Privacy Policy | Spyder Properties

1. INTRODUCTION

Spyder Properties Ltd ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you submit a rental application or contact us through our website.

Spyder Properties Ltd operates residential rental properties and manages tenant applications.

By completing an application form or contacting us, you agree to the terms of this Privacy Policy.

If you have any questions about this policy, you can contact us at:

Email: bill@spyderproperties.com

2. WHO WE ARE (DATA CONTROLLER)

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the data controller responsible for your personal data is:

Spyder Properties Ltd
Company Number: SC254065

Registered Address:
1/5 Esdaile Park
Edinburgh
Midlothian
EH9 2PS

3. WHAT PERSONAL DATA WE COLLECT

When you submit a rental application through our website, we may collect the following personal information.

Primary Applicant Information

Full name
Email address
Phone number
Current residential address
Date moved into current address

Employment Information

Occupation or job title
Employment start date
Employer’s name
Employer’s email address
Work address

Secondary Applicant Information (if applicable)

If a second adult is applying to live at the property, we may collect:

Full name
Email address
Phone number
Address information
Date moved into address
Employment status
Occupation or job title
Employment start date
Employer details

Household Information

We may also collect information relating to the household applying to occupy the property, including:

Whether additional occupants (such as children or dependants) will live at the property
Names and ages of additional occupants (if applicable)
Pet Information
Where applicable, we may collect:
Whether pets will live at the property
Type, breed, and age of each pet
Financial Information

We may collect information relating to the tenancy affordability, including:

Confirmation of whether you are able to pay the first six months of rent in advance (if required)

References

To assess your application, we may collect:

Current landlord’s name
Landlord’s phone number
Landlord’s email address
Character or professional reference name
Relationship of the reference (for example employer or colleague)

Property Application Information

We also collect:

The property you are applying for
Any additional information you provide in your application

4. HOW WE USE YOUR PERSONAL DATA

We use the personal information you provide to:

Assess and process your rental application
Communicate with you about the property you are applying for
Verify your employment and references
Contact landlords or referees where required
Manage tenancy agreements if your application is successful
Maintain records relating to tenancy applications
Comply with legal and regulatory obligations

Our lawful basis for processing your personal data includes:

Contractual necessity – to take steps prior to entering into a tenancy agreement
Legitimate interests – to assess tenant suitability and manage property applications
Legal obligations – where we are required to comply with applicable law

5. HOW LONG WE KEEP YOUR DATA

We retain personal data only for as long as necessary for the purposes for which it was collected. Typical retention periods are:

Unsuccessful tenancy applications – retained for up to 12 months
Tenant records and tenancy agreements – retained for up to 7 years for legal, financial, and regulatory purposes

After these periods, personal data will be securely deleted or anonymised.

6. COOKIES AND WEBSITE DATA

Our website may use cookies or similar technologies to understand how visitors interact with our site and to improve user experience.

What are cookies?

Cookies are small text files placed on your device when you visit a website. They help websites function correctly and provide information about how the site is used.

Types of cookies we may use

Essential cookies required for the website to operate
Analytics cookies used to understand visitor behaviour and improve the website
Preference cookies which remember certain settings

Managing cookies

You can manage or disable cookies through your browser settings. Disabling certain cookies may affect how the website functions.

More information about cookies can be found at:
www.allaboutcookies.org

7. SHARING YOUR PERSONAL DATA

We do not sell or rent your personal data to third parties.

We may share your data with:

Referencing agencies or service providers who assist with tenant referencing
Professional advisers such as solicitors or accountants
IT and website service providers
Legal or regulatory authorities where required by law

All third parties we work with are required to process personal data securely and in accordance with UK GDPR

8. DATA SECURITY

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, or disclosure.

However, no internet transmission method is completely secure, and we cannot guarantee absolute security of data submitted online.

9. YOUR RIGHTS

Under UK GDPR, you have the following rights regarding your personal data:

Right of access – request a copy of the personal data we hold about you
Right to rectification – request correction of inaccurate or incomplete data
Right to erasure – request deletion of your data in certain circumstances
Right to restrict processing – request limitation on how your data is used
Right to data portability – request your data in a structured format
Right to object – object to processing based on legitimate interests
Right to withdraw consent where processing relies on consent

To exercise any of these rights, please contact us at bill@spyderproperties.com

We will respond within one month of receiving your request.

10. COMPLAINTS

If you are unhappy with how your personal data has been handled, you have the right to lodge a complaint with the UK’s data protection authority:

Information Commissioner's Office (ICO)
Website: www.ico.org.uk

Helpline: 0303 123 1113

We would appreciate the opportunity to address your concerns first. Please contact us at bill@spyderproperties.com
before raising a complaint with the ICO.

11. LINKS TO OTHER WEBSITES

Our website may contain links to external websites. We are not responsible for the privacy practices or content of those websites. Please review their privacy policies before providing personal data.

12. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements.

The most current version will always be available on our website, and the "Last updated" date at the top of the policy will be revised accordingly.

13. CONTACT US

If you have any questions about this Privacy Policy or how we handle personal data, please contact:

Spyder Properties Ltd
1/5 Esdaile Park
Edinburgh
Midlothian
EH9 2PS

Email: bill@spyderproperties.com