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Privacy Policy Notice 

This notice explains what information we collect, when wecollect it and how weuse this. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how I/we will handle your information.


Who are we?

Aeon Property Management Ltd – Residential & Commercial Letting Agent

We take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.


We are notified as a Data Controller with the Office of the Information Commissioner under registration number Z3193648 and we are the data controller of any personal data that you provide to us.


Our Data Protection Officer is Mr G Wheeler


Any questions relating to this notice and our privacy practices should be sent to


How we collect information from you and what information I collect

We collect information about you:

  • From your application for accommodation
  • From your use of the Landlord Secure Forms downloaded and completed from the Landlord Secure website (including but not limited to creating tenancy agreements, guarantor agreements, or notice).


We collect the following information about you:

  • Tenant name, e-mail address, telephone number Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin, name of university or college where you are studying (if applicable), the name of friends that you are staying with (if applicable);
  • Guarantor name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin (if applicable);
  • Property address; term, rent, deposit, utility and service responsibilities;
  • The employment status of tenants and/or guarantors, address, contact details (including email, phone and fax numbers) of the employer/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received;
  • Bank account details of the tenant, including account number and sort code, and any hire purchase/loan agreements/credit cards or store cards that you have; and
  • Any welfare benefits that you may be eligible for or what you are currently on.


Why we need this information about you and how it will be used


We need your information and will use your information:


  • to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you;
  • to enable us to supply you with the services and information which you have requested;
  • to help you to manage your tenancy;
  • to carry out due diligence on any prospective tenant, including whether there are any money judgements against them, or any history of bankruptcy or insolvency;
  • to analyse the information, we collect so that we can administer, support and improve and develop our business and the services we offer;
  • to contact you in order to send you details of any changes to our supplies which may affect you; and
  • for all other purposes consistent with the proper performance of our operations and business.

Sharing of Your Information

The information you provide to me/us will be treated by me as confidential /[and will be processed only by anythird party, acting on my behalf, within the UK/EEA.

We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:


  • If we enter into a joint venture with or merged with a business entity, your information may be disclosed to our new business partners or owners;
  • To carry out due diligence on you as a prospective tenant/ guarantor, including but not limited to the carrying out of affordability checks, due diligence checks and the obtaining of references from relevant parties, whose data you have provided;
  • If you request so, your information shall be disclosed in order to determine if there are any money judgements against you, as the prospective tenant/guarantor, or to determine if they have a history of bankruptcy or insolvency;
  • If you are unable to make payments under your tenancy, your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a tenant; and
  • In the creation, renewal or termination of the tenancy, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, freeholder, factor, facilities manager or any other relevant person or organisation in connection with this.


Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to me/ us without your consent.


Transfers outside the UK and Europe

Your information will only be stored within the UK and EEA. I/we may transfer your information outside the UK and/or EEA] with your permission if necessary to process your application.


Where information is transferred outside the UK or EEA, I/we ensure that there are adequate safeguards in place to protect your information in accordance with this notice, including the following:

We will insure that if your information has to be used by a third party in another country that they have adequate safeguards/ details of appropriate security provisions in place.)



When you give us information we take steps to make sure that your personal information is kept secure and safe.

All digital information is stored on our computer data base and can only be accessed by an encrypted password and all our paper documentation is stored in a secure locked facility


How long we will keep your information

We review our data retention periods regularly and will only hold your personal data for as

long as is necessary for the relevant activity, or as required by law (we may be legally

required to hold some types of information up to 6 years), or as set out in any relevant contract I have

with you.


Our full retention schedule is available at office. Please contact us for further details.


Your Rights


You have the right at any time to:


  • ask for a copy of the information about you held by us in my records;
  • require us to correct any inaccuracies in your information;
  • make a request to us to delete what personal data of yours we hold; and
  • object to receiving any marketing communications from us.


If you would like to exercise any of your rights above please contact us at


Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information.  The Information Commissioner’s contact details are noted below:




Information Commissioner’s Office

Wycliffe House, Water Lane

Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113




The Information Commissioner’s Office – Scotland

45 Melville Street, Edinburgh, EH3 7HL

Telephone: 0131 244 9001




Information Commissioner’s Office

2nd floor, Churchill House

Churchill way, Cardiff, CF10 2HH

Telephone: 029 2067 8400



Northern Ireland:

Information Commissioner’s Office

3rd Floor, 14 Cromac Place

Belfast, BT7 2JB

Telephone: 028 9027 8757



The accuracy of your information is important to us – please help us keep your records updated by informing us of any changes to your email address and other contact details.




Terms & conditions

Our website is the property of Aeon Property Management Ltd. By using this website, you agree that you consent to and are bound by the following terms and conditions:


The content of this website is © Aeon Property, any reproduction of part or all the contents in any form is prohibited other than in accordance with the following permissions:

You acknowledge Aeon Property Management Ltd as the source of the material. You must include such acknowledgement and the Aeon Property Management Ltd web address ( in the copy of the material and must inform any third party that all the Terms and Conditions set out herewith apply to all parties and are bound by them.

This licence to re-copy does not permit incorporation of the material or any part of it in any other work, publication, or website whether in hard copy or electronic or any other form. In particular (but without limitation) no part of Aeon Property’s website including but not limited to photographs, property details, and/or floorplans may be distributed or copied for any commercial purpose. You may not frame this website without the express consent of Aeon Property Management Ltd. Our Aeon logo is registered in the UK and other parts of the world. Reproduction of this mark other than to view this website is prohibited.


Aeon Property Management Ltd takes all reasonable care to ensure that the information contained on this website is accurate, however, we cannot guarantee its accuracy and we reserve the right to change the information on this website (including these terms and conditions) at any time. You must therefore check these terms and conditions for any such changes each time you visit this website.

Aeon Property Management Ltd makes no warranties or representations of any kind with respect to this website or the content contained on it, including any graphics, advertisements, text, links or any other items. Furthermore, neither Aeon Property or any other contributor to this website make any representation or gives any warranty, condition, undertaking or term either expressed or implied as to the condition, quality, performance, accuracy, fitness for purpose, completeness or freedom from viruses of the content contained on this website or that such content will be accurate, up to date, uninterrupted or error free. Nothing on this website shall be regarded or taken as financial advice.


The user confirms that the terms and conditions and use of this website shall be governed by the laws of England and Wales and that all disputes arising therefrom shall be subject to the exclusive jurisdiction of the English courts.

Third Party Links

This website may include links to third party websites, plug-ins or applications which may allow third parties to collect or share your personal data. We are not responsible for their use of your personal data and cannot control it.


Our website uses cookies to distinguish you from other users of our website. This helps us to help your experience of our website and services and allows us to improve our site. We may use applications to collect anonymous data about how you use our services in order to help us improve future functionality.



Aeon Property Management Ltd is committed to operating its business in a transparent and open manner consistent with our legal and regulatory obligations. We are aware that businesses are target for organised criminals seeking to launder the proceeds of criminal activity. We always seek to prevent this activity by cooperating fully with the authorities and reporting suspicious activity.

Aeon Property Management Ltd policy commitment is applicable to all our customers including, landlords and tenants. As a result, we obtain and may hold for a period of at least six years evidence pertaining to our customers’ identity and, we are required to obtain proof of ownership of property and source/destination of funds. We will be unable to proceed with any work on behalf of our customers if we are unable to obtain this information. Customers’ identity will be subject to an identity check, which may also include a credit check.

In accordance with the HM Revenue & Customs for compliance with the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017.

Personal Data

Aeon Property Management Ltd take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.


You acknowledge that you are solely responsible for the use to which you put this website and all the results and information you obtain from it and that all warranties, conditions, undertakings, representations and terms whether expressed or implied, statutory or otherwise are hereby excluded to the fullest extent permitted by law.

Whilst we take every care to ensure that the standard of this website remains high and to maintain the continuity of it, we do not accept any ongoing obligation or responsibility to operate this website (or any particular part of it).

If any part of our terms and conditions is deemed to be unenforceable (including any provision in which we exclude our liability to you) the enforceability of any other part of these conditions will not be affected.

These terms and conditions and your use of this website are governed exclusively by English law.

This does not affect your statutory rights as a consumer.

Aeon Property Management Ltdis registered in England and Wales (registered number 7983558). Our registered office is at Registered Office: 4a Roman Road, East Ham, London, E6 3RX

Privacy Policy

Aeon Property Management Ltdis committed to ensuring that your privacy is protected. This Privacy Policy together with the Terms and Conditions of Use and any other documents referred to in it sets out the basis on which any personal data which we collect from you, or that you or others provide to us, will be processed by us.