RNS Homes — Website Privacy Notice (UK GDPR)
Last updated: October 2026
RNS Homes Ltd respects your privacy. This notice explains how we collect, use, share and protect personal data when you visit our website, contact us, use our services or interact with us as a landlord, tenant, council or public-sector partner.
We will post any changes to this notice on this page.
1. Who we are
The data controller responsible for your personal data is:
RNS Homes Ltd
128 City Road
London
EC1V 2NX
RNS Homes Ltd is a company registered in England and Wales, company number 12981953, with its registered office at 128 City Road, London, England, EC1V 2NX.
Our Information Commissioner's Office registration number is ZB907110.
RNS Homes Ltd provides guaranteed rent and full property management services to landlords, together with social housing solutions for local councils and public-sector bodies across London.
We do not have a Data Protection Officer and are not required to appoint one. If you have a privacy or data protection query, please contact us at:
info@rns-homes.com
2. The personal data we collect
The information we collect depends on how you interact with us.
2.1 Website enquiry forms
If you use an enquiry form on our website, we may collect:
- your name;
- your telephone number;
- your email address;
- your property postcode;
- property type; and
- your message.
Please do not include unnecessary sensitive personal information in a website enquiry form.
2.2 Landlords and prospective landlords
If you are a landlord or prospective landlord, we may collect:
- your name and contact details;
- property details and addresses;
- information about ownership and authority to give consent or enter into an agreement;
- bank and payment details;
- identification and verification documents;
- property-related information;
- correspondence and records of communications with you; and
- information required to enter into or perform a guaranteed rent or property management agreement.
2.3 Tenants and prospective tenants
If you are a tenant or prospective tenant, we may collect:
- your name and contact details;
- your date of birth where it is needed for a lawful purpose;
- identification documents;
- right-to-rent documents;
- references and affordability or referencing information;
- previous addresses and tenancy history;
- tenancy records;
- maintenance and repair reports;
- information relevant to property safety, compliance or vulnerability needs; and
- communications with you.
2.4 Councils and public-sector partners
If you work for a council or public-sector organisation, we may collect:
- your name and job title;
- your professional email address and telephone number;
- correspondence with you;
- information about property referrals and placements; and
- case information relating to housing placements, properties and tenants.
2.5 Information from other sources
We may receive information about you from:
- landlords or property owners;
- tenants or prospective tenants;
- councils and public-sector organisations;
- referencing and screening providers;
- contractors and property professionals;
- professional advisers;
- tenancy deposit schemes or redress scheme bodies; and
- other parties involved in a property, tenancy, placement or legal matter.
Where we receive personal data from another source, we will provide the relevant privacy information as required by applicable data protection law.
2.6 Technical and usage data
We do not use analytics or tracking tools on our website, and we do not set cookies on your device when you browse it. We do not build a profile of visitors and we do not collect information such as device details, pages visited or browsing activity.
If you submit the enquiry form on our website, the information you enter — your name, telephone number, email address, property postcode, property type and your message — is sent to us by email at info@rns-homes.com.
Our web hosting provider may keep standard server logs, which can include IP addresses and the date and time of visits, in order to keep the website secure and running. Where this happens, the information is used only for those purposes and is handled on our behalf.
3. How and why we use your personal data
We only use personal data where we have a lawful basis under Article 6 of the UK General Data Protection Regulation.
| Purpose | Personal data commonly used | Lawful basis |
|---|---|---|
| Responding to website enquiries and discussing possible services before a contract is entered into | Name, contact details, property details and enquiry message | Legitimate interests under Article 6(1)(f), or taking steps at your request before entering into a contract under Article 6(1)(b), depending on the circumstances |
| Entering into and performing guaranteed rent and property management agreements | Identity, contact, property, ownership, payment, verification and correspondence information | Performance of a contract under Article 6(1)(b) |
| Performing social housing arrangements with councils and placing tenants | Contact, property, placement, case and tenancy information | Performance of a contract under Article 6(1)(b) and legitimate interests under Article 6(1)(f) |
| Tenant referencing, screening and affordability checks | Identity, contact, reference, affordability, address and tenancy-history information | Legitimate interests under Article 6(1)(f), and where applicable consent under Article 6(1)(a) |
| Carrying out right-to-rent checks | Identification and right-to-rent documents | Compliance with a legal obligation under Article 6(1)(c), including obligations under the Immigration Act 2014 |
| Meeting health and safety, gas safety, electrical safety and other property compliance requirements | Property, tenant, contractor, inspection and safety information | Compliance with a legal obligation under Article 6(1)(c) |
| Dealing with complaints, disputes and legal claims | Relevant correspondence, records, documents and information relating to the matter | Legitimate interests under Article 6(1)(f) and, where relevant, compliance with a legal obligation under Article 6(1)(c) |
| Sending marketing communications to landlords who have enquired or engaged with us | Name, contact details and marketing preferences | Legitimate interests under Article 6(1)(f), with a soft opt-in where required by the Privacy and Electronic Communications Regulations. You can unsubscribe or object at any time |
| Keeping accounting, payment, tax and business records | Identity, payment, transaction, invoice and accounting information | Compliance with a legal obligation under Article 6(1)(c) |
3.1 What the lawful bases mean
- Consent: You have given a clear and informed indication that we may process your personal data for a specified purpose. You can withdraw consent at any time.
- Contract: Processing is necessary to enter into or perform a contract with you, or to take steps at your request before entering into a contract.
- Legal obligation: Processing is necessary for us to comply with a legal or regulatory obligation.
- Legitimate interests: Processing is necessary for our legitimate business, operational or service-delivery interests, or those of a third party, provided those interests are not overridden by your rights and interests.
Where we rely on legitimate interests, we consider the impact on individuals and use personal data only where the processing is necessary and proportionate.
3.2 Special category data
Special category data is more sensitive personal data, such as health information.
Where we rely on special category data, for example health information connected to a tenant's repair, accessibility or vulnerability needs, we will process it only where we have both:
- a lawful basis under Article 6 of the UK GDPR; and
- an applicable condition under Article 9 of the UK GDPR.
Depending on the circumstances, this may include processing under Article 9(2)(g), where the substantial public interest condition and the relevant legal safeguards apply, or processing with your explicit consent under Article 9(2)(a).
We will limit the collection and use of special category data to what is necessary for the relevant purpose.
4. How long we keep personal data
We keep personal data only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, regulatory, accounting and reporting requirements.
Our usual retention periods are:
- Website enquiries that do not lead to an engagement: 12 months from the date of the last meaningful contact.
- Landlord, tenancy and property management records: for the life of the relevant agreement and 6 years afterwards.
- Right-to-rent evidence: for the duration of the tenancy and 2 years after the tenancy ends, in accordance with the applicable Immigration Act 2014 requirements.
- Financial, accounting and tax records: 6 years plus the current financial year, where required by applicable law.
- Marketing contact details: until you object or unsubscribe. We may retain a limited suppression record so that we can respect your request not to receive marketing.
- Complaints, disputes and legal claims: for as long as reasonably necessary to deal with the matter and any resulting proceedings or enforcement.
Where a record is relevant to live or reasonably anticipated legal proceedings, we may keep it until those proceedings have concluded, including any appeal or enforcement period.
After the applicable retention period, we will securely delete, destroy or anonymise personal data unless we have a lawful reason to retain it for longer.
5. Who we share personal data with
We may share personal data where necessary and lawful with:
- local councils and public-sector bodies for social housing placements and property referrals;
- contractors and tradespeople instructed to carry out repairs and maintenance;
- referencing and tenant screening providers;
- our customer relationship management system and IT or hosting providers that process data on our behalf;
- professional advisers, including solicitors, accountants and insurers;
- debt recovery providers where necessary;
- tenancy deposit schemes and redress scheme bodies where applicable;
- law enforcement agencies, regulators and courts where we are legally required or permitted to disclose information; and
- other parties involved in delivering, administering or enforcing a property, tenancy, placement or management arrangement.
We do not sell personal data.
Where a supplier processes personal data on our behalf, we require the supplier to act under a written contract and to apply appropriate confidentiality, security and data protection safeguards.
6. Transfers outside the UK
We aim to keep personal data within the UK or the European Economic Area where possible.
If a service provider stores or processes personal data outside the UK, we will rely on an appropriate legal safeguard. This may include:
- a UK adequacy regulation;
- the UK International Data Transfer Agreement;
- the UK Addendum to the EU Standard Contractual Clauses; or
- another lawful transfer mechanism recognised under UK data protection law.
You can contact us at info@rns-homes.com if you would like further information about the safeguards applying to a particular international transfer.
7. Your data protection rights
Subject to legal exceptions and conditions, you have the following rights:
- Access: to ask for a copy of the personal data we hold about you.
- Rectification: to ask us to correct inaccurate or incomplete personal data.
- Erasure: to ask us to delete personal data where there is no good reason for us to continue processing it.
- Restriction of processing: to ask us to limit how we use your personal data in certain circumstances.
- Data portability: to ask for certain personal data you have provided to us in a structured, commonly used and machine-readable format, or to ask us to transfer it to another organisation where technically feasible.
- Objection: to object to processing based on legitimate interests, including direct marketing. You have an absolute right to object to direct marketing.
- Withdrawal of consent: to withdraw consent at any time where consent is the basis for processing. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.
- Rights relating to automated decision-making: to ask not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects or similarly significant effects.
We do not carry out solely automated decision-making that produces legal or similarly significant effects.
7.1 How to exercise your rights
To exercise any of your rights, email:
info@rns-homes.com
You can also send a rights request by post to RNS Homes Ltd, 128 City Road, London, EC1V 2NX.
Please tell us:
- your name and contact details;
- the right you wish to exercise;
- the information or processing to which your request relates; and
- any other information that will help us identify the relevant records.
We may ask for reasonable proof of identity before responding. This is to protect personal data from being disclosed to the wrong person.
We will normally respond within one month of receiving your request and any information needed to verify your identity. We may extend this period where permitted by law if a request is particularly complex, but we will tell you if an extension is needed.
Requests are normally free of charge. We may charge a reasonable fee or refuse to act where a request is manifestly unfounded or excessive, as permitted by law.
If we process your personal data on the basis of legitimate interests, you may ask us to stop or restrict that processing. We will consider your objection and will stop processing unless we have compelling legitimate grounds to continue or need to process the information for the establishment, exercise or defence of legal claims. This does not apply in the same way to direct marketing, where we must stop processing for that purpose following an objection.
8. Marketing communications
We may contact landlords who have enquired about or engaged with our services with information about relevant services and opportunities.
Where required, we will comply with the Privacy and Electronic Communications Regulations when sending electronic marketing. This may include relying on a soft opt-in where the legal requirements are met.
Every marketing communication will include a clear way to unsubscribe. You can also object to marketing at any time by emailing:
info@rns-homes.com
We will keep a limited suppression record where necessary to ensure that we respect your unsubscribe or objection request.
9. Cookies and analytics
This website does not use cookies. We do not set cookies on your device when you visit, and there is no cookie banner on the site because none is required.
We do not use analytics or tracking tools. We do not use Google Analytics or any similar service, and we do not use advertising, marketing or profiling cookies.
There are no third-party embeds on this website — no embedded maps, video players, chat widgets, social media feeds or advertising scripts.
9.1 If this changes
If we ever add cookies, analytics or similar technology, we will update this notice and, where the law requires it, we will ask for your consent first through a cookie banner or preference tool before any non-essential cookie is set. We will also publish a clear list of the cookies used, what each one does and how long it lasts.
10. Security
We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration or disclosure.
No method of transmitting or storing information is completely secure. You should take care when sending information online and should contact us promptly if you believe that information has been sent to the wrong person or handled improperly.
11. Complaints to the ICO
If you are unhappy with how we have used your personal data, please contact us first at:
info@rns-homes.com
or by post to RNS Homes Ltd, 128 City Road, London, EC1V 2NX.
You also have the right to complain to the Information Commissioner's Office, the UK's data protection regulator:
Website: ico.org.uk
Helpline: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
12. Changes to this notice
We may update this privacy notice from time to time to reflect changes in our services, technology, legal obligations or data processing activities.
The latest version will be published on this page. The date at the top of the notice shows when it was last updated.