contractual statutory obligations. 

• The referencing company will be given your name, phone number and  email address in order to start the referencing process. They will contact  you directly for further information. All of which stays within their  company and is protected by their own privacy policy. 

• My Deposits. This is the deposit protection scheme that we will register  your deposit with. They will receive your full name, address, contact  numbers and the amount of deposit you have paid,  

• Governmental or regulatory Authorities e.g. Council tax offices we will  share you full name any forwarding addresses we have on file and  contact details. 

• Service providers. If we are contacted by utility companies regarding  outstanding bills we will share information such as who occupied the  property for the billing period in question and provide them with a copy  of the tenancy agreement, which includes your full name and address. 

• In the case of any court action the Courts or any law enforcement  Authorities or Attorney’s or other third parties in connection with the  establishment. 

Will your Personal Data be transferred to any third party? No

How long will your Personal Data be stored? 

We Process and store your Personal Data only as long as it is necessary  for our relationship with you or as required to meet our contractual and  statutory obligations in accordance with applicable laws, such as our  obligation for retention of records. 

As a rule, the limit of time for retention of documentation specified in  applicable law is 7 years. 

Alter the lapse of the relevant retention periods your Personal Data may  be either erased or Anonymised or transferred to an archive. Your  Personal Data may be used for Historical or Statistical purpose, dispute  resolution and investigation. 

How Does The Agency Southsea Ltd Protect your Personal Data? 

We have implemented a data protection policy and various technical  and organisational measures in order to keep your Personal Data  confidential and secure in accordance with internal procedures and the  EU General Data Protection Regulation and other applicable Data privacy  Laws. 

Our Technical, organisational and security measures are designed to  prevent accidental or unlawful destruction, loss, alteration or  unauthorised disclosure of or access to your Personal Data transmitted  stored or otherwise processed. 

There are regular checks to ensure the security of processing. How can I change my personal data? 

If you believe you have provided us with Personal Data that is incorrect  or that need to be updated you may contact us via email to that purpose 

Am I obliged to provide Personal Data? 

As a general rule you will have provided us with Personal Data entirely  voluntarily. We would be unable to process your application without 

certain areas of your Personal Data because this would be required in  order to proceed. 

What are my rights with respect to my Personal Data? 

If you are an EU Citizen or a non EU National residing in the EU, subject  to certain conditions, you may have a right to have access to your  Personal Data 

In the event where we have reasonable doubts concerning your identity  we may request the provision of additional information in order to  prevent unauthorised disclosure of personal Data. In the event this is  refused we could refuse the application. 

Updates to this Policy 

This Privacy Policy is effective as of the 01st July 2025. 

We reserve the right to modify this information from time to time in  order to reflect any changes to the way we process your Personal Data or changing legal requirements. 

In the case of any such modification we will display the modified Privacy  Policy on our website. Please check periodically for any changes. The changes will take effect as soon as they are posted as part of the  services. 

Information about your right to withdraw your consent pursuant to  Article 7 (3) GDPR. 

 Where you have granted us permission to process your Personal Data,  your consent may be withdrawn at any time. This also applies to  Consent give to us before the GDPR came into force i.e. before 25th May  2018.

The withdrawal of your consent has an effect only for the future and  does not affect the lawfulness of processing your Personal Data based  on your consent before its withdrawal 

Information about your right to object Pursuant to Article 21 GDPR 

If you are an EU Citizen or non-residential residing in the EU, you have  the right to object on the grounds relating to your particular situation, at  any time to the processing of your Personal Data: 

1) which is based on Point (e) of Article 6(1),  

 (Processing in the public interest)  

2) and Point ( f) of Article 6 (1) GDPR (processing bases on legitimate   Interests) including profiling based on those provisions. 

 If you object to us processing your Personal Data, we will no longer  Process your Personal Data unless we have compelling legitimate  Legitimate grounds for such processing which override your  interests, rights and freedom or, alternatively such processing serves   to assert, exercise or defend legal claims. 

 We will at no time process your Personal Data for direct marketing  

Any withdrawal of consent, or objection, to the processing of your   Personal Data should be submitted informally, indicating your name,  your address and your date of birth. This should addressed to:   

Sam Funnell, The Agency Southsea Ltd 
Room 3 The Clocktower,
44 Castle Road,
Southsea 
PO5 3DE 

You may also contact us by email sam@theagencysouthsea.co.uk