Privacy Policy

Last updated: March 2026

1. Introduction

Urban & Heritage (“we”, “us”, “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal data when you use our website, services, or interact with us in any capacity.

We are a premium lettings management agency. Our registered business address is 25-29 Sandy Way, Leeds, LS19 7EW.

For any questions about this policy or your personal data, please contact us at:

Email: enquiries@urbanandheritage.co.uk
Telephone: +44 (0)161 758 2437
Post: Urban & Heritage, 25-29 Sandy Way, Leeds, LS19 7EW

2. Information We Collect

We may collect the following types of personal data:

Information you provide directly

Name, email address, telephone number
Postal address and property details
Enquiry details and correspondence
Viewing request information and desired move-in dates
Tenancy application information (employment details, references, identification)
Landlord portfolio and property information

Information collected automatically

IP address and browser type
Pages visited and time spent on our website
Referring website or source
Device type and operating system
Cookie data (see our Cookies Policy below)

3. How We Use Your Information

We use your personal data for the following purposes:

To respond to enquiries and provide information about our services
To arrange and manage property viewings
To process tenancy applications and referencing
To manage tenancy agreements and ongoing property management
To communicate with landlords about their properties and investments
To send service updates and important notices
To improve our website and services
To comply with legal and regulatory obligations

We will only send marketing communications where you have given your explicit consent, and you may withdraw this consent at any time.

4. Legal Basis for Processing

We process your personal data on the following legal bases:

Contractual necessity: where processing is necessary to perform a contract with you or take steps at your request before entering into a contract
Legitimate interests: where processing is necessary for our legitimate business interests, such as managing properties and improving our services
Legal obligation: where processing is required to comply with a legal or regulatory obligation
Consent: where you have given us explicit consent to process your data for a specific purpose

5. Data Sharing

We may share your personal data with the following third parties where necessary:

Referencing agencies (for tenancy applications)
Deposit protection schemes
Maintenance contractors and service providers
Legal and financial advisors
Regulatory bodies and local authorities where required by law
Website hosting and analytics providers

We will never sell your personal data to third parties for marketing purposes.

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected. As a general guide:

Enquiry data: retained for 12 months after the last interaction
Tenancy records: retained for 6 years after the end of a tenancy (in line with limitation periods)
Landlord records: retained for 6 years after the end of a management agreement
Website analytics data: retained for 26 months

7. Your Rights

Under data protection law, you have the following rights:

Right of access: to request a copy of your personal data
Right to rectification: to request correction of inaccurate data
Right to erasure: to request deletion of your data in certain circumstances
Right to restrict processing: to request limitation of how we use your data
Right to data portability: to request transfer of your data to another party
Right to object: to object to processing based on legitimate interests
Right to withdraw consent: where processing is based on consent

To exercise any of these rights, please contact us using the details above. We will respond within one calendar month.

8. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. This includes secure hosting, encrypted communications, and access controls.

9. International Transfers

Your data is primarily stored and processed within the United Kingdom. Where data is transferred outside the UK, we ensure appropriate safeguards are in place in accordance with UK data protection law.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.