Privacy Policy
How we collect, use, and protect your personal information
Last updated: January 2025
1. Introduction
Forte Property Group Ltd ("we", "our", "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or engage with us as a landlord, tenant, council partner, or investor.
We are registered with the Information Commissioner's Office (ICO) and comply fully with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Data Controller: Forte Property Group Ltd
Company Number: 13912122
Registered Address: Ground Floor, Kings House, Lower High Street, Watford, WD17 2EH
2. Information We Collect
2.1 Information You Provide
We collect information you voluntarily provide when you:
- Complete contact forms or enquiry forms on our website
- Register as a landlord, tenant, or investor
- Enter into a property management agreement with us
- Apply for tenancy at one of our managed properties
- Communicate with us via email, phone, or in person
- Subscribe to our newsletter or download resources
2.2 Types of Personal Data
Depending on your relationship with us, we may collect:
For Landlords:
- • Full name and contact details
- • Property ownership documents
- • Bank account details for rent payments
- • Identification documents (passport, driving licence)
- • National Insurance number (for tax purposes)
For Tenants:
- • Full name and contact details
- • Employment and income information
- • Credit history and references
- • Right to rent documentation
- • Previous landlord references
2.3 Automatically Collected Information
When you visit our website, we automatically collect certain information including your IP address, browser type, operating system, referring URLs, and pages viewed. We use cookies and similar technologies to enhance your experience and analyse website usage.
3. How We Use Your Information
We use your personal information for the following purposes:
Property Management Services
Managing properties on behalf of landlords, processing rent payments, arranging maintenance, conducting inspections, and handling tenant communications.
Tenant Referencing
Conducting credit checks, employment verification, and obtaining references to assess tenant suitability and protect landlord interests.
Legal Compliance
Complying with legal obligations including Right to Rent checks, anti-money laundering regulations, and tax reporting requirements.
Communication
Responding to enquiries, sending service updates, monthly reports to landlords, and important notices to tenants.
Marketing (with consent)
Sending newsletters, property investment opportunities, and service information where you have opted in to receive such communications.
4. Legal Basis for Processing
We process your personal data under the following legal bases:
- Contract: Processing necessary for the performance of our property management agreement with you
- Legal Obligation: Processing required to comply with UK law (e.g., Right to Rent, AML regulations)
- Legitimate Interests: Processing necessary for our legitimate business interests, where not overridden by your rights
- Consent: Where you have given clear consent for specific purposes (e.g., marketing communications)
5. Who We Share Your Data With
We may share your personal information with:
- Credit Reference Agencies: For tenant referencing and credit checks
- Landlords/Property Owners: Relevant tenant information for property management
- Local Councils: For council-partnered temporary accommodation placements
- Maintenance Contractors: Contact details to arrange property repairs
- Deposit Protection Schemes: Tenant and deposit information as legally required
- HMRC: Landlord income information for tax compliance
- Legal Advisors: In case of disputes or legal proceedings
- Insurance Providers: For claims processing
We do not sell your personal data to third parties. We require all third parties to respect the security of your personal data and treat it in accordance with the law.
6. Data Security
We have implemented appropriate technical and organisational security measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:
- Encrypted data storage and transmission
- Secure access controls and authentication
- Regular security assessments and updates
- Staff training on data protection
- Client Money Protection insurance for financial data
7. Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting requirements:
- Landlord records: 6 years after the end of our management agreement
- Tenant records: 6 years after the end of tenancy
- Financial records: 7 years as required by HMRC
- Marketing contacts: Until you unsubscribe or withdraw consent
- Website analytics: 26 months
8. Your Rights
Under UK GDPR, you have the following rights:
Right of Access
Request a copy of the personal data we hold about you
Right to Rectification
Request correction of inaccurate or incomplete data
Right to Erasure
Request deletion of your data in certain circumstances
Right to Restrict Processing
Request limitation of how we use your data
Right to Data Portability
Receive your data in a structured, machine-readable format
Right to Object
Object to processing based on legitimate interests
To exercise any of these rights, please contact us using the details below. We will respond to your request within one month.
9. Cookies
Our website uses cookies to distinguish you from other users and provide a better browsing experience. We use essential cookies for site functionality and analytics cookies (with your consent) to understand how visitors use our site. You can control cookies through your browser settings.
10. Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.
11. Contact Us
If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us:
Forte Property Group Ltd
Ground Floor, Kings House, Lower High Street, Watford, WD17 2EH
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk