Privacy Policy

1. Introduction

Three Six Zero Property Solutions Ltd ("Three Six Zero", "we", "us" or "our") is committed to protecting your privacy and handling your personal information fairly, lawfully and transparently.

This Privacy Policy explains how we collect, use, store and protect your personal information when you:

visit our website;
enquire about our services;
apply to rent a property;
become a tenant, landlord or guarantor;
instruct us to manage or let a property; or
otherwise interact with us.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.

2. Who We Are

Three Six Zero Property Solutions Ltd

Company Registration Number: 08154510

Registered Office: 11 Bridge Street, Bury. Lancashire, BL0 9AB

Website: https://www.threesixzero.co

Email: mgmt@threesixzero.co

ICO Registration Number: ZA622363

If you have any questions about this Privacy Policy or how we process your personal information, please contact us using the details above.

3. Who This Policy Applies To

This Privacy Policy applies to:

website visitors
prospective landlords
landlords
prospective tenants
tenants
guarantors
contractors
suppliers
people who contact us with enquiries
anyone whose personal information we process as part of providing our services.

4. The Information We Collect

Depending on your relationship with us, we may collect the following information.

Identity Information

Name
Date of birth
Nationality
Photographic identification
Right to Rent documentation (where applicable)

Contact Information

Home address
Previous addresses
Email address
Telephone number

Financial Information

Bank account details
Rent payment information
Deposit information
Affordability information
Salary and income details
Employment information
Credit and referencing information where required

Tenancy Information

Property address
Tenancy agreement details
Rent payable
Deposit details
Guarantor information
Maintenance history
Inspection records
Communications relating to your tenancy

Landlord Information

Where you instruct us to provide services, we may collect information including:

contact details
bank account details
property ownership information
property management instructions

Website Information

When you visit our website, we may collect:

IP address
browser type
device information
pages viewed
date and time of your visit
information submitted through our contact forms

5. How We Collect Your Information

We collect information:

directly from you
through our website
through contact forms
during telephone calls or email correspondence
during tenancy applications
from referencing providers
from identity verification providers
from landlords
from guarantors
where legally permitted, from publicly available sources.

6. Why We Use Your Information

We use your information to:

respond to enquiries;
arrange property viewings;
assess tenancy applications;
carry out referencing and affordability checks;
verify identity and Right to Rent status;
prepare tenancy agreements;
collect rent;
protect tenancy deposits;
manage properties on behalf of landlords;
arrange inspections;
organise repairs and maintenance;
communicate with landlords and tenants;
comply with legal and regulatory obligations;
detect and prevent fraud;
resolve disputes;
maintain accurate business records;
improve our services.

7. Our Lawful Basis for Processing

We process personal information under one or more of the following lawful bases.

Performance of a Contract

Where processing is necessary to:

manage a tenancy;
provide property management services;
administer landlord instructions;
collect rent;
arrange maintenance.

Legal Obligation

Where we are legally required to process information, including:

Right to Rent checks;
deposit protection requirements;
accounting and taxation obligations;
responding to requests from regulators or law enforcement.

Legitimate Interests

We may process information where it is necessary for our legitimate business interests, including:

responding to enquiries;
assessing tenancy applications;
preventing fraud;
recovering debts;
improving our services;
protecting our legal rights.

Consent

Where required, we will obtain your consent before:

sending marketing communications;
processing information where consent is the appropriate lawful basis.

You may withdraw your consent at any time.

8. Referencing, Identity and Right to Rent Checks

Where applicable, we may process personal information to:

verify your identity;
confirm your Right to Rent;
assess affordability;
obtain landlord references;
obtain employer references;
carry out credit and referencing checks;
assess guarantor applications.

These checks help us meet our legal obligations and protect the interests of landlords and tenants.

9. Who We Share Your Information With

We only share personal information where necessary.

Depending on the circumstances, we may share information with:

landlords;
tenants;
guarantors;
Deposit Protection Service (DPS);
approved maintenance contractors;
electricians;
plumbers;
gas engineers;
locksmiths;
cleaners;
pest control contractors;
inventory clerks;
professional advisers;
accountants;
solicitors;
insurers;
local authorities;
HM Revenue & Customs;
courts and tribunals;
law enforcement agencies where legally required;
IT and website service providers;
Google Workspace;
OpenRent.

Where contractors require access to your information to carry out repairs or maintenance, we only provide the information necessary for them to complete the work.

We never sell your personal information.

10. Marketing Communications

If you subscribe to our newsletter or choose to receive updates from us, we may occasionally send information about our services.

You can unsubscribe at any time by:

clicking the unsubscribe link in our emails; or
contacting us directly.

We will never send marketing communications where we are not permitted to do so.

11. Website Forms

If you complete a contact form on our website, we will use the information you provide to respond to your enquiry.

If you choose not to proceed with our services, we will only retain your information for as long as reasonably necessary unless we are required to keep it for legal or regulatory purposes.

12. Cookies

Our website uses cookies and similar technologies to ensure the website functions correctly and to help us improve the user experience.

These may include:

essential cookies;
performance cookies;
analytics cookies.

Where required by law, we will request your consent before placing non-essential cookies on your device.

You can manage cookies through your browser settings.

13. International Transfers

Some of our service providers may store or process information outside the United Kingdom.

Where this happens, we ensure appropriate safeguards are in place in accordance with UK data protection law, including approved contractual safeguards where required.

14. Data Security

We take appropriate technical and organisational measures to protect your personal information against:

unauthorised access;
accidental loss;
misuse;
disclosure;
alteration; and
destruction.

These measures include secure cloud-based systems, password protection, controlled access to personal information and regular review of our security practices.

15. How Long We Keep Information

We only retain personal information for as long as necessary.

Typical retention periods include:

Enquiries – up to 12 months.
Unsuccessful tenancy applications – up to 12 months unless required for legal reasons.
Tenancy records – normally six years after the tenancy ends.
Financial records – six years (or longer where required by law).
Marketing information – until you unsubscribe or withdraw consent.

Where legislation requires us to retain information for longer, we will do so.

16. CCTV

Some properties we manage may operate external CCTV systems for security and crime prevention.

Where CCTV is in operation, appropriate signage will be displayed and recordings will be processed in accordance with applicable data protection legislation.

17. Your Rights

Under UK data protection law you have the right to:

request access to your personal information;
request correction of inaccurate information;
request deletion of personal information where applicable;
request restriction of processing;
object to certain types of processing;
request transfer of your information where applicable;
withdraw consent where processing is based on consent.

To exercise any of these rights, please contact us using the details at the beginning of this policy.

We may ask you to verify your identity before responding to your request.

18. Complaints

If you are unhappy with how we have handled your personal information, please contact us first so that we have the opportunity to resolve your concerns.

You also have the right to complain to the Information Commissioner's Office (ICO).

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Website: https://ico.org.uk

Telephone: 0303 123 1113

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, regulatory guidance or the way we operate.

The latest version will always be published on our website together with the date it was last updated.

20. Contact Us

If you have any questions about this Privacy Policy or how we process your personal information, please contact: