Privacy Policy

LetRef Ltd Privacy Statement and the General Data Protection Regulations (GDPR)

LetRef Ltd will use your information for the purposes of obtaining references in relation to your tenancy application, company application and/or guarantor application, this includes contacting your employer/previous employer(s), accountant(s), your current and previous landlord/letting agent, carrying out a credit check with a licensed credit referencing company and carrying out an ID/AML check when required. 
 
LetRef Ltd will treat all your personal information as private and confidential, except where disclosure is made at your request or with your consent or where we are required by law to disclose. 
 
LetRef Ltd will complete a reference report detailing the results of your reference application including salary disclosure, references and supporting documents, which will be made available to the letting agent/landlord, this report will not be sent to you.

Use of www.letref.co.uk, the ‘Website’

Before using the www.letref.co.uk website, you should note the following points:

In order to deliver an effective service to you it is necessary for LetRef Ltd to store personal information about you and/or your Company.

If you register to use the www.letref.co.uk website either as a prospective Tenant or Guarantor, Landlord or Letting Agent (in order to supply details for referencing purposes) then we will treat all information supplied to us in accordance with The General Data Production Regulations (GDPR).

Our privacy policy does not extend to any third party websites that you might visit via the LetRef Ltd website, or be directed to the LetRef Ltd website from.

All necessary information supplied to LetRef Ltd will be processed and stored on a secure server and may be used during future visits to the site to facilitate easy repeated use. (ll our referencing records from tenant referencing applicants and guarantors will be held for a maximum of four years. We keep the information as described above in order retain accurate records of business transactions and allow the records to be used in any potential legal claims or complaints. We process and hold all personal data we collect in accordance with the Data Protection Legislation. 

To prevent unauthorised access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect. 

Where is my data stored?

All data, with the exception of any documents submitted as part of the referencing process, are stored in the European Economic Area (EEA). We use ‘DropBox’ for the storage of documents. Dropbox is certified and complies with the EU-U.S. Privacy Shield principles. These principles allow DropBox to transfer personal data outside of the European Economic Area (EEA) in accordance with the EU data protection directive. Further details can be found here.

The General Data Protection Regulation (GDPR)

To find out more about GDPR, follow the links below to read the guidelines and information published by the Information Commissioner's Officer: 

Cyber Essentials Plus

LetRef Ltd is certified with Cyber Essentials Plus

Effective, Government backed minimum standard scheme that protects against the most common cyber-attacks – audited. See our certificate here.

Use of Personal Information

Information you provide or we, LetRef Ltd, hold may be used by us, our employees and/or agents/landlords to: identify you when you make telephone and email enquiries; carry out reference checks with employers, accountants, landlords/letting agents, credit referencing company: help us detect fraud, misuse or loss; keep your letting agent/landlord updated on any current tenant referencing specific to you or your Company and undertaken at your request; carry out general internet searches. All storage, use and transmission of personal information relating to an individual or a Company is subject to the General Data Protection Regulations (GDPR).

Deletion of Your Data

On completion of your reference, the reference and all information provided by you is retained for a period of 100 days on our secure website and then automatically deleted, unless there is suspected fraud or we are instructed to retain data by any legal authority. Should you wish any data held by us to be deleted, please contact the Data Controller on This email address is being protected from spambots. You need JavaScript enabled to view it.. In the event that it is legal to do so and there is no legal reason for retention, we will delete any data we hold on you and issue a deletion certificate.

Credit Reference Agencies

We may search the files of credit reference agencies who will record the search. This information may be shared with credit grantors and used for credit decisions and fraud prevention.
Third Party Agencies
LetRef will treat all your information as confidential (unless we are required to do so by law, for example, in cases of fraudulent applications) and will not disclose any such information except where a disclosure is made at your request or with your consent. Where necessary, you consent to our processing data that is defined as sensitive by the General Data Protection Regulations such as data relating to your health or offences for the above purposes. LetRef Ltd, its agents and sub-contractors will apply appropriate technical and organisational measures against the unauthorised processing of personal data and against accidental loss of, or damage to personal data. By providing your data you agree to your data being used and transferred as stated above.

Cookies

By using this site, you agree we can set and use cookies. If you want to prevent cookies from being set please consult your browsers privacy help settings. A cookie is a piece of data that is placed on your computer’s hard drive. We apply cookies to allow web applications to respond to you as an individual. LetRef Ltd only use cookies where strictly necessary to identify your current session and enhance your experience when using our web site. To be able to complete our application forms it will be necessary for cookies to be enabled. When someone visits this site we collect information and details of the page, links and other standard information. This enables us to improve the customer experience on the website. Data gathered via cookies will not associate you as an individual and no personal information will be able to identify an individual to our own systems or third party systems. LetRef Ltd does employ third party cookies that track your movements on our site. If you are concerned that cookies may be used to track your movements you can restrict cookie use in your browser; see your browser settings for more information. For more information about the use of cookies please refer to www.aboutcookies.org

Data Breaches

We take all reasonable measures to ensure that any data we retain on you is secured at all times in a manner which preserves your privacy and security. In the event of us becoming aware of any data breach relating to information we hold on you, we will as soon as practically possible, notify you of such breach and offer advice and guidance as to what data has been compromised and how you should deal with it. We will at the same time report any such occurrences to the relevant authorities.

Contacting Us

You can contact the Data Controller by emailing This email address is being protected from spambots. You need JavaScript enabled to view it.. If you believe that any information we have about you is incorrect or incomplete, please contact us as soon as possible by emailing This email address is being protected from spambots. You need JavaScript enabled to view it.; we will promptly correct this after carrying out further checks and verifications and inform any interested parties subsequently. Please visit the following website for guidelines on data collection and your rights www.ico.org.uk

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