Privacy Policy

Who we are

Astral Housing lets and manages residential properties across Nottinghamshire and Derbyshire. For the purposes of UK data protection law, the data controller is Dave and Mary Bryant, trading as Astral Housing. You can contact us about anything in this policy at [email protected] or 0115 6776015.

The information we collect

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

• Enquiries through the website: your name, email, phone number, and anything you include in your message.
• Register-interest requests: your name and contact details, and the type of home and area you're looking for.
• Prospective and current tenants: identification and right-to-rent documents, referencing and affordability information, employment and income details, address history, guarantor details, and an emergency contact.
• Payment details where we need them to collect rent or return a deposit.
• Tenancy and property records, including maintenance requests and their history.

How we use your information, and our lawful basis

• To respond to your enquiry (our legitimate interest in dealing with people who contact us).
• To carry out referencing and right-to-rent checks and to set up a tenancy (to take steps to enter into, and then perform, a contract, and to meet a legal obligation).
• To manage tenancies, collect rent and arrange repairs and maintenance (to perform our contract with you).
• To meet legal and regulatory duties, such as right-to-rent checks, deposit protection, tax, and safety obligations including gas and electrical safety (legal obligation).
• To let you know about available homes, where you've asked us to (consent, which you can withdraw at any time).

Who we share it with

• Contractors and tradespeople who carry out repairs and maintenance.
• Referencing and credit-check providers.
• The government-approved tenancy deposit protection scheme.
• Our professional advisers, such as our accountant.
• Cloudflare, which provides the anti-spam protection (Turnstile) on our website forms.
• Government and regulatory bodies where we are legally required to, for example HMRC and local authorities.

We do not sell your personal information or share it for third-party marketing.

Where your information is held

We aim to keep your information within the UK wherever possible. Some of the services we rely on to run and protect the website and our email (for example our website host, our email provider, and Cloudflare, which provides the anti-spam protection on our forms) are operated by companies based outside the UK, including in the United States, so your information may be processed there. Where that happens, the transfer is protected by appropriate safeguards recognised under UK data protection law, such as the UK Extension to the EU-US Data Privacy Framework and/or Standard Contractual Clauses.

How long we keep it

• Enquiries that don't lead to a tenancy: up to 12 months.
• Register-interest details: until you ask us to remove them, or they are no longer relevant.
• Tenant and tenancy records: for the length of the tenancy and then 6 years afterwards, to meet legal, tax and dispute-resolution requirements.

Cookies

We don't use analytics, advertising or tracking cookies, and we don't track your activity across the web.

We use Cloudflare Turnstile to protect our website forms from spam and automated abuse. Turnstile is a privacy-focused tool, and Cloudflare states that it does not use cookies to track you or build a profile of you. To do its job it processes some limited technical information (such as your IP address and basic browser signals) to tell real visitors from bots, and it may set a strictly necessary security cookie. This is essential for protecting the website and does not require your consent, but we mention it here so you know it is there.

Your rights

Under UK data protection law you have the right to access the personal information we hold about you, to have it corrected or erased, to restrict or object to how we use it, to data portability, and to withdraw consent where we rely on it. To exercise any of these, contact us using the details above. We will respond within one month.

Keeping your information secure

We take reasonable measures to keep your personal information secure and to prevent unauthorised access to it.

Complaints

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

Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed.