Privacy Policy

VASANA PROPERTIES is committed to protecting your personal information and respecting your privacy. This Privacy Policy outlines how we collect, use, store, and protect your data when you interact with us online or offline.

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🔹 1. Who We Are

Vasana Properties Ltd is a UK-based letting agency registered at:
71-75 Shelton Street, London WC2H 9JQ
Company Registration Number:
15911999
Data Controller: Vasana Properties Ltd 
Email: nikhil@vasana.co.uk
Phone: 07504345994

We are registered with the Information Commissioner’s Office (ICO) under registration number: ZB911593

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🔹 2. What Information We Collect

We may collect and process the following personal information:

From landlords and tenants:
    •    Full name
    •    Contact details (email, phone, address)
    •    Identification documents (e.g. passport, driving licence)
    •    Bank details (for rent or deposit payments)
    •    Employment and income information
    •    Credit, referencing, and guarantor details

From website visitors:
    •    IP address
    •    Browser/device information
    •    Website usage data (via cookies — see below)

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🔹 3. How We Use Your Information

We use your data for the following purposes:
    •    To process tenancy applications
    •    To manage lettings and property maintenance
    •    To comply with legal and regulatory obligations
    •    To carry out referencing and credit checks
    •    To handle complaints or disputes
    •    To contact you regarding services or updates
    •    For marketing (only with your consent)

We will never sell your data to third parties.

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🔹 4. Lawful Bases for Processing

We process your data under the following lawful grounds:
    •    Contract – to deliver our services (e.g. tenancy agreements)
    •    Legal obligation – for compliance with laws (e.g. deposit protection, Right to Rent)
    •    Consent – for optional marketing
    •    Legitimate interests – to improve services and manage enquiries

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🔹 5. Sharing Your Information

We may share data with trusted third parties, such as:
    •    Deposit protection schemes (e.g. TDS, DPS)
    •    Referencing agencies
    •    Maintenance contractors
    •    Government bodies (e.g. HMRC, local councils)
    •    The Property Redress Scheme or legal advisers (if needed)

We ensure all third parties comply with data protection regulations.

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🔹 6. How We Store and Protect Your Data

Your data is stored securely on encrypted systems. We implement technical and organisational measures to prevent loss, misuse, or unauthorised access.

We retain data only as long as necessary for legal or business reasons. Typically:
    •    Tenancy records: 6 years after tenancy ends
    •    Financial records: 6 years (for HMRC)
    •    Marketing consents: Until withdrawn

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🔹 7. Your Data Protection Rights

Under UK GDPR, you have the right to:
    •    Access your personal data
    •    Request correction or deletion
    •    Object to or restrict processing
    •    Withdraw consent (where applicable)
    •    Complain to the ICO

To exercise any rights, email: nikhil@vasana.co.uk

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🔹 8. Cookies & Website Tracking

We use cookies to improve your experience and analyse traffic. These may collect:
    •    IP address
    •    Browser type
    •    Pages visited

You can control cookies through your browser settings.

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🔹 9. Updates to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website, with the date of last update shown below.

Last updated: 07/2025

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🔹 10. Contact Us

If you have any questions about this policy or how we handle your data, contact:

Vasana Properties Ltd
📧 Email: nikhil@vasana.co.uk
📞 Tel: 07504345994

GDPR Policy

This GDPR Policy sets out how VASANA PROPERTIES collects, uses, stores, and protects your personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

⸻

🔹 1. Who We Are

VASANA PROPERTIES LTD
Registered Address: 71-75 Shelton Street, London, WC2H9JQ
Company Number: 15911999

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🔹 2. Our Commitment

We are committed to safeguarding the privacy of your personal information and ensuring compliance with data protection laws. This means we will:
    •    Process your data lawfully, fairly, and transparently
    •    Collect only what we need and no more
    •    Keep your data accurate and up to date
    •    Protect your data using appropriate security
    •    Retain data only as long as necessary
    •    Respect your rights under UK GDPR

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🔹 3. What Personal Data We Collect

Depending on your interaction with us, we may collect:
    •    Full name, address, contact details
    •    Email and telephone number
    •    Proof of ID (passport, driving licence)
    •    Bank and payment details
    •    Employment and financial references
    •    Tenancy and rental history
    •    IP address and website usage data (for visitors)

We do not collect or store any special category (sensitive) data unless strictly necessary and with your consent.

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🔹 4. Why We Process Your Data (Lawful Basis)

We process personal data under one or more of the following lawful bases:
    •    Contract – to provide lettings services or enter into agreements with you
    •    Legal obligation – to comply with regulations (e.g. tenancy law, Right to Rent checks)
    •    Legitimate interest – to improve our services and operate efficiently
    •    Consent – for email marketing or when required by law

We do not use automated decision-making.

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🔹 5. Sharing Your Data

We only share your data when necessary and with trusted third parties, including:
    •    Tenancy deposit schemes (e.g. DPS, TDS)
    •    Referencing or credit check agencies
    •    Contractors (for repairs or maintenance)
    •    Legal professionals or regulatory bodies (e.g. PRS, ICO, HMRC)

All third-party processors are bound by data protection agreements and policies.

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🔹 6. How We Protect Your Data

We implement strong technical and organisational measures to protect your data:
    •    Encrypted devices and secure cloud systems
    •    Restricted access to sensitive information
    •    Regular reviews and updates to our security measures

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🔹 7. How Long We Keep Your Data

We retain personal data only as long as necessary:
    •    Tenancy information: up to 6 years after tenancy ends
    •    Financial records: 6 years (for accounting and HMRC purposes)
    •    Marketing data: until you withdraw consent

When data is no longer required, it is securely deleted or anonymised.

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🔹 8. Your GDPR Rights

You have the right to:
    •    Access the personal data we hold about you
    •    Correct inaccurate or outdated data
    •    Request erasure (in certain cases)
    •    Restrict or object to processing
    •    Withdraw consent at any time
    •    Data portability
    •    Lodge a complaint with the ICO

To exercise these rights, contact: nikhil@vasana.co.uk

For more details, visit the Information Commissioner’s Office: www.ico.org.uk

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🔹 9. Cookies and Website Tracking

We use cookies on our website to improve your experience. Please refer to our Cookie Policy for more details.

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🔹 10. Updates to This Policy

We may update this GDPR Policy periodically to reflect legal or operational changes. Please check this page regularly for updates.

Last updated: 07/2025

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🔹 Contact Us

If you have any questions or wish to make a GDPR request, please contact:

VASANA PROPERTIES LTD
nikhil@vasana.co.uk
07504 345994