1. Who We Are
Heale Property Management ("we", "us", "our") is an independent residential lettings agent based on Canvey Island, Essex. We are the data controller for the personal information we collect from you.
Registered address: 87 High St, Canvey Island SS8 7RE
Email: info@healeproperty.co.uk
Phone: 01268 515121
We are members of the Property Redress Scheme and comply with all applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Data We Collect
We may collect the following categories of personal data:
- Identity data — your name
- Contact data — email address, telephone number, postal address
- Enquiry data — messages you send us, properties you enquire about, viewing preferences
- Application data — employment details, income information, previous landlord references, bank statements (where you apply to rent a property through us)
- Technical data — IP address, browser type, pages visited, time and date of visits (collected automatically via cookies and analytics)
We collect this information when you:
- Complete a contact or enquiry form on our website
- Telephone or email us directly
- Apply to rent a property through us
- Visit our website (technical/cookie data)
3. How We Use Your Data
We use your personal data to:
- Respond to enquiries and arrange property viewings
- Process tenancy applications and carry out referencing checks
- Manage ongoing tenancies, including rent collection and maintenance coordination
- Send you relevant property listings or updates (only where you have consented or it is in our legitimate interest to do so)
- Comply with our legal obligations as a letting agent
- Improve our website and services through anonymised analytics
We will never use your data for automated decision-making or profiling.
4. Legal Basis for Processing
We rely on the following lawful bases under UK GDPR:
- Contract — where processing is necessary to perform or enter into a tenancy or management agreement with you
- Legitimate interests — to respond to enquiries and manage our business, where this does not override your rights
- Legal obligation — where we are required to process data to comply with the law (e.g. Right to Rent checks)
- Consent — where you have explicitly opted in (e.g. marketing emails)
5. Data Sharing
We do not sell or share your personal data with third parties for marketing purposes.
We may share your data with:
- Landlords — where you have applied for one of their properties (application and referencing data only)
- Referencing agencies — to carry out background and credit checks as part of a tenancy application
- Deposit protection schemes — as required by law
- Maintenance contractors — only your contact details and the nature of a repair, to allow them to attend the property
- Legal or regulatory authorities — where we are required to do so by law
All third parties we work with are required to handle your data securely and in accordance with applicable data protection law.
6. How Long We Keep Your Data
- Enquiry and contact data — up to 2 years from last contact
- Tenancy application data (unsuccessful applications) — up to 6 months
- Tenancy records (active or completed tenancies) — up to 6 years after the tenancy ends, in line with legal requirements
- Financial records — 6 years (HMRC requirement)
After these periods your data will be securely deleted or anonymised.
7. Your Rights
Under UK GDPR you have the right to:
- Access — request a copy of the personal data we hold about you
- Rectification — ask us to correct inaccurate or incomplete data
- Erasure — ask us to delete your data (the "right to be forgotten"), subject to legal obligations
- Restriction — ask us to restrict how we use your data in certain circumstances
- Portability — receive your data in a structured, machine-readable format
- Objection — object to processing based on legitimate interests, including direct marketing
- Withdraw consent — where processing is based on your consent, you may withdraw it at any time
To exercise any of these rights, please contact us at info@healeproperty.co.uk. We will respond within 30 days.
8. Security
We take reasonable technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. Our website uses HTTPS encryption. Access to personal data within our business is restricted to those who need it to perform their role.
Despite these measures, no transmission over the internet is completely secure. If you have reason to believe your interaction with us is no longer secure, please contact us immediately.
9. Cookie Policy
What Are Cookies?
Cookies are very small text files that are stored on your computer when you visit some websites. We use cookies to help identify your computer so we can tailor your user experience and understand how our website is being used.
You can disable any cookies already stored on your computer via your browser settings, but these may stop our website from functioning properly.
Strictly Necessary Cookies
These cookies are essential for the website to operate correctly. This website will:
- Remember your viewing preferences for property listings
- Maintain your session while completing an enquiry form
Functional Cookies
These are not strictly necessary but help us provide you with the best experience. This website will:
- Track the pages you visit via Google Analytics (anonymised — no personally identifiable data is sent to Google)
Targeting & Social Cookies
This website may use cookies that allow you to share pages with social networks such as Facebook. These cookies are set by the relevant social network and governed by their own privacy policies.
This Website Will Not
- Share any personal information with third parties for advertising purposes
- Use cookies to collect sensitive personal data
Managing Cookies
Most web browsers allow you to control cookies through their settings. To find out more about cookies, including how to see what cookies have been set and how to manage or delete them, visit www.aboutcookies.org or www.allaboutcookies.org.