PRIVACY POLICY
Last updated: October 2026
Morecambe Bay Property Ltd is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store and share personal information when you interact with us, use our services, rent or let a property through us, contact us, visit our website, or otherwise have dealings with us.
We process personal data in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as applicable.
This Privacy Policy applies to personal data relating to prospective tenants, tenants, landlords, property owners, guarantors, residents, contractors, applicants, website users, customers and other individuals whose personal data we process in the course of our business.
1. Who we are
The data controller responsible for your personal data is:
Morecambe Bay Property Ltd
50 Queen Street
Morecambe
LA4 5EP
Company Registration Number: 8569173
ICO Registration Number: ZB084801
Email:
Telephone: 01524 414477
In this Privacy Policy, "we", "us" and "our" refer to Morecambe Bay Property Ltd.
If you have any questions about how we process your personal data, please contact us using the details above.
2. What personal data we may collect
The information we collect will depend on your relationship with us and the services we provide.
We may collect and process the following categories of personal data where relevant:
- Name and title.
- Address and previous addresses.
- Email address and telephone numbers.
- Date of birth and other information used to verify identity.
- Occupation and employment information.
- Bank and payment details.
- Tenancy and rental information.
- Information relating to landlords and property ownership.
- Information relating to joint tenants, residents and guarantors.
- References and credit-check information.
- Right to Rent and immigration information where legally required.
- Copies of identity documents where necessary.
- Deposit information and information relating to the return or administration of deposits.
- Rent payments, arrears and other payment information.
- Information concerning repairs, maintenance and property condition.
- Information concerning health and safety matters.
- Information concerning breaches of tenancy agreements, nuisance and anti-social behaviour.
- Council Tax and utility information.
- Welfare benefit information where relevant to the tenancy.
- Insurance information where relevant to the property, tenancy or claim.
- Information relating to complaints and disputes.
- Correspondence and records of communications with you, including emails, letters, messages and records of telephone calls where these are made or retained.
- Vehicle registration information where relevant.
- CCTV, audio or other recordings where applicable.
- Information relating to website use and online services or portals.
- Information received from third parties which is relevant to our management of a property or provision of services.
We aim to collect and retain only information that is reasonably necessary for the purposes for which it is processed.
3. Information we receive from other sources
We may receive personal information about you from sources other than directly from you.
Depending on the circumstances, this may include:
- Landlords and property owners.
- Joint tenants, residents and guarantors.
- Previous landlords or letting agents.
- Employers and referees.
- Credit reference and referencing providers.
- Local authorities and other public bodies.
- The Department for Work and Pensions or other benefits authorities.
- Utility and service providers.
- Insurance companies and claims handlers.
- Contractors, tradespeople and other professionals involved with a property.
- Police, courts and other lawful authorities.
- Deposit protection providers.
- Freeholders, managing agents and property management companies.
- Other persons who have a legitimate reason to provide relevant information to us.
Where we receive personal data from another source, we will process it in accordance with applicable data protection law.
4. How we use personal data
We may use personal data for the following purposes, where applicable:
- To provide property letting and management services.
- To advertise and market properties.
- To arrange property viewings.
- To assess prospective tenants, landlords and guarantors.
- To carry out referencing and credit checks.
- To comply with Right to Rent and other legal requirements.
- To enter into and administer tenancy agreements and related contracts.
- To manage tenancies and properties.
- To collect rent and other payments.
- To manage deposits.
- To deal with arrears, debts and other amounts due.
- To arrange repairs, maintenance, inspections and safety checks.
- To communicate with landlords, tenants, contractors and other relevant parties.
- To investigate and manage complaints.
- To deal with property damage, insurance claims and related matters.
- To manage tenancy breaches, nuisance and anti-social behaviour.
- To administer Council Tax and utility matters.
- To deal with relevant welfare benefits.
- To manage the termination of tenancies.
- To establish, exercise or defend legal claims.
- To comply with legal and regulatory obligations.
- To prevent and detect crime, fraud and other unlawful activity.
- To protect the security of our business, employees, customers, properties and systems.
- To maintain appropriate business and tenancy records.
- To manage our website, online systems and communications.
- To send marketing communications where we have a lawful basis to do so.
- To deal with requests made under data protection legislation.
5. Our lawful bases for processing
We will only process personal data where we have a lawful basis to do so.
Depending on the circumstances, this may include:
Contract
We may process personal data where it is necessary to enter into or perform a contract with you, such as a tenancy agreement or property management agreement.
Legal obligation
We may process personal data where necessary to comply with a legal or regulatory obligation.
This may include requirements relating to Right to Rent, taxation, accounting, deposit protection, housing and property safety, or lawful requests from public authorities.
Legitimate interests
We may process personal data where it is necessary for our legitimate interests, or those of a third party, provided that those interests are not overridden by your rights and interests.
Our legitimate interests may include managing properties, communicating with landlords and tenants, protecting property, recovering money owed, preventing fraud or crime, maintaining records and establishing or defending legal claims.
Where we rely on legitimate interests, we will consider whether the processing is necessary and proportionate and whether your rights and interests are adequately protected.
Consent
Where we rely on your consent, we will ask for it where required and will explain what you are consenting to.
You may withdraw consent at any time where processing is based on consent. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
Vital interests
In limited circumstances, we may process personal data where necessary to protect someone's vital interests, for example in an emergency.
6. Special category data
Some information, such as information concerning health or disability, is classified as special category personal data and is subject to additional legal protections.
We will only process special category data where we have both a lawful basis under Article 6 of the UK GDPR and an applicable condition under Article 9 and/or other applicable provisions of data protection law.
Where we process special category information, we will seek to ensure that the information is relevant, necessary and proportionate to the purpose for which it is being used.
Examples may include information about a tenant's health or disability where this is relevant to the management of a tenancy, property, repair, housing condition, reasonable adjustment, emergency or other legitimate matter.
We will take appropriate steps to protect special category data and will not collect or retain more information than is reasonably necessary.
7. Who we may share personal data with
We may share personal data where necessary and lawful with appropriate third parties.
Depending on the circumstances, these may include:
- Landlords and property owners.
- Tenants, joint tenants, residents and guarantors where appropriate.
- Referencing and credit-check providers.
- Contractors, tradespeople and maintenance providers.
- Gas, electrical, fire safety and other property safety contractors.
- Local authorities and other public bodies.
- Utility and service providers.
- Deposit protection providers.
- Insurance companies, insurers, loss adjusters and claims handlers.
- Freeholders, managing agents and property management companies.
- Solicitors, legal advisers and other professional advisers.
- Debt recovery and tracing agents.
- Courts and tribunals.
- Police and other law enforcement agencies.
- HMRC and other taxation authorities.
- The Department for Work and Pensions and relevant benefits authorities.
- The Home Office where required for Right to Rent or other lawful purposes.
- Technology, software, hosting, communication and other service providers acting on our behalf.
- Other organisations where disclosure is necessary to comply with a legal obligation or to establish, exercise or defend legal rights.
We will only share personal data where we have a lawful basis to do so and, where appropriate, will limit the information shared to what is reasonably necessary.
We do not sell personal data.
8. Sharing information with landlords
Where we manage a property on behalf of a landlord, it will generally be necessary for us to provide the landlord with relevant information concerning the tenancy and property.
This may include information concerning:
- The identity and contact details of tenants and residents.
- Tenancy arrangements.
- Rent and payment information.
- Repairs and property condition.
- Complaints.
- Tenancy breaches.
- Insurance claims and property damage.
- Other information reasonably required for the landlord to manage or protect their property and fulfil their legal or contractual obligations.
We will not disclose information to a landlord where doing so would be unlawful.
9. Contractors and property-related services
Where necessary to manage a property, we may provide relevant information to contractors and service providers.
For example, this may include providing a tenant's name, contact details and property address to a contractor who needs to arrange a repair, inspection, safety check or other visit.
We will seek to ensure that contractors and service providers only receive information reasonably necessary for the service being provided.
10. Insurance and claims
Where a property is subject to an insurance claim, we may process and share relevant personal data with insurers, loss adjusters, claims handlers, contractors, surveyors, investigators and other professionals involved in dealing with the claim.
This may include information concerning the property, tenancy, damage, repairs, communications and other information relevant to the insurance claim.
Where health or other special category information is involved, we will process it only where the additional legal requirements for such information are satisfied.
11. Data security
We take reasonable and appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.
The measures we use will depend on the nature and sensitivity of the information and may include access controls, password protection, secure systems, appropriate staff procedures and physical security measures.
However, no method of transmitting or storing information can be guaranteed to be completely secure.
12. How long we keep personal data
We will retain personal data only for as long as reasonably necessary for the purposes for which it was collected and to meet our legal, regulatory, accounting and reporting obligations.
Different categories of information may need to be retained for different periods.
When determining how long information should be retained, we may consider:
- The nature and purpose of the information.
- The length and status of a tenancy or contractual relationship.
- Legal and regulatory requirements.
- Accounting and tax requirements.
- Deposit and property-management requirements.
- Whether there is an ongoing complaint, dispute or legal claim.
- Whether the information may be required to establish, exercise or defend legal rights.
- Our legitimate business and record-keeping requirements.
Where there is no specific legal or regulatory retention period, we will retain information only for as long as reasonably necessary and will securely delete or dispose of it when it is no longer required.
We maintain internal procedures for the retention and secure disposal of personal data.
13. Your data protection rights
Depending on the circumstances and the lawful basis on which we process your information, you may have rights under data protection law including:
- The right to be informed about how your personal data is used.
- The right of access to your personal data.
- The right to request correction of inaccurate or incomplete personal data.
- The right to request erasure of personal data in certain circumstances.
- The right to request restriction of processing in certain circumstances.
- The right to object to certain processing, including processing based on legitimate interests.
- The right to data portability in circumstances where the right applies.
- The right to withdraw consent where we rely on consent as the lawful basis for processing.
These rights are not absolute and may not apply in every circumstance.
14. Subject Access Requests
You have the right to ask us whether we process personal data about you and, where applicable, to request a copy of your personal data and certain additional information. This is known as a Subject Access Request (SAR).
There is no requirement for a SAR to be made using a particular form or wording. You may make a request verbally or in writing.
For practical purposes, we recommend that requests are made in writing to:
Email:
or by post to:
Morecambe Bay Property Ltd
50 Queen Street
Morecambe
LA4 5EP
To help us deal with a request efficiently, please provide your name, contact details and, where possible, details of the information you are seeking.
We may need to request proportionate information to verify your identity before providing personal information. This is particularly important where the information requested is sensitive or where we cannot otherwise reasonably confirm your identity.
If someone is making a request on your behalf, we may need evidence that they are authorised to act for you.
We will deal with valid Subject Access Requests without undue delay and normally within one calendar month of receiving the request, or, where applicable, within one month of receiving information reasonably required to confirm identity or authority.
In certain circumstances, the law permits additional time for complex or multiple requests. Where an extension is applicable, we will explain this to you within the required timeframe.
We will normally provide personal data free of charge. In limited circumstances permitted by law, a reasonable fee may be charged or a request may be refused where it is manifestly unfounded or excessive.
A Subject Access Request gives you access to your personal data; it does not necessarily entitle you to receive every document or entire file held by us. Information relating to other individuals, confidential information, legally privileged information and information covered by other legal exemptions may need to be withheld or redacted where the law requires or permits this.
We will carry out a reasonable and proportionate search for personal data relevant to the request.
15. Requests made by third parties
If a third party, such as a solicitor, Citizens Advice adviser, family member or other representative, asks us for your personal data on your behalf, we may require appropriate evidence that they are authorised to act for you.
We will not disclose personal information to a third party simply because they request it. We will consider whether disclosure is lawful and whether the person is properly authorised.
16. Accuracy of personal data
We take reasonable steps to ensure that personal data we hold is accurate and, where necessary, kept up to date.
If you believe that information we hold about you is inaccurate or incomplete, please contact us and ask us to correct it.
17. Automated decision-making and profiling
We do not currently make decisions about individuals solely by automated means that produce legal or similarly significant effects.
Where this changes, we will update this Privacy Policy and provide any information required by applicable data protection law.
Where third-party referencing or credit-check providers are used, they may use their own systems and processes. Any such processing will also be subject to the privacy information and policies of those providers.
18. International transfers
Where personal data is transferred outside the United Kingdom, we will ensure that the transfer is carried out in accordance with applicable data protection legislation and that appropriate safeguards are in place where required.
Where relevant, further information about international transfers and the safeguards used can be obtained by contacting us.
19. Direct marketing
We may contact you with information about our services where we have a lawful basis to do so.
Where consent is required for marketing communications, we will obtain the appropriate consent before sending them.
You can opt out of marketing communications at any time by contacting us or using any unsubscribe facility provided in the communication.
20. Website and cookies
When you use our website, we may collect information about your use of the website, including information such as IP address, browser type, device information and pages visited, depending on the technology and services used on our website.
Our website may use cookies or similar technologies.
Where applicable, information about the cookies we use and how they operate will be provided through our website's cookie notice or cookie settings.
21. Complaints
If you have concerns about how we have collected, used or handled your personal data, please contact us in the first instance:
Morecambe Bay Property Ltd
50 Queen Street
Morecambe
LA4 5EP
Email:
Telephone: 01524 414477
We will consider your concerns and seek to resolve them where possible.
You also have the right to complain to the Information Commissioner's Office (ICO), which is the UK's independent regulator for data protection.
Information about the ICO and how to make a complaint is available on the ICO's website.
22. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our business, services, legal requirements or data-processing activities.
The latest version will be made available through our website or by other appropriate means.
We recommend checking this Privacy Policy periodically for any changes.
23. Contact us
If you have any questions about this Privacy Policy, how we process your personal data, or your data protection rights, please contact us:
Morecambe Bay Property Ltd
50 Queen Street
Morecambe
LA4 5EP
Company Registration Number: 8569173
ICO Registration Number: ZB084801
Email:
Telephone: 01524 414477
Last reviewed: October 2026
