1. Who We Are

This Policy is issued by Ancla Realty Ltd (“we”, “us”, “our”). We are registered with

the Information Commissioner’s Office (ICO) under registration number

ICO:00011806667.

2. Personal Data We Collect

We collect and process the following personal data:

• Identity information (name, date of birth, National Insurance number) and ID’s

• Contact information (email, address, phone number)

• Right to rent information

• Tenancy-related information

• Financial and affordability information

• Credit-check data

• Employment details

• Property preferences and enquiry details

• Login and account activity

• Maintenance requests

• Copies of tenancy agreements, deposit certificates, EPCs, EICRs and related

documents

3. How We Use Your Data

We use your data to: (a) manage property enquiries and match you to available

properties; (b) assess suitability for tenancies; (c) carry out credit checks and

referencing; (d) create and manage your tenancy portal account on the Re-Leased

App; (e) communicate with you regarding a tenancy or property; (f) comply with legal

duties (AML checks, right-to-rent checks, deposit protection); (g) deliver

maintenance and service obligations via the Re-Leased App.

4. Lawful Basis for Processing

We process data under:

• Contract - steps required before and during a tenancy.

• Legal obligation - including AML and right-to-rent compliance.

• Legitimate interests - including referencing, fraud prevention, arrears management.

• Consent - for marketing communications (where applicable).

5. Credit Checks & Tenant Suitability Checks

5.1 We conduct identity, affordability and credit checks with authorised credit

reference agencies.

5.2 These checks may leave soft or hard footprints on your credit file.

5.3 We may verify your employment, income and references with third parties.

6. Sharing Information About Arrears or Poor Conduct

6.1 If you fall into arrears, commit serious breaches or engage in fraudulent conduct,

we may share factual information with landlords, estate/letting agents, referencing

companies, statutory bodies where required.

6.2 Any such sharing is undertaken under legitimate interests and in compliance with

fairness principles under UK GDPR.

7. Disclosure of Your Data

We may share your data with landlords, maintenance contractors, credit reference

agencies, referencing providers, tenancy deposit schemes, legal or regulatory

bodies, insurers and IT system providers.

We do not sell your data.

8. Data Retention

We retain data as follows:

• tenancy records - 6 years after termination

• unsuccessful applications - normally 12 months

• maintenance records - 6 years

• financial records - 6 years

9. Your Rights

You may have rights under UK GDPR including, access, rectification, erasure,

restriction, portability, objection and withdrawal of consent. Requests can be sent to:

southampton@ancla.co.uk.

10. Security

We use appropriate technical and organisational measures to protect your data.

11. Cookies

Our Cookie Policy (published separately) explains how cookies operate on the

Website.

12. Contact Us

Email: southampton@ancla.co.uk

Address: 62B London Road, Southampton, SO15 2AH