Privacy Policy

1. Who we are

This website is operated by Based Lettings Limited (“Based”, “we”, “us”, “our”), a property lettings and management company based in Staffordshire. We are the data controller responsible for your personal data.

You can reach us at The Moos, Lower Lane, Hopton, Stafford, ST18 0AN, by phone on 01785 305249, or by email at info@basedagency.co.uk.

2. The information we collect

Depending on how you interact with us, we may collect:

• Contact details — your name, email address, phone number, and any message you send us through our contact form, enquiry forms, or by email.
• Property information — details about a property you own, let, or wish to let or rent, provided when you enquire about our services.
• Newsletter details — the email address you provide if you subscribe to our updates.
• Technical data — such as your IP address, browser type, and how you use our website, collected through cookies and analytics (see our Cookie Policy).

3. How and why we use your information

We use your personal data to:

• respond to your enquiries and provide the services you request;
• manage lettings, tenancies, and property management on behalf of landlords and tenants;
• arrange maintenance, inspections, compliance, and contractor work;
• send you our newsletter and updates where you have asked to receive them;
• meet our legal, regulatory, and compliance obligations;
• improve our website and understand how it is used.

Our lawful bases for processing under UK GDPR are your consent (for marketing and non-essential cookies), the performance of a contract (to provide our services), compliance with a legal obligation, and our legitimate interests in running and improving our business.

4. Who we share it with

We do not sell your personal data. We may share it, only where necessary, with:

• contractors and tradespeople carrying out work at a property;
• referencing, credit, and right-to-rent checking providers;
• landlords or tenants where required to manage a tenancy;
• our professional advisers, IT, email, and analytics providers;
• public authorities or regulators where we are legally required to do so.

5. How long we keep it

We keep your personal data only for as long as necessary for the purposes set out above, or to meet our legal and regulatory obligations. Tenancy and financial records are typically retained for at least six years after the end of our relationship, in line with legal requirements. When data is no longer needed, we securely delete or anonymise it.

6. Your rights

Under UK data protection law, you have the right to:

• access the personal data we hold about you;
• ask us to correct inaccurate or incomplete data;
• ask us to delete your data in certain circumstances;
• object to or restrict how we process your data;
• withdraw consent at any time where we rely on it;
• request a copy of your data in a portable format.

To exercise any of these rights, contact us at info@basedagency.co.uk.

7. Complaints

If you have a concern about how we handle your data, please contact us first so we can put things right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

8. Changes to this policy

We may update this policy from time to time. Any changes will be posted on this page with a revised “last updated” date.