Data protection
Privacy notice
Last updated: June 2026
Download this privacy notice as a PDF.
Who we are
Property Smart London Ltd provides estate agency, residential letting and property management services. We are the data controller responsible for the personal information described in this notice.
Property Smart London Ltd
189 London Road
Romford, Essex
RM7 9DD
Company number: 15999290
ICO registration number: ZC038360
Email: info@propertysmartlondon.com
Telephone: 01708 204046 or 07415 306047
Information we may collect
Depending on your relationship with us, we may collect and use:
- your name, address, telephone number and email address;
- identity documents and information needed for Right to Rent, anti-money laundering and other legal checks;
- property, tenancy, sales and viewing information;
- financial, rent, deposit and payment records;
- employment, income and referencing information;
- correspondence, complaints and records of our dealings with you;
- maintenance, inspection and compliance records; and
- any other information you provide to us or that is needed to deliver our services.
Why we use your information
We may use personal information to respond to enquiries, arrange valuations and viewings, market and manage properties, negotiate and progress sales or lettings, administer tenancies, collect rent, protect deposits, arrange repairs, carry out inspections, keep financial and compliance records, prevent fraud and meet legal or regulatory obligations.
Our lawful bases
Contract
We use information where it is needed to enter into or perform a contract with you, such as providing an agreed agency, sales, letting or management service.
Legal obligation
We use information to comply with duties such as anti-money laundering checks, Right to Rent checks, tax and accounting requirements, deposit protection and other property-sector obligations.
Legitimate interests
We may use information where reasonably necessary to run and protect our business, communicate with clients and applicants, manage properties, prevent fraud, recover money owed and establish or defend legal claims. We balance those interests against your rights.
Consent
Where consent is the appropriate basis, you may withdraw it at any time by contacting us. Withdrawing consent does not affect processing that was lawful before withdrawal.
Where we obtain information
We may obtain information directly from you and from landlords, tenants, sellers, buyers, applicants, guarantors, referees, property portals, public records, referencing and identity-check providers, contractors, professional advisers, local authorities and other organisations involved in a property transaction or tenancy.
Who we may share information with
Where necessary and lawful, we may share information with landlords, tenants, buyers, sellers, referencing and identity-check providers, deposit protection schemes, contractors, inventory providers, utility companies, local authorities, insurers, legal and financial advisers, regulators, law-enforcement bodies, IT and business-service suppliers and others involved in providing or enforcing the relevant service or transaction.
We do not sell personal information.
How long we keep information
We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected and to meet legal, accounting, regulatory or claims requirements. Tenancy and property-management records will generally be kept for up to six years after the relevant relationship or transaction ends. Some records, including anti-money laundering and Right to Rent records, are kept for the periods required by law.
Keeping information secure
We use reasonable organisational and technical measures to protect personal information from loss, misuse, unauthorised access, alteration or disclosure. Access is limited to people who need the information for legitimate business purposes.
Your rights
Depending on the circumstances, you may have the right to ask us for access to your personal information, to correct inaccurate information, to erase information, to restrict or object to processing, or to receive certain information in a portable form. You may also withdraw consent where we rely on consent.
To exercise a right, contact us using the details above. We may need to confirm your identity before responding.
Right to object
You may object where we rely on legitimate interests. You may object at any time to the use of your information for direct marketing.
Complaints
Please contact us first if you have concerns about how we use personal information. You also have the right to complain to the Information Commissioner's Office. Information about making a complaint is available on the ICO website.
Changes to this notice
We may update this notice when our practices, services or legal obligations change. The latest version will be published on this website.