Privacy Policy

Last updated: November 2026

This policy explains how Portus Lets Ltd collects, uses and protects your personal data when you use our website or our lettings and property management services. It applies to landlords, tenants, applicants, guarantors, contractors and anyone who contacts us.

Who we are

Portus Lets Ltd is the data controller for your personal data.

  • Registered office: Studio 4, 12 Jordan Street, Liverpool L1 0BP
  • Company number: 12589348
  • ICO registration: ZB224507
  • Data protection contact: privacy@portuslets.co.uk

What personal data we collect

Depending on how you deal with us, we may collect:

  • Identity details: name, date of birth, and ID documents such as passports, visas and share codes for right to rent checks
  • Contact details: address, email address and phone number
  • Financial details: bank details, rent and payment history, income and employment details, and credit checks
  • Referencing information: previous landlord, employer and guarantor references
  • Property details: addresses, ownership, tenancy agreements, inventories, inspection reports, photos and safety certificates
  • Communications: emails, calls, messages and repair reports
  • Website data: information about how you use our website, collected through cookies. See our Cookie Policy.

How we collect it

  • Directly from you, for example through our website forms, emails, calls, applications and tenancy paperwork
  • From referencing agencies, credit reference agencies, previous landlords, employers and guarantors
  • From landlords about their tenants, and from tenants about their landlords’ properties
  • From councils, government bodies and public registers where relevant
  • Automatically through our website, using cookies

Why we use it, and our legal basis

  • Marketing and letting properties, and arranging viewings: contract, or taking steps to enter into one
  • Referencing, credit and affordability checks: contract and legitimate interests
  • Right to rent checks: legal obligation
  • Setting up and managing tenancies, collecting rent and paying landlords: contract
  • Protecting deposits: legal obligation
  • Arranging repairs, maintenance and safety checks: contract and legal obligation
  • Notifying utility companies and the council of tenancy changes: legitimate interests
  • Licensing, tax, anti-money laundering and other regulatory duties: legal obligation
  • Responding to enquiries and complaints: legitimate interests
  • Improving our website and services: legitimate interests, or consent for non-essential cookies
  • Sending you news and marketing: consent, which you can withdraw at any time

Who we share it with

We only share personal data where we need to, with:

  • Our service providers: our lettings CRM (Street), our rent collection and client accounting platform (PayProp), and our email and business software
  • Referencing providers: Advanced Rent, and the credit reference agencies they use
  • Deposit protection: the Deposit Protection Service (DPS)
  • Utility notification: Notify, which tells utility suppliers and the council about changes of occupier
  • Contractors: so they can arrange and carry out repairs and safety checks
  • Landlords and tenants: the information each needs to manage the tenancy
  • Public bodies: councils, HMRC, the police and courts, where the law requires it or it’s needed to protect our legal rights
  • Professional advisers: such as solicitors, accountants and insurers

We never sell your personal data.

Embedded content

Our website includes embedded content from other websites, such as a Google Map on our Contact page. Embedded content behaves in the same way as if you had visited the other website, and the provider may collect data about you, use cookies and track your interaction with that content.

International transfers

Some of our team are based in the Philippines and can access personal data through our secure systems to help manage properties and tenancies. Where personal data is accessed outside the UK, we put safeguards in place that meet UK data protection law, such as the UK International Data Transfer Agreement, and restrict access to what each team member needs for their role.

How long we keep it

  • Tenancy and management records: 6 years after the tenancy or management agreement ends
  • Financial and accounting records: 6 years, as required by HMRC
  • Right to rent documents: length of the tenancy plus 1 year
  • Unsuccessful applicants: 6 months
  • General enquiries that don’t lead to business: 2 years
  • Marketing preferences: until you unsubscribe

How we protect it

We hold personal data in secure, access-controlled systems, limit access to staff who need it, and train our team on data protection.

Your rights

You have the right to:

  • Access the personal data we hold about you
  • Have inaccurate data corrected
  • Ask us to delete your data, where we no longer have a reason to keep it
  • Ask us to restrict or stop using your data in certain circumstances
  • Object to us using your data for legitimate interests or marketing
  • Receive your data in a portable format, where this applies
  • Withdraw your consent at any time, where we rely on consent

To use any of these rights, email privacy@portuslets.co.uk. We’ll normally respond within one month.

Complaints

If you’re unhappy with how we’ve handled your data, please contact us first. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.

Changes to this policy

We may update this policy from time to time. The latest version will always be on this page.