Privacy & Cookies


1. Introduction

Crown House Lettings respects your personal information and undertakes to comply with all applicable data protection legislation currently in force.

Crown House Lettings may use personal information provided by you either with your consent or on the basis of the following:

  1. Contract: the processing is necessary for a contract we have with you.
  2. Legal obligation: the processing is necessary for us to comply with the law (not including contractual obligations).
  3. Legitimate interests: the processing is necessary for our or your legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.

Except as provided under these terms, Crown House will not disclose your personal information without your permission unless such disclosure is required by law or other court order.

You are entitled to request a copy of the information which we hold about you. If you become aware that the personal information we hold about you is inaccurate, you may request that we amend it.

Where processing is based upon consent, you have the right to withdraw consent at any time which will not affect the lawfulness of processing based on consent before its withdrawal.

 How information about you will be used

Crown House Lettings collects information about you in order to communicate with you in the following ways:

Legitimate Business interests

  • Tenant Referencing- We will share your information with the credit reference agencies for use in credit decisions and fraud prevention
  • Utility Changes- At the start and end of all tenancies we will be in contact with the properties utility providers with meter readings and forwarding addresses
  • Deposit Protection- In accordance to the Tenancy Deposit Scheme prescribed information is required by law to hold the sum of your deposit
  • Rent Chasing- In the case that rent is not received it is our obligation to make contact in order to resolve this issue and receive the outstanding amount of rent
  • Ensuring compliance
  • Maintenance Issues- In the event of any maintenance getting carried out at your rented property your details will need to be provided to a third party contractor to carry out these works
  • Renewing Tenancies- We would be in contact when your tenancy is coming to an end to find out your intentions
  • Preparing and Serving Legal Notices

We have classed these as “legitimate business interests” because we feel they are critical for us to provide you our best possible services.


  • Portal Advertising
  • Newspaper Advertising

These “Marketing” communications keep you up to date with any advertising relating to your property.

These communications can be in the form of text/SMS, phone, email or letter or not contacted at all.

The data which we hold on your behalf is held in accordance with the legal requirements for up to seven years.  Crown House Lettings is a member of the ICO, registration number ZA188094


1. The Information we collect

In operating our website we may collect and process the following data about you:

  • Details of your visits to our website and the resources that you access, including, but not limited to, traffic data, location data, weblogs, IP address, operating system, access times, what browser you are using and other communication data.
  • This website is tracked using Google Analytics. Please use the following link to view their privacy policy including the information collected and details on opting out:
  • Information that you provide by filling in forms on our website, such as the contact form on the contact page.
  • Information provided to us when you communicate with us for any reason.

2. What we use your information for

The information that we collect and store relating to you is primarily used to enable us to provide our services to you. In addition, we may use the information for the following purposes:

  • To provide you with information requested from us, relating to our products or services.
  • To meet our contractual commitments to you.
  • To notify you about any changes to our website, such as improvements or service/product changes, that may affect our service.

3. Who we disclose it to

4.1 We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information.

4.2 We will only pass on information about you as an individual (as opposed to aggregate information) to third parties to enable us to perform services requested by you or with your prior consent.

4.3 In certain circumstances we may need to disclose information about you if you breach this privacy policy or if you breach the Terms and Conditions. We may also disclose your details if required to do so by law or by any Governmental body.

4. Data Protection

Keeping information about you secure is very important to us and we implement a variety of security measures to maintain the safety of your personal. However, no data transmission over the Internet can be guaranteed to be totally secure. As a result, whilst we strive to protect your personal information, we cannot ensure or warrant the security of any information which you send to us, and you do so at your own risk.

5. Children

Please note that we do not collect any personal information from children under thirteen years of age and that no child under thirteen should submit any personal information to our site. Should we discover that any such personal information has been delivered to our site, we will remove that information as soon as possible.

6. Use of cookies

On occasion, we may gather information about your computer for our services and to provide statistical information. Such information will not identify you personally it is statistical data about our visitors and their use of our site. This statistical data does not identify any personal details whatsoever.

Where used, cookies are downloaded to your computer automatically. The cookie file is stored on the hard drive of your computer. All computers have the ability to decline cookies. This can be done by activating the setting on your browser which enables you to decline the cookies. You can find up-to-date information clearly explaining how to control or delete cookies on your Windows PC or Apple Mac at To control or delete cookies on your mobile phone, please refer to your handset manufacturer’s help manual.

We use Google Analytics to compile anonymous aggregate data about site traffic and site interactions so that we can offer better site experiences and tools in the future. Google Analytics process IP addresses and information from cookies so we know how many page views we have, how many users we have, what browsers they are using (so we can target our resources in the right way to maximise compatibility for the majority of our users) and, in some cases, in which country, city or region they are located. These cookies include: __gads, __utma, __utmb, __utmc and __utmz. You can read the Google Analytics Privacy Policy here.

7. Third party links

We include links to third party websites on our website. These third party sites have separate and independent privacy policies. We therefore have no responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of our site and welcome any feedback about these sites.

8. Your consent

By using our site, you consent to this privacy policy.

9. Accessing and updating your personal information

We will always let you have a copy of personal information we have about you, should you request it, and you may correct it if you wish. Instructions about how to do this are available from

10. Contacting us

If you have any questions or complaints relating to this Privacy Policy or how we use the personal information we have about you, please contact We will endeavour to respond to you promptly.