Privacy Policy

Spruce Tree Lettings Ltd Privacy Notice

Who we are

We are Spruce Tree Lettings Ltd, a residential property management and lettings company based in Derbyshire. This is our Privacy Notice outlining how our business processes and websites ( and controls personal data.

At Spruce Tree Lettings, we are committed to maintaining the trust and confidence of our customers. We do not sell, rent or share customer information, including personal information email lists with other companies and businesses for marketing purposes. In this Privacy Notice, we provide detailed information on when and why we collect your personal information, how we use it, the limited conditions under which we may disclose it to others and how we keep it secure.

Types of data we collect and process

Website Cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Google Analytics

When someone visits or we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website

Newsletters and Brochure Requests (Mailing Lists)

“Website Newsletter Sign Up form” – We will only use the information you provide on our “Newsletter Sign Up” form to send you periodic newsletters via email to keep you informed of the current state of the local rental markets. We will not pass your contact details on to anyone else and will provide an Unsubscribe link on each newsletter, should you wish to unsubscribe in future.

“Brochure Request form” – We will only use the information you provide on our “Brochure Request” form to send you the brochure you have request via the method you request it (either email or post), we may also make a follow-up contact to check that you have received the brochure and ask if you require any further information. We will not pass your contact details on to anyone else.

General Tenant data we process during the course of our business operations

We may process the following information:

Title, NI Number, Nationality, Full Name, Date of Birth, Mobile Number, Email Address

Current/Previous Addresses, Occupier Status (Owner/Tenant), Next of Kin Name

Next of Kin Address, Next of Kin Relationship, Next of Kin Telephone Number

No. Children/Dependents, Smoker, Pets, Bank Account Name, Bank Account Number

Bank Account Sort Code, Marital Status, Current Landlord/Letting Agent Name

Current Landlord/Letting Agent Address, Current Landlord/Letting Agent Phone No

Current Landlord/Letting Agent Email Address, Adverse Credit History; CCJs, IVAs, Bankruptcy, Employer Company Name, Employer Address, Employment Position

Gross Annual Salary, Payroll No, Full time/Part time, Start Date, Employer Contact Name

Employer Contact Number, Employer Contact Email Address, Other Income, Benefits

Pension Provider, Pension Start Date, Pension Annual Income, Accountant Details if Self-Employed, Accounts if Self-Employed, Guarantor Contact Name, Guarantor Contact Number, Guarantor Contact Email Address, Credit Score, Landlord Reference, Employment Reference

Identity and Proof-of Address documents such as passport, driving licence, residence permit, utility/bank statement

General Landlord data we process during the course of our business operations

We may process the following information:

Title, Full Name, Date of Birth, Nationality, Email Address, Mobile Number, Landline Number, National Insurance Number, License Number, License Expiry Date, Full Address, Bank Name & Address, Bank Account Name, Bank Account Number, Bank Account Sort Code, Property Addresses, Ownership Splits, Accountant Name & Address

Identity and Proof-of Address documents such as passport, driving licence, residence permit, utility/bank statements

What we do with Tenant Information

We require this information to provide you with a better service, and in particular for the following reasons:

  • We may share your information with credit reference agencies and other companies for use in credit decisions, for fraud prevention and to pursue debtors
  • To make decisions on whether to enter into a tenancy agreement
  • To manage the tenant rental account
  • To manage repairs and maintenance to the property
  • To adhere to legal Right to Rent and Anti-Money-Laundering laws
  • Internal record keeping.

What we do with Landlord Information

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

  • To make decisions on whether to enter into an agreement
  • To adhere to Anti-Money Laundering laws
  • We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided
  • Internal record keeping.

Other Organisations

We share personal information with other organisations who use this to assist Us in the performance of our contractual and business obligations. These include Credit Checking, Referencing, Managing Rent Collection and payments, managing repairs and maintenance works, emergency works   

However, we will not share information that is not needed and we will not share sensitive information or your payment details.

We do not anonymise data, but it is kept secure.

We may share your personal information with the following parties:

  • service suppliers who undertake processing on our behalf (for example reference checks); and
  • where you propose entering into a contract for the letting of a property, the other party to the contract and his/her representatives.

If you are a tenant of a property we manage we may provide your contact details to tradesmen and contractors who we engage on behalf of your landlord to carry out repairs at the property.

Legal Basis for processing personal information

Our legal basis for processing this data is that it allows us to fulfil our contractual and legal obligations.

Contractual – where you enter into a contract with us we need to process your information as part of that contract.

Legitimate interests – occasionally we shall use this basis for processing your data – eg passing the names of new tenants to utility companies

Legal Obligations – where we need to comply with the law we will need to process your data, eg Tenancy Deposit Prescribed Information, Right to Rent and Anti Money-Laundering laws

Consent – if we process information under this basis we shall seek your consent prior to processing your information

How long will we keep your personal data?

Generally we will keep information for the following periods of time:

  • Financial information and personal information relating to property transactions for a period of 7 years;
  • Personal information relating to tenancies until the expiry of 6 months after the end of the tenancy; and
  • All other personal information for 2 years.

Access to your personal information

You are entitled to view, amend, or delete the personal information that we hold. Email your request to our data protection officer, Jeremy Bullock, at or write to us at Spruce Tree Lettings Ltd, Denby House Business Centre, Taylor Lane, Loscoe, Derbyshire, DE75 7TA

Changes to this Privacy Notice

This privacy statement is regularly reviewed every six months.

Date of Last Review:  24th May 2018

Date of Next Review: 30th November 2018