Privacy policy
White Stone Properties (“we”, “us”) is the data controller for the personal information you share with us. We handle it in line with UK GDPR and the Data Protection Act 2018. If you have any questions, email admin@whitestonepropertyandestates.com.
What we collect and why
We only ask for what we need to help you. Depending on how you get in touch, that may include:
- Enquiries: your name, email, phone and message, so we can reply and arrange viewings or management discussions.
- Tenant applications: in addition to contact details, your preferred move-in date and employment information, so we can assess and progress an application. This may later involve referencing and right-to-rent checks.
- Short stay bookings: the dates you request and contact details, so we can confirm availability.
Our lawful basis
We rely on your consent when you submit a form, and on legitimate interest and the steps needed to enter into a contract when we act on an enquiry or application. Where the law requires checks (for example right-to-rent), we rely on legal obligation.
How long we keep it
We keep enquiry and application data only as long as needed for the purpose it was given, and to meet legal and tax obligations, then delete it. [Confirm your retention period, e.g. 12 months for unsuccessful applicants.]
Who we share it with
We don't sell your data. We share it only where necessary: with landlords (for applications), referencing or deposit-protection providers, and service providers who host this site or process forms on our behalf. [List any third parties you use, e.g. referencing agency, deposit scheme.]
Your rights
You can ask to see the data we hold, correct it, delete it, or object to how we use it. Email us and we'll respond within one month. If you're not happy with how we've handled your data, you can complain to the Information Commissioner's Office (ico.org.uk).
Fees must be displayed
UK rules require letting and property agents to publish the fees charged to both landlords and tenants. The figures below are examples. [Replace with White Stone's actual fees, including VAT where it applies.]
Tenant fees
Under the Tenant Fees Act 2019, we charge tenants no admin, referencing or renewal fees. The only payments we can ask for are the permitted ones below.
| Payment | Amount |
|---|---|
| Rent | As stated on each listing |
| Holding deposit | Capped at 1 week's rent |
| Security deposit | Capped at 5 weeks' rent (annual rent under £50,000) |
| Late rent / lost keys / changes to tenancy | [permitted default fees as set by law] |
Landlord fees
| Service | Fee |
|---|---|
| Full property management | [e.g. % of monthly rent] |
| Tenant find only | [e.g. fixed fee or % of first month] |
| Rent-to-rent | [guaranteed rent terms] |
Regulatory & redress must be displayed
As a UK letting and property management agent, we're required to tell you which redress and client money protection schemes we belong to. Replace the placeholders below with your real membership details.
Redress scheme
White Stone Properties is a member of [The Property Ombudsman / Property Redress Scheme / Ombudsman Services]. If something goes wrong and we can't resolve it between us, this scheme gives landlords and tenants an independent way to escalate a complaint.
Client Money Protection (CMP)
Where we hold money on your behalf, it's protected. We're members of [CMP scheme name], membership number [number]. A copy of our certificate is available on request, free of charge. [Embed or link the certificate image here once you have it.]
Deposits
Tenancy deposits are protected in a government-approved deposit protection scheme. [Name the scheme you use, e.g. DPS, MyDeposits, TDS.]