Privacy Notice

ULAQ LTD trading as UniqueLets ("UniqueLets", "we", "us") is the data controller for the personal information described in this notice, except where another organisation independently decides how and why particular information is used.

Contact: hello@unique-lets.co.uk | 119 Ferry Road, Edinburgh, EH6 4ET, United Kingdom.

Our Manager oversees data protection enquiries and complaints. You do not need to contact a separate department: email hello@unique-lets.co.uk and mark your message "Data protection".

We may receive additional information in letters, emails, documents and messages, including information about accessibility or health needs when it is genuinely necessary to handle a particular request. We do not routinely ask for special-category or criminal-offence information without a defined purpose and appropriate legal conditions.

We obtain information directly from you (including through the UniqueLets website, ULOS forms, telephone, email and property visits) and, where relevant, from landlords, joint owners, occupants, authorised representatives, referees, service providers, public property/company/landlord registers, tenancy deposit arrangements and professional advisers. If information comes from another source, we provide relevant transparency information as required.

Where information is needed for a contract or a legal duty, we will explain the essential information required. If it is not provided, we may be unable to complete checks, enter into an agreement, arrange a payment or provide the requested service. Optional marketing is never required to use our services.

We disclose only the information reasonably needed to relevant parties, which may include the landlord or their representative, tenant or occupier, deposit protection provider, bank or payment service, maintenance contractor, factor or building manager, insurer, referencing provider if used, accountant, solicitor, IT/cloud/email provider and a public authority where legally required or appropriate.

For example, a contractor may receive a property address and the relevant contact or access information, but not a landlord’s bank details or an applicant’s financial history. Some recipients act as our processors; others act as independent controllers. We assess each relationship accordingly.

We use access-controlled systems, including ULOS and Microsoft 365/SharePoint, to manage records, communications and documents. We store identity and banking documents using private file storage and restrict access according to responsibilities. We maintain technical and organisational controls to protect personal information.

Cloud suppliers, support operations or authorised people may access or process information outside the United Kingdom. Where this amounts to a restricted international transfer under UK data protection law, we use an applicable adequacy provision or appropriate transfer safeguards and assess the relevant risks. You may contact us for information about applicable safeguards.

We keep information only as long as needed for the service, lawful accounting and record-keeping obligations, complaints, property safety evidence or possible legal claims. The period depends on the type of record, whether a management or tenancy relationship is ongoing, and whether a dispute or legal requirement means it must be retained longer. We review records and arrange deletion or anonymisation when they are no longer required, subject to any legal retention obligation. Our internal retention schedule applies different criteria to enquiries, unsuccessful applications, tenancy documents, financial records and safety certificates.

We may ask whether you wish to receive occasional marketing emails. This choice is separate from service communications, and you can withdraw it at any time using the opt-out provided or by contacting us. We record your preference and do not assume that submitting a contact form constitutes marketing consent.

Our website may use strictly necessary technologies for basic operation. We will provide separate, updated information and any legally required choices before introducing non-essential analytics, advertising pixels or similar tracking. We do not describe tools as active unless they have actually been enabled.

Depending on the circumstances and our lawful basis, you may have rights to access, correct, erase or restrict your personal information, to object to certain processing (including direct marketing), to obtain data portability, and to withdraw consent where we rely on it. Some rights are subject to legal exceptions, including records we must retain.

You have the right to object at any time to processing of your information for direct marketing. If you object, we will stop using your information for that purpose.

To exercise a right, email hello@unique-lets.co.uk with enough information for us to identify your request. We may need proportionate identity evidence before releasing personal information. We normally respond to a valid subject access request without undue delay and within one month, subject to lawful extensions or permitted pauses.

If you believe we have handled your information incorrectly, email hello@unique-lets.co.uk with "Data protection complaint" in the subject line. We will acknowledge a complaint within 30 days, investigate it appropriately and tell you the outcome without undue delay.

You can also complain to the Information Commissioner’s Office (ICO): https://ico.org.uk/make-a-complaint/.

We review this notice when our services, technology or legal requirements change. The current version and effective date are shown at the beginning of this notice. Material changes will be communicated where required.