Privacy Policy

Cityflats Ltd (“City Flats”, “we”, “us”, “our”) is committed to protecting your privacy. This policy explains how we collect, use, and safeguard your personal data when you visit city-flats.co.uk or engage our services. We are the Data Controller under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

2. What personal data we collect

Information you provide directly

• Name, email address, and phone number
• Property postcode or address when using our rental valuation tool
• Details about your property (type, size, current let status)
• Messages sent via our contact or enquiry forms
• Tenancy-related documents (identification, references, proof of income — tenants only)

Information collected automatically

• IP address and browser type
• Pages visited and time spent on site
• Cookie and tracking data (see our Cookie Policy)
• Device and operating system information

3. How we use your data

Purpose	Legal basis
To provide lettings, management, and short let services	Contractual necessity
To respond to enquiries and provide rental valuations	Legitimate interests
To carry out Right to Rent checks and legal compliance	Legal obligation
To comply with the Renters’ Rights Act 2025	Legal obligation
To verify identity and prevent fraud	Legal obligation / Legitimate interests
To improve our website and services	Legitimate interests
To send service-related communications	Legitimate interests
To send marketing emails (where opted in)	Consent

4. Who we share your data with

We may share your data with:

• Tenant referencing and credit check providers
• Property listing portals (Rightmove, Zoopla, OnTheMarket) for property marketing
• Short let platforms (e.g. Airbnb) where applicable
• The Property Redress Scheme, if a complaint is formally escalated
• Website and technology providers, including Google Analytics and Curator.io
• Professional advisors (solicitors, accountants) where necessary
• HMRC and regulatory authorities where legally required

We do not sell your personal data to any third party.

5. How long we keep your data

• Enquiry and marketing data: 2 years from last contact
• Tenancy records and compliance documents: 6 years after tenancy end
• Financial records: 7 years (statutory requirement)
• Website analytics data: 26 months

6. Your rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you
• Rectify any inaccurate or incomplete data
• Erase your data in certain circumstances
• Restrict or object to how we process your data
• Data portability — receive your data in a structured format
• Withdraw consent at any time where processing is consent-based

To exercise any right, email us at info@city-flats.co.uk. We will respond within 30 days. If you are unsatisfied, you can complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.

7. Data security

We apply appropriate technical and organisational measures to protect your data. No internet transmission is entirely secure, and we cannot guarantee absolute security.

8. Children

This website is not intended for children under 18, and our services are provided to adults only. We do not knowingly collect personal data from anyone under 18.

9. Changes to this policy

We may update this policy from time to time. The date at the top of this page reflects the latest revision.