Privacy Policy
Dunedin Sales & Lettings – Customer Privacy Notice
Registered name: Dunedin Lettings Limited
Trading name: Dunedin Sales & Lettings
Last updated: 18 February 2026
1. Who We Are
Dunedin Lettings Limited is the data controller responsible for your personal data. This means we decide how and why your personal data is processed.
2. Contact Details
Post:
Dunedin Sales & Lettings
2046–2048 Bristol Road South
Rubery, Rednal
Birmingham
B45 9JL
Telephone: 0121 453 8447
Email: maxine@dunedinrubery.co.uk
This privacy notice explains:
• What information we collect, use, and why
• Our lawful bases for processing your data
• Your data protection rights
• Where we get your personal information from
• How long we keep your information
• Who we share your information with
• How to complain
3. The Personal Information We Collect
a) Information collected to provide sales, lettings, and property management services
• Names and contact details
• Addresses (current and previous)
• Date of birth
• Identification documents (passport, driving licence, proof of address)
• Property details and transaction history
• Payment and banking details (rent, deposits, fees, refunds)
• Credit referencing information
• Photographs, videos, and floor plans
• Call recordings
• Compliments and complaints
b) Information collected to operate customer accounts
• Names and contact details
• Addresses
• Account and registration details
• Payment details
• Marketing preferences
c) Information collected for marketing and service updates
• Names and contact details
• Addresses
• Marketing preferences
• Viewing history and property search criteria
• Recorded images or videos
d) Information collected to comply with legal and regulatory obligations
• Identification documents
• Proof of address
• Financial and transaction records
• Any other information required to comply with legal obligations, including Anti-Money Laundering (AML) regulations
4. Lawful Bases for Processing Your Data
Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we must have a lawful basis for processing your personal data.
a) Contract
We process personal data where it is necessary to enter into or perform a contract with you, including:
• Property sales and purchases
• Lettings and tenancy agreements
• Property management services
• Rent collection and payments
b) Legal Obligation
We process personal data to comply with legal and regulatory obligations, including:
• Anti-Money Laundering (AML) checks
• Right to Rent checks
• Tax, accounting, and record-keeping requirements
• Fraud prevention and detection
c) Legitimate Interests
We may process personal data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. This includes:
• Business administration and record keeping
• Handling complaints and disputes
• Security of our premises and systems
• Staff training and quality assurance, including call recording
d) Consent
We rely on consent where required by law, including:
• Sending marketing communications
• Sharing details with third-party tradespeople where requested
You may withdraw your consent at any time.
5. Your Data Protection Rights
You have the following rights under UK GDPR:
• Right of access
• Right to rectification
• Right to erasure
• Right to restrict processing
• Right to object
• Right to data portability
• Right to withdraw consent where consent is relied upon
Requests can be made using the contact details above. We will respond within one month.
6. Where We Get Personal Data From
• Directly from you
• Credit reference agencies
• Third-party AML and referencing providers
7. How We Keep Your Data Secure
We use appropriate technical and organisational measures to protect your personal data, including:
• Secure electronic systems and password protection
• Restricted staff access to personal data
• Alarmed and locked office premises
• Secure storage of identification documents
• Staff confidentiality and data protection training
8. How Long We Keep Your Data
We retain personal data only for as long as necessary:
• Sales transaction data: duration of the transaction plus six years
• Rental and property management data: duration of the tenancy or management agreement plus six years
• AML and identity verification records: five years after the end of the business relationship
• Marketing data: until consent is withdrawn or no longer required
9. Who We Share Your Information With
We may share personal data with trusted third parties where necessary.
a) Professional advisers
• Solicitors
• Surveyors
• Financial advisers
b) Tradespeople
• Maintenance and repair contractors
• Renovation and building contractors
c) Data processors
• Kotini – AML checks and material information compliance
• Rightmove, Zoopla, OnTheMarket – property listings and applicant enquiries
• Tenant referencing providers (Rightmove) – credit and affordability checks
• Reapit – customer relationship management system
• PayProp – rent collection and payment processing
All third parties are required to process your data securely and lawfully.
10. Complaints
If you have concerns about how we use your personal data, please contact us first using the details above.
You also have the right to complain to the Information Commissioner’s Office (ICO).
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
This privacy notice applies to customers, landlords, tenants, vendors, purchasers, and applicants who use our services.