Last updated: 9 June 2026

Signature Lettings is committed to protecting your privacy and handling your personal information responsibly, securely and transparently.

This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, make an enquiry, request a valuation, apply for a tenancy, instruct us to let or manage a property, or otherwise use our services.

For the purpose of this Privacy Policy, “Signature Lettings”, “we”, “us” or “our” refers to Signature Lettings.

1. Who We Are

Signature Lettings is a Leicester-based letting agency providing lettings, property management and related property services to landlords, tenants, applicants and property investors.

We may also work alongside our wider property network, including Signature Sales and Fine & Country Leicester, where relevant to the services requested.

Signature Lettings
40 The Parade
Oadby
Leicester
LE2 5BF
United Kingdom

Email: lettings@signaturelettings.co.uk
Telephone: 0116 482 1359

2. Personal Information We Collect

We may collect and process personal information including:

• Your name, address, email address and telephone number

• Property address and property ownership details

• Enquiry details submitted through our website

• Valuation requests and landlord service enquiries

• Tenancy application details

• Date of birth and identity information

• Right to Rent information, where required by law

• Employment, income and affordability information

• Previous landlord, employer and character references

• Guarantor details, where applicable

• Bank details and payment information

• Rent, deposit, arrears and tenancy payment records

• Maintenance requests and property management correspondence

• Inspection, inventory and checkout information

• Complaints, disputes and communication records

• Website usage information, such as IP address, device information, pages visited and cookie data

We may also process limited special category data where necessary, for example where health information is relevant to property access, safeguarding, vulnerability, reasonable adjustments or tenancy support. We will only process this information where we have a lawful basis to do so.

3. How We Collect Your Information

We may collect information directly from you when you:

• Visit our website

• Complete an online enquiry form

• Request a rental valuation

• Contact us by phone, email, WhatsApp, social media or in person

• Apply to rent a property

• Instruct us to let or manage your property

• Sign a tenancy agreement or landlord agreement

• Report a maintenance issue

• Provide documents or identification

• Communicate with our team

We may also receive information from third parties, including:

• Landlords

• Tenants and applicants

• Guarantors

• Previous landlords

• Employers and referees

• Referencing agencies

• Contractors and suppliers

• Property portals such as Rightmove, Zoopla and OnTheMarket

• Local authorities

• Utility providers

• Deposit protection schemes

• Insurance providers

• Solicitors, accountants and professional advisers

• Regulatory bodies, courts or law enforcement agencies where required

4. How We Use Your Personal Information

We use personal information to provide and manage our lettings and property management services. This may include:

• Responding to your enquiries

• Arranging property valuations

• Marketing rental properties

• Arranging and managing viewings

• Processing tenancy applications

• Carrying out tenant referencing and affordability checks

• Carrying out Right to Rent checks

• Preparing tenancy agreements and related documents

• Managing landlord instructions and terms of business

• Registering and managing deposits

• Collecting rent and managing payments

• Managing rent arrears and tenancy accounts

• Arranging maintenance, repairs and inspections

• Communicating with landlords, tenants, applicants, contractors and third parties

• Managing renewals, rent reviews, notices and end-of-tenancy processes

• Handling complaints, disputes and legal matters

• Meeting legal, regulatory, accounting and tax obligations

• Preventing fraud, money laundering and unlawful activity

• Improving our website, services, systems and customer experience

• Sending service updates and, where permitted, marketing communications

5. Our Lawful Basis for Processing

Under UK data protection law, we must have a lawful basis for using your personal information. Depending on the circumstances, we may rely on:

Contract
Where processing is necessary to enter into or perform a contract with you, such as a tenancy agreement, landlord terms of business, property management agreement or contractor arrangement.

Legal obligation
Where processing is necessary to comply with legal requirements, including Right to Rent checks, deposit protection, accounting, tax, housing legislation, health and safety duties, anti-money laundering requirements and regulatory obligations.

Legitimate interests
Where processing is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include managing enquiries, marketing rental properties, managing tenancies, preventing fraud, recovering arrears, maintaining business records, improving our services and protecting our legal position.

Consent
Where we rely on your consent, for example for certain marketing communications or non-essential cookies. You can withdraw your consent at any time.

Vital interests
In rare circumstances, where processing is necessary to protect someone’s life.

Substantial public interest
In limited circumstances, where required for safeguarding, legal claims, regulatory matters or preventing unlawful activity.

6. Sharing Your Personal Information

We only share personal information where it is necessary, lawful and relevant to the service being provided.

We may share information with:

• Landlords

• Tenants and applicants

• Guarantors

• Referencing agencies

• Contractors and maintenance providers

• Inventory clerks and inspection providers

• Deposit protection schemes

• Utility companies and council tax departments

• Local authorities

• Property portals and marketing platforms

• Payment providers and rent processing platforms

• Insurance and rent guarantee providers

• Solicitors, accountants and professional advisers

• Regulators, ombudsman schemes and redress bodies

• Courts, tribunals and law enforcement agencies where required

• IT, website, email, CRM, cloud storage and software providers

• Signature Sales and Fine & Country Leicester, where relevant to the service requested

We do not sell your personal information to third parties.

7. Tenant Referencing and Applications

If you apply to rent a property through Signature Lettings, we may use your personal information to assess your suitability as a tenant.

This may include identity checks, credit checks, affordability checks, employment checks, previous landlord references and Right to Rent checks.

Relevant information may be shared with the landlord of the property to help them make an informed decision about your application. We will only share information that is necessary and proportionate.

If your application is successful, we will continue to process your information for tenancy management purposes.

8. Landlord Information

If you are a landlord, we may process your personal information to provide lettings, property management, rent collection, compliance, accounting and related services.

This may include property ownership information, bank details, payment records, property compliance documents, communication records and information needed to fulfil our legal and contractual obligations.

9. Marketing Communications

We may contact you with information about our services where you have requested this, where you have given consent, or where we are otherwise permitted by law.

This may include updates about lettings, property management, rental valuations, landlord services, available properties or related property services.

You can opt out of marketing communications at any time by contacting us or using the unsubscribe option where available.

We may still contact you with important service-related messages where necessary, including messages about your enquiry, property, tenancy, rent, maintenance, compliance, account or legal obligations.

10. Cookies and Website Tracking

Our website may use cookies and similar technologies to help the website function, improve user experience, analyse website traffic and support marketing activity.

Some cookies are essential for the website to work properly. Other cookies, such as analytics or marketing cookies, will only be used where consent is required and has been provided.

You can manage your cookie preferences through our cookie banner or through your browser settings.

For more information, please see our Cookie Policy.

11. How Long We Keep Your Information

We will only keep your personal information for as long as necessary for the purpose it was collected and to meet legal, accounting, regulatory and reporting requirements.

Retention periods may vary depending on the type of information and the nature of our relationship with you.

For example, we may need to keep tenancy, landlord, accounting, compliance and transaction records for several years after our relationship with you ends.

When information is no longer required, we will securely delete, anonymise or destroy it.

12. How We Protect Your Information

We take appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, misuse, alteration or disclosure.

These measures may include secure systems, access controls, password protection, staff training, document management procedures, secure storage and secure disposal of records.

However, no website, email system or internet transmission is completely secure. Please take care when sending sensitive information electronically.

13. International Transfers

Some of our service providers may store or process personal information outside the United Kingdom.

Where this happens, we will take steps to ensure appropriate safeguards are in place to protect your personal information in accordance with UK data protection law.

14. Your Data Protection Rights

Depending on the circumstances, you may have the right to:

• Access the personal information we hold about you

• Ask us to correct inaccurate or incomplete information

• Ask us to delete your personal information

• Ask us to restrict how we use your information

• Object to certain types of processing

• Request transfer of your information to another organisation

• Withdraw consent where we rely on consent

• Complain about how we handle your information

To exercise your rights, please contact us using the details below. We may need to verify your identity before responding.

15. Complaints

If you have concerns about how we handle your personal information, please contact us first so we can investigate and respond.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection matters.

16. Third-Party Websites

Our website may contain links to third-party websites, including property portals, partner businesses and social media platforms.

We are not responsible for the privacy practices, content or security of third-party websites. You should read their privacy policies before providing any personal information.

17. Changes to This Privacy Policy

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

The latest version will be published on our website with the date it was last updated.

18. Contact Us

If you have any questions about this Privacy Policy or how we use your personal information, please contact:

Signature Lettings
40 The Parade
Oadby
Leicester
LE2 5BF
United Kingdom

Email: lettings@signaturelettings.co.uk
Telephone: 0116 482 1359