Privacy policy

Who we are

Lintel Homes Ltd is the data controller for the personal data described in this policy. We are registered with the Information Commissioner's Office under registration C2003633.

You can contact us about anything in this policy at hello@lintelhomes.co.uk or by writing to 93 George Street, Edinburgh EH2 3ES.

What we collect

• Contact details: name, email address, phone number and postal address.
• Enquiry details: the property you asked about and anything you told us in your message.
• Buying a home: if you ask for a home's Home Report or register as a buyer, your name, contact details and buying position, and the kind of home and area you are looking for.
• Tenancy application data: proof of identity, proof of income, employment details, previous landlord references and credit reference results.
• Guarantor details, where a guarantor is provided.
• Landlord data: property addresses, landlord registration numbers, bank details for rent payments, and safety certification.
• Website analytics: aggregated, non-identifying data about how the site is used.
• Advertising measurement: the fact that a visit followed one of our adverts on Google, Facebook or Instagram, and whether it ended in an enquiry. Only if you accept the cookies we ask about, and never tied to your name or your enquiry.

Why we use it, and our lawful basis

We rely on different lawful bases depending on what we are doing:

• Performance of a contract: managing your tenancy or your property, collecting rent, arranging repairs.
• Legal obligation: landlord and letting agent registration, tenancy deposit protection, anti-money-laundering checks, and providing rent data to a local authority when required under the Housing (Scotland) Act 2025.
• Legitimate interests: responding to your enquiry, referencing prospective tenants, and preventing fraud. We balance these against your rights and you can object at any time.
• Consent: where you have asked us to contact you about a valuation, to alert you to new properties, or to send you our landlord updates by email. You can withdraw consent at any time.

Landlord updates by email

If you tick the opt-in box on one of our forms, or sign up on the site and confirm from the email we send, we will send you occasional landlord updates: law changes, market notes, and what they mean for your property.

For this we store your email address, your name if you gave it, when and where you signed up, and the exact wording you agreed to. Delivery runs through Resend, our email provider, acting as our processor.

Every update carries a one-click unsubscribe link. When you use it, or ask us directly, we stop sending and keep your address on a do-not-email record so we cannot add you back by mistake. Only a fresh confirmation from your own inbox can re-subscribe you.

Who we share it with

We share personal data only where we need to, and only with organisations bound to protect it:

• Landlords: where you apply for their property, so they can decide on your application.
• Referencing and credit reference agencies.
• Tenancy deposit schemes: SafeDeposits Scotland, Letting Protection Service Scotland or mydeposits Scotland.
• Contractors: limited to the details needed to carry out a repair, and, for a trade who applies to join our panel, the trade, coverage, scheme registrations and insurance position they give us.
• Local authorities and the Scottish Government, where the law requires it.
• Our professional advisers, insurers and IT service providers.

We do not sell your personal data, and we do not pass it to third parties for their own marketing.

How long we keep it

• Unsuccessful enquiries and applications: 12 months.
• Buyers register: while you are looking. Tell us when you have bought or stopped looking, or ask at any time, and we take you off it.
• Tenancy records: 6 years after the tenancy ends, in line with HMRC record-keeping requirements and covering the 5-year prescriptive period for contractual claims in Scotland.
• Landlord management records: 6 years after the management agreement ends.
• Anti-money-laundering records: 5 years from the end of the business relationship.
• Accounting records: 6 years, as required by HMRC.
• Landlord updates list: until you unsubscribe. After that we keep only what is needed for the do-not-email record and the evidence of the original consent.

Your rights

Under UK GDPR you have the right to access the personal data we hold about you, to have inaccurate data corrected, to have data erased where we no longer need it, to restrict or object to our processing, and to receive your data in a portable format.

To exercise any of these rights, email hello@lintelhomes.co.uk. We respond within one month. If you are unhappy with how we have handled your data you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Cookies and analytics

The only cookies we set without asking are the ones the site needs to work: they hold your place in a form and keep the staff area secure. They build no profile and are not shared with anyone.

We measure how the site is used with privacy-preserving analytics that set no cookies and store nothing at all on your device. There is no profile, no cross-site tracking and no identifier that follows you between visits, so there is nothing there for you to permit and we do not ask.

There is one thing we do ask about. We advertise on Google, and on Facebook and Instagram through Meta. If you accept, each of them sets a single cookie that lets it tell us which of our adverts led to an enquiry, and Meta may also use the fact that you visited to show you our adverts on Facebook and Instagram. If you say no, or simply ignore the question, no such cookie is set: Google works our results out from totals instead, and Meta hears nothing from us at all. The site behaves identically either way, and in neither case do we sell or share your data.

Loading Google's tag at all tells Google the address of the page you are on and your IP address, in the same way that loading any page tells the server serving it. That happens whichever answer you give, and it is why, for Google, the answer only governs the cookie. Meta's pixel is different: it is not loaded at all unless you accept, so if you say no, Meta learns nothing about your visit.

You can change your mind whenever you like. Cookie choices, at the foot of any page, reopens the question, and answering again replaces your previous answer immediately. We record which wording you agreed to alongside the date, so that if we ever change what we are asking for, we ask again rather than carrying an old yes forward.

Alongside page views we count four things: a valuation figure being shown, a valuation being requested, a sales appraisal being requested, and an enquiry being sent. These are counted as totals. No name, email address, phone number or full postcode is ever attached to them. The most precise location recorded is the first half of a postcode, which describes a local market rather than a household.

If we ever add anything else that stores data on your device or that could identify you individually, we will ask you first, default it to off, and update this policy before it goes anywhere near the site.

Security

We hold personal data on access-controlled systems, encrypt it in transit, and limit access to staff who need it. Client money is held in a separate client account protected by Propertymark Client Money Protection.