TLP Privacy notice 

Last updated 31 October 2025 

Part 1: Orientation 

About this document 

This Privacy Notice sets out how The Letting Partnership processes and protects the data that it collects from you when you access our website or use our services. This Privacy Notice contains the following sections: 

  • Orientation: Who we are, what we do, and some definitions. 
  • How we process your data: What we collect, how we use it and for how long we keep it. 
  • Your rights: Your rights in relation to your data. 
  • Cookies: Cookies and tracking technologies we use. 

Who we are  

We are The Letting Partnership, a UK company number 04906228. TLP's registered office and principal place of business is Second Floor, 3 Liverpool Gardens, Worthing, West Sussex, BN11 1TF. 

TLP is registered with the UK Information Commissioner's Office under number Z8961940. For any queries or requests relating to your data, contact us at enquiries enquiries@thelettingpartnership.co.uk . 

What we do 

TLP provides outsourced client accounting and client money audit services to letting agents across the UK, helping them manage rents, deposits, and compliance efficiently.  

This privacy notice 

This notice explains how we handle your personal information across all our services, and when you access and use our website. 

If you are using our website or services on behalf of, or as an employee of, a company or other legal entity, the terms “you” or “your” refer to both the entity and you as an individual, as appropriate.  

Where we process your client data (any personal information of your landlords, their tenants and their transactional data such as rents and deposits), this is governed by a relevant Data Processing Agreement (DPA) which forms part of your service terms and which you will be able to view and accept when you sign up to the relevant service.  

We process all your other data (including your Account Data) as a data controller in accordance with this Privacy Notice. Account data is data that relates to you visiting our website and registering and paying for our services, and includes: (i) your name and contact details, (ii) your billing information, (iii) data collected for identity verification and to complete AML checks, and (iv) logs of your activity on our website and software platform.  

Part 2:  How we process your data 

What information we collect 

When you use our services, website, or contact us, we may collect: 

  • Your name, job title, postal address, email address, phone number, and bank account details for payment purposes. 
  • Name, job title and email address of your personnel (employees and non-employed personnel) accessing and using our services and platform on your behalf. 
  • Information you share in forms you fill out or messages you send us. 
  • Details about your device (e.g. IP address) and how you use our website or services. 
  • Anything else you give us to help us do our job for you. 
  • Identification documents to complete KYC (know your client) and AML (anti-money laundering) checks on you as a customer, which may include forms of identification (passport, driving license), proof of address, visa information and employment information (employment status and details of your employer). 

Why we collect it 

We use your information to: 

  • Manage your account with us, including for account creation and authentication. 
  • Provide our services including client accounting and payment processing. 
  • Give you access to any software or apps that you subscribe to. 
  • Keeping in touch with you: sending you updates, responding to your queries. 
  • Meet our legal obligations, like checking identities, verifying information you provide to us against public records, and keeping records for taxes. 
  • Keep our systems and operations safe, and protect them against fraud or misuse. 
  • Improve what we offer, like better website features or spotting trends with combined, anonymous data. 

How we use your information 

We use your information for the above reasons. For example: 

  • If you’re a customer, we will use your details to provide the services you have requested. Depending on the service, this might include due diligence and risk assessments of your business. 
  • We might combine your data with others’ to create statistics or insights (but not in a way that identifies you). 
  • If you’re visiting or using our website, we might track how you use it to make it better. 

If you have purchased services from us, we will also send you information about related goods, services and promotions that we or our group companies offer that may interest you. You can ask us to stop such communications at any time by unsubscribing via a link provided in the communication, or sending us a request to opt out. 

Legal basis for processing 

The legal basis for TLP processing your personal information for the purposes described above will typically be one or more of the following: 

Contract. It is necessary for us to process your personal information to perform a contract with you, or to take steps at your request prior to you entering into a contract. 

Consent. You have consented to us using your personal information for this purpose (for example, when you create an account with us and confirm your consent to processing or opt in to communications).  

Legitimate interests. It is in our legitimate interests to use your personal information to operate, improve and promote our services (for example, when we customise your experience of our services or use your information for analytics purposes) and to protect our business. 

Legal obligations. It is necessary for us to use your personal information for us to comply with a legal obligation. 

Who we share it with 

We may share your information with: 

  • technologies we use to help us run our business and services; 
  • payment processors; 
  • other organisations and service providers in the property industry (e.g. client money protection schemes) when it’s part of our job; 
  • the government or regulators if the law says we have to; 
  • our group companies for the purpose of identifying related goods, services and promotions that may be of interest to you. 

We don’t sell your information or share it with any other third parties. 

How long we keep It 

We will retain some categories of personal data for legal, regulatory and tax reasons, after our interaction or relationship has ended. TLP will only retain personal data to the extent reasonably necessary. We determine retention periods considering the amount and sensitivity of personal data, the potential risk of harm from unauthorized use, the purposes for which we process your data and whether these can be achieved in other ways. 

In particular, TLP will retain personal data as follows: 

  • service request and subscription data: for as long as your account remains active, and for 5 years after (to understand your preferences and to meet our legal obligations, in case you decide to reactivate your membership or have queries about it); 
  • where you have asked TLP not to send you newsletters or promotional emails: TLP keeps a record of that fact to ensure we respect your request in future; 
  • TLP may retain your account data for tax, accounting and legal reasons. TLP retains any information that has the potential to give rise to legal disputes for 7 years. 

If you ask us, we will stop using your data and/or delete it straight away, unless the law requires us to retain it or it’s necessary to finish providing you with a service you requested. 

Deletion 

When any retention periods are over, TLP will delete your personal data from its systems in a manner designed to render such data unrecoverable. If deletion is not possible (for example the data is stored in backup archives), TLP will isolate it from further processing until deletion is possible. TLP will cease any deletion in response to a written request from you stating that such data or records may be relevant to anticipated litigation.  

Part 3: Your rights 

You can, at any time: 

  • Ask to see what we have about you. 
  • Tell us to fix anything that’s wrong. 
  • Ask us to delete it or stop using it. 
  • Get a copy to take somewhere else. 
  • Ask us to stop using your data (for example sending you our newsletter or recommendations for complimentary services). 

To do any of this, email us at  enquiries@thelettingpartnership.co.uk  or write to The Letting Partnership, Second Floor, 3 Liverpool Gardens, Worthing, West Sussex BN11 1TF. 

Part 4: Cookies and tracking 

Cookies and tracking 

Like many businesses, we collect information through cookies. A cookie is a small, often encrypted, piece of information that a website puts on your computer so it can remember something about you or your device (computer, smartphone or table) at a later date. We use cookies to distinguish you from other users of our websites and apps. This helps us to provide you with a good experience when you use our services (for example, to remember your login username). By using our website, you agree to our use of cookies. 

We use the following kinds of cookies: 

  • Strictly necessary cookies. These cookies are essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website. Without these cookies services you have asked for cannot be provided. 
  • Analytical/performance cookies. These cookies collect information about how visitors use the website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don’t collect information that identifies a visitor. The information collected is anonymous and statistical in nature. It is only used to improve how a website works and to give us insight into how our users interact with the website, for example the number of visitors to the website, where they have come to the site from and the pages they have visited. 

Refusing or withdrawing your consent to the use of cookies 

You may refuse to accept non-essential cookies when you first visit our website, or by altering the settings on your internet browser. For more information about how to do this, look at your browser ‘help’ section or visit www.allaboutcookies.org and www.youronlinechoices.eu.  
 

Please note that if you adjust your internet browser settings to refuse the setting of cookies, you may not be able to access or use fully certain parts or functionality of our website. 

Part 5: Other legal matters 

If something goes wrong 

If there’s a data breach involving our systems that could affect you, we’ll let you know. You can also complain to us or the UK’s Information Commissioner’s Office if you’re not happy. 

Changes to this notice 

We might update this notice. If we do, we’ll post it on our website, so check back now and then. 

Point of contact for data queries and complaints 

enquiries@thelettingpartnership.co.uk