Privacy Notice

Last Updated: January 2026

This Privacy Notice explains how we collect, use, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Norwich Accommodation Agency Limited ("we", "our", or "us") is the data controller responsible for your personal data.

2. What Personal Data We Collect

We may collect and process the following types of personal data:

• Name, email address, phone number
• Current and previous addresses
• Employment details and salary information
• Billing and delivery addresses
• Emergency contact details
• Enquiry details submitted via our website
• IP address and browser details (via website analytics)
• Records of communications (email or telephone)
• Tenancy application information
• Guarantor information
• References from employers and previous landlords
• Credit check information

3. How We Collect Your Data

We collect your personal data when you:

• Fill in a contact or enquiry form on our website
• Submit a tenant application form
• Submit a student application form
• Submit a guarantor application form
• Register as a landlord with us
• Contact us directly by phone or email
• Request information about a property
• Interact with our website (e.g. through cookies or analytics tools)

4. Why We Use Your Data

We only use your personal data when we have a lawful basis:

5. Who We Share Your Data With

We may share your personal data with trusted third parties, including:

• Landlords (for tenancy applications)
• Credit referencing agencies
• Website developers and digital partners
• Cloud-based service providers
• The Deposit Protection Service or Tenancy Deposit Scheme
• Maintenance contractors (for property repairs)
• Marketing or advertising platforms (only with consent)

We ensure these parties only process your data in accordance with data protection law and only for the purpose intended.

6. International Data Transfers

Some of our service providers (e.g. Google) are based outside the UK. Where personal data is transferred outside the UK or EEA, we ensure appropriate safeguards are in place, such as:

• Standard contractual clauses approved by the UK ICO
• Adequacy decisions granted by the UK government

7. How Long We Keep Your Data

We retain personal data only for as long as necessary. Typical retention periods:

• Enquiry data (if no tenancy): up to 3 months
• Tenancy application data (unsuccessful): up to 3 months
• Tenancy records: up to 7 years after tenancy ends
• Landlord records: up to 7 years after relationship ends
• Email records: up to 7 years
• Website analytics: up to 26 months

We securely delete or anonymise data once the retention period ends.

8. Your Rights Under the UK GDPR

You have the following rights regarding your personal data:

• Right to be informed – what we collect and why
• Right of access – request a copy of your data
• Right of rectification – correct inaccurate data
• Right to erasure – request deletion (where applicable)
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Right not to be subject to automated decision-making

To exercise any of these rights, please contact us at office@norwich-accommodation.co.uk

9. Cookies and Website Tracking

We use cookies on our website to improve your experience and monitor usage. Some cookies are essential; others require your consent.

Cookie Policy Manage Cookie Preferences

We use Google Analytics and, where applicable, Google Ads. These tools collect anonymous usage data and may set cookies if you have consented via our cookie banner.

10. How to Complain

If you have concerns about how we handle your personal data, we encourage you to contact us first. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):

• Website: ico.org.uk
• Telephone: 0303 123 1113

11. Changes to This Notice

We may update this Privacy Notice from time to time. The latest version will always be available on our website, and we'll update the "Last Updated" date accordingly.