Privacy Policy
Last updated: 27 July 2026
Who we are
Shores Properties Ltd ("we", "us", "our") is a letting and block management agency registered in England and Wales, company number 13341698, with its registered office at 43 Cleveland Road, Brighton BN1 6FG.
We are the data controller for the personal information described in this policy.
We are registered with the Information Commissioner's Office, registration number ZB205982.
We are a member of ARLA Propertymark (ref M00000948) and of The Property Ombudsman redress scheme. Client money is protected through the Propertymark Client Money Protection Scheme. We are supervised by HM Revenue & Customs for anti-money laundering purposes.
Contact: office@shoresproperties.co.uk · 01273 076787
What this policy covers
This policy explains what personal information we collect, why we collect it, who we share it with, how long we keep it, and what rights you have.
It applies to landlords, tenants and tenancy applicants, guarantors, leaseholders, freeholders, contractors and suppliers, and visitors to our website.
Information we collect
Landlords and property owners — Name, address, contact details, bank account details, property details, title and lease documents, mortgage and insurance details, tax status including Non-Resident Landlord status and HMRC references, and correspondence with us.
Tenants, applicants and guarantors — Name, contact details, date of birth, current and previous addresses, employment and income details, bank details, references, credit and affordability check results, right-to-rent documentation including passport or immigration status documents, next of kin or emergency contact details, tenancy documentation, rent payment history, and correspondence with us.
Where relevant to a tenancy we may also hold information about household composition, pets, and any adjustments or vulnerabilities you tell us about.
Leaseholders and freeholders — Name, contact details, correspondence address, lease and title details, service charge and ground rent account information, consultation responses, and correspondence with us.
Contractors and suppliers — Name, contact details, bank details, insurance and qualification certificates, and correspondence with us.
Website visitors — Information collected through cookies as described in our Cookie Policy, and any details you provide through our contact form.
Special category and criminal offence data
Some information we handle is more sensitive.
Where you tell us about a health condition, disability or adjustment relevant to a tenancy or to access for repairs, we process that information to fulfil our obligations and to make reasonable adjustments. Our lawful basis is substantial public interest, and for equality purposes, under Schedule 1 of the Data Protection Act 2018.
Where credit or reference checks reveal insolvency or court judgment information, we process it to assess a tenancy application. We do not routinely seek criminal record information.
We collect right-to-rent documentation because the Immigration Act 2014 requires us to. It is used only for that purpose.
Why we use your information, and our lawful basis
- To enter into and perform a tenancy or management agreement — Contract; legitimate interests
- To collect rent, service charges and ground rent, and to account to landlords and clients — Contract; legal obligation
- To carry out referencing, affordability and right-to-rent checks — Legal obligation; legitimate interests
- To protect and register tenancy deposits — Legal obligation
- To arrange repairs, maintenance and statutory compliance inspections — Contract; legal obligation
- To carry out Section 20 consultation and block management functions — Legal obligation; legitimate interests
- To meet anti-money laundering and client money handling obligations — Legal obligation
- To keep accounting records and meet tax obligations — Legal obligation
- To handle complaints and disputes, including deposit adjudication and court proceedings — Legitimate interests; legal claims
- To respond to enquiries through our website — Legitimate interests
- To send service and legislation updates you have asked for — Consent
Where we rely on legitimate interests, those interests are running our business, managing property effectively, protecting client money, and establishing or defending legal claims. You may object to processing based on legitimate interests — see "Your rights" below.
Who we share your information with
We share personal information only where necessary, and only with:
- Landlords and property owners, where we act as their agent
- Tenants, where necessary to manage the tenancy
- Freeholders and their advisers, in connection with block management
- Tenancy deposit schemes, including the Tenancy Deposit Scheme (TDS)
- Our referencing and tenancy insurance provider, HomeLet
- Contractors and suppliers attending a property, who receive only the contact details and access information needed to carry out the work
- Utility providers and local authorities, including for council tax and licensing purposes
- Our accountants and auditors
- Our solicitors and other professional advisers
- Our banks, in respect of client money accounts
- Software providers who host our systems on our behalf
- HM Revenue & Customs, and other regulators or public authorities where we are required to disclose
- The Property Ombudsman and ARLA Propertymark, in connection with complaints or compliance
- A purchaser or successor, if we sell or transfer our business
We do not sell your personal information, and we do not share it for advertising purposes.
Transfers outside the UK
Some of our software providers store data outside the UK. Where that happens we ensure appropriate safeguards are in place, such as UK adequacy regulations or the International Data Transfer Agreement. You may ask us for details.
How long we keep your information
- Tenancy and management records — 6 years after the end of the tenancy or agreement
- Right-to-rent documentation — duration of the tenancy plus one year
- Anti-money laundering records — 5 years after the end of the business relationship
- Accounting and client money records — 6 years after the end of the financial year
- Block management and service charge records — 6 years; longer where major works, a live consultation or a lease requires it
- Unsuccessful tenancy applications — 6 months
- Website enquiries — 2 years
- Marketing consents — until you withdraw consent
We may keep information longer where needed for a legal claim, or where the law requires it.
Your rights
You have the right to:
- Ask for a copy of the personal information we hold about you
- Ask us to correct information that is inaccurate or incomplete
- Ask us to delete information, where there is no good reason for us to keep it
- Object to processing based on legitimate interests
- Ask us to restrict processing while a concern is resolved
- Ask us to transfer your information to another organisation, where processing is based on consent or contract and carried out automatically
- Withdraw consent at any time, where we rely on consent
To exercise any of these rights, contact us using the details below. We will respond within one month. There is normally no charge.
We may ask you to verify your identity before we act on a request.
Automated decision-making
We do not make decisions about you by automated means alone. Referencing providers may use automated scoring as part of an affordability assessment, but any decision about a tenancy is made by a person.
Keeping your information secure
We hold information on secured, access-controlled systems, and limit access to those who need it. Client money is held in designated client accounts, separate from our own funds, and is protected through the Propertymark Client Money Protection Scheme.
Changes to this policy
We may update this policy from time to time. The date at the top shows when it was last revised.
Contact us and how to complain
Shores Properties Ltd 43 Cleveland Road, Brighton BN1 6FG Email: office@shoresproperties.co.uk Telephone: 01273 076787
If you are unhappy with how we have handled your personal information, please contact us first so we can put it right.
You also have the right to complain to the Information Commissioner's Office at ico.org.uk, on 0303 123 1113, or at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.