1. Introduction
Reviewed May 2026
Meliora Property Management Limited is registered with the Information Commissioner’s Office under registration number ZB340383
Meliora Property Management Limited (“we”, “us”, “our”) is committed to protecting the privacy and security of your personal information.
This Privacy Notice outlines how we collect and use personal information about you during and after your contract with us, in accordance with the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018 (“Data Protection Legislation”)
Meliora Property Management Limited is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under the Data Protection Legislation to notify you of the information contained in this Privacy Notice.
You are being sent a copy of this privacy notice because you are one of our applicants or tenants. It makes you aware of how and why your personal information will be used, namely for the purposes of managing your tenancy agreement, and how long we will usually keep your personal information for. It provides you with certain information that must be provided under the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018 (‘Data Protection Legislation”)
This notice applies to current and former applicants / tenants and does not form part of any contract to provide services. We may update this notice at any time.
It is important that you read this notice, together with any other Privacy Notice we may provide on specific occasions when we are collecting, storing or using personal information about you, so that you are aware of how and why we are using such information.
2. Data Protection Principles:
There are six overarching principles of the GDPR which we will ensure compliance with when processing your personal data. This says that the personal information we hold about you must be:
- used lawfully, fairly and in a transparent way;
- collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
- relevant to the purposes we have told you about and limited only to those purposes;
- accurate and kept up to date;
- kept only as long as necessary for the purposes we have told you about; and
- kept securely.
The types of personal information we hold about you:
In connection with your tenancy, or application for a tenancy agreement with us, we will collect, store, and use the following types of personal information about you:
- personal details such as your name, date of birth, National Insurance number, identification documents, photographs, contact details and contact preferences;
- next of kin information;
- information you have provided in your application for housing, including references, pre-tenancy assessments, housing history and income details;
- the details of other individuals living with you;
- financial details including bank details, credit history, benefit support, rent account details and income and expenditure assessments;
- employment status;
- right to rent documentation and immigration status information where required by law;
anti-money laundering, sanctions screening, fraud prevention and identity verification information;
tenancy conduct and compliance information;
CCTV or call recording information where applicable; - complaints of anti-social behaviour;
- complaints about our services; and
- repair logs.
We will also collect, store and use the following types “special categories” of more sensitive personal information:
- Certain personal information may constitute special category personal data under UK GDPR, including limited health, vulnerability or equality information where relevant to the tenancy, support requirements, safeguarding concerns or legal obligations. We only process such information where lawful and necessary to do so.
- Information relating to criminal allegations, offences or proceedings where relevant to legal obligations, tenancy management, anti-social behaviour investigations, safeguarding concerns or legal proceedings.
How we collect your information:
We collect, store and hold personal information relating to you from the following sources:
- You, the tenant;
- Your previous landlord;
- Your named referees; and
- other third parties where permitted or required by law, including local authorities, referencing providers, fraud prevention agencies, compliance providers, deposit protection providers, insurers, legal advisers and law enforcement agencies.
How we use your information:
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
- where we need to perform the contract we have entered into with you;
- where we need to comply with a legal obligation; and
- where we need to comply with regulatory obligations including Right to Rent requirements, anti-money laundering obligations, sanctions screening requirements, fraud prevention measures and legal or regulatory compliance obligations; and
- where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
We may also use your personal information in the following situations, which are likely to be rare:
- where we need to protect your interests (or someone else’s interests); and
- where you have given to consent to the processing.
We use this personal information to carry out our duties as a Letting and Management Agent. This includes:
- communicating with you about your tenancy;
- letting, renting and leasing properties;
- provision of management services e.g. repairs;
- arranging property inspections, inventories and tenancy documentation;
protecting the safety and security of tenants, landlords, contractors and neighbouring occupiers;
investigating tenancy breaches, anti-social behaviour, complaints or disputes;
recovering rent arrears or other debts;
complying with court orders, legal proceedings or regulatory requirements; - carrying out research;
- maintaining our accounts and records;
- sending service updates, regulatory information and, where appropriate, marketing communications where lawful to do so. You may opt out of marketing communications at any time.
Failure to provide the personal information requested may result in applications for one of our rental properties being refused.
Non-Automated Decision Making and Profiling
We may use automated systems and tools to support certain business processes, such as risk assessment, fraud prevention, affordability checks, identity verification, or record management.
These tools may analyse personal data using predefined criteria or rules to generate indicators, scores, or recommendations. However, we do not make decisions that have a legal or similarly significant effect on individuals based solely on automated processing. Any such decisions are subject to meaningful human review.
The use of these tools may influence the speed or level of review applied to an application or request, but individuals will not be subject to automatic rejection or adverse decisions without human involvement.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
Credit Reference and Affordability Checks
To help us assess applications, prevent fraud, and meet our legal and regulatory obligations, we may obtain information about you from credit reference agencies (CRAs).
We obtain this information via Creditsafe, which uses its data partner TransUnion to supply consumer credit and identity data.
- Creditsafe Business Solutions Limited is authorised and regulated by the Financial Conduct Authority
FCA Firm Reference Number: 742313 - TransUnion International UK Limited is authorised and regulated by the Financial Conduct Authority
FCA Firm Reference Number: 805757
The information we receive may include data relating to your identity, credit commitments, payment history, and public record information. This data is used solely for legitimate business purposes, including creditworthiness assessment, identity verification, and fraud prevention, in accordance with applicable data protection laws.
Further information about how Creditsafe and TransUnion process your personal data can be found in their respective privacy notices:
- Creditsafe Privacy / Transparency Notice:
Transparency Notice | Customers & Suppliers - TransUnion CRAIN (Credit Reference Agency Information Notice):
https://www.transunion.co.uk/legal/privacy-centre/pc-credit-reference - TransUnion Bureau Privacy Notice:
https://www.transunion.co.uk/legal/privacy-centre/pc-bureau
3. Other uses of your personal information:
- If we sell any part of our business and/or integrate it with another organisation your details may be disclosed to our advisers and to prospective purchasers or joint venture partners and their advisers. If this occurs the new owners of the business will only be permitted to use your information in the same or similar way as set out in this privacy notice.
- We will share personal information with our regulators, governmental or quasi-governmental organisations, law enforcement authorities and with courts, tribunals and arbitrators as may be required from time to time in order to comply with our regulatory and legal obligations.
- Where we use third party services providers who process personal information on our behalf in order to provide services to us. This includes IT systems providers and IT contractors as well as third party referencing or screening agencies for the purposes of the prevention and detection of crime.
- We may share your personal information with any person working within the Meliora Property Management Limited organisation on a need to know basis, to ensure we are able to perform our obligations to you.
- We will hold your personal information on our client management systems and use this to provide you with additional information or services offered by Meliora Property Management to those which you have engaged us to provide which we feel you might find useful from time to time. You have the opportunity to opt out of receiving this information at any time.
4. How we share tenant information:
We will share your personal information with third parties where required by law, where it is necessary to administer the tenancy agreement with you or where we have another legitimate interest in doing so.
Third party providers include but are not limited to the following:
- Rightmove Referencing
- Alto Software (Zoopla Group)
- The Deposit Protection Service
- Maintenance Contractors and
- Utility Providers.
- Inventory providers;
Compliance and sanctions screening providers;
Insurers;
Legal advisers;
Accountants; and
Debt recovery providers.
Any third parties must process the information as permitted by the GDPR and the Data Protection Act 2018.
Where it is required or necessary in accordance with the Data Protection Legislation, we may also share information with:
- HMRC
- your Landlord
- suppliers and service providers;
- financial organisations;
- debt collection agencies;
- central government;
- auditors;
- survey and research organisations;
- professional advisers and consultants;
- police forces;
- courts and tribunals;
- professional bodies; and
- insurers.
5. International Transfers:
Some of our software providers or data processors may process or store personal information outside the United Kingdom. Where this occurs, we will ensure appropriate safeguards are in place in accordance with UK GDPR.
6. Data Security:
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
7. How long we keep personal information:
We will retain the personal information you provide for as long as necessary in connection with your tenancy and, where appropriate, after the tenancy has ended in order to comply with legal and regulatory obligations, resolve disputes, maintain security, prevent fraud, recover outstanding debts or protect our legitimate interests.
As a general guide, tenancy, financial, identification and compliance records may be retained for up to six years after the end of the tenancy, or longer where required by law, insurance obligations, dispute resolution, fraud prevention or legal proceedings.
Information obtained as part of referencing, affordability assessments, identity verification and compliance checks will only be retained for as long as reasonably necessary and will then be securely deleted or anonymised where appropriate.
8. Your rights:
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your involvement with us.
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
- Withdraw consent where consent is relied upon as the lawful basis for processing;
Complain to the Information Commissioner’s Office; and - Receive a response to your request within one month in most circumstances.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact Meliora Property Management Limited. Please note, there are some specific circumstances where these rights do not apply and we can refuse to deal with your request
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the Meliora Property Management. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
Complaints:
We take any complaints we receive about the collection and use of personal information very seriously. We would encourage you to bring it to our attention if you think that our collection or use of information is unfair, misleading or inappropriate. You can make a complaint at any time by contacting us (see contact details section below).
If you think our collection or use of personal information is unfair, misleading or inappropriate or if you have concerns about the security of your personal information, you also have the right to make a complaint to the Information Commissioner’s Office. You can contact the Information Commissioner’s Office at the following address:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Website: www.ico.org.uk
Telephone: 0303 123 1113
Clarity, accessibility and transparency
We are committed to being transparent about how we collect, use, and protect personal data.
The information provided in this Privacy Notice is written in clear, plain language and is intended to be easy to understand.
We aim to ensure that information about our data processing activities is concise, accessible, and available in an appropriate format so that individuals can easily understand how their personal data is used and what rights they have.
Contact us:
You can e-mail us at enquiry@meliorapm.co.uk or write to us at the following address:
Meliora Property Management Limited, The Office, Sellet Hall, Hosticle Lane, Whittington, Lancashire, LA6 2QF
Data protection enquiries should be marked for the attention of Joyce FitzGerald
Tel: 015242 72345 / 07540123576
If you have any questions about this privacy notice or how we handle your personal information, please contact Joyce FitzGerald, using the details above.
