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LeYo.

Privacy notice

We hold personal information about the people we work with — tenants and former tenants, people who apply for a property, guarantors, landlords and contractors. This notice explains what we hold, why, and what you can do about it.

If you are a tenant or applicant

What we collect

When you apply for a room or a property, and while you live in one we manage, we hold:

  • Your name, date of birth, phone number, email address and current address
  • Copies of the identity documents we are required to check for Right to Rent
  • Information about your work, income or student status, and a reference from a previous landlord where you have one
  • The details of a guarantor, if one is needed, and their identity and income information
  • Your bank details, so we can set up and reconcile rent payments and return your deposit
  • An emergency contact
  • Our correspondence with you, including WhatsApp messages
  • Photographs and video of the property, taken at the start and end of your tenancy and at inspections
  • Repair reports and access arrangements
  • Records from the property's keypad lock and heating system, where fitted, which show when codes are used and how the heating is run

Why we hold it

We use this information to decide whether to offer you a tenancy, to set up and run the tenancy, to look after the property, to protect your deposit, to meet our legal obligations and to deal with anything that goes wrong.

The legal bases we rely on are: performing our contract with you, or taking steps before entering into one; complying with legal obligations, including Right to Rent checks, deposit protection and property licensing; and our legitimate interests in managing property safely, recovering money owed and keeping proper records. In an emergency we may act to protect someone's life or safety.

We only ask for information we need. If you choose not to give it to us, we may not be able to offer you a tenancy or provide part of the service.

Who we share it with

  • The landlord of the property, who is told who is living in it and the terms of the tenancy
  • A third-party referencing agency, where enhanced referencing is carried out, which runs credit and affordability checks on our behalf
  • Your guarantor, where you have one, in relation to the tenancy they have guaranteed
  • The Tenancy Deposit Scheme, which holds your deposit
  • The local council, which requires the names of occupants on property licence applications and for council tax purposes
  • Utility and broadband providers, where an account is in your name or needs to be set up
  • Contractors who need access to the property, who are given your name, the arrangements for access, and a phone number where the job requires it
  • Our solicitors, insurers, accountants, and courts or tribunals, where there is a dispute or a claim
  • Tracing and debt recovery agents, where money is owed after a tenancy ends
  • The services we use to run the business, which process information on our behalf: Microsoft 365 for email, Google Drive for files, WhatsApp for messaging, Asana for repair tracking, and Web3Forms, which delivers messages sent through our website

We do not sell your information and we do not share it with anyone for marketing.

House WhatsApp groups

In shared houses we run a WhatsApp group for the house so that everyone knows when a contractor is coming or something affects the whole property. Other tenants in the group can see your name and phone number, as with any group chat. If you would rather we contact you separately about anything, tell us and we will.

How long we keep it

We keep tenancy records for six years after the tenancy ends, which is the period within which a claim about the tenancy could be brought. Copies of Right to Rent documents are kept for one year after the tenancy ends and then deleted, as the law requires.

If you apply and we do not offer you a tenancy, we delete your application within six months.

If you register interest in a property and nothing comes of it, we keep your details until you ask us to remove them or for twelve months from your last contact with us, whichever is sooner.

If you are a landlord

What we collect

  • Your name, address, phone number and email address
  • Your bank details, so we can pay rent to you and account for it
  • Proof that you own the property, and your lender's consent to let where there is a mortgage
  • Your property insurance, licence and safety certificates
  • Our correspondence with you, and the statements and reports we send you
  • Where you ask us to help with a valuation, refinance or insurance introduction, the information needed to do that

Why we hold it

We use this information to provide the management or tenant find service you have instructed, to pay you and account to you, to apply for and hold property licences, to meet legal obligations, and to keep proper records.

The legal bases we rely on are: performing our contract with you; complying with legal obligations, including property licensing, deposit protection and tax; and our legitimate interests in running the business and keeping proper records.

Who we share it with

  • Your tenants, who are entitled by law to know the name and address of their landlord
  • The local council, where a licence application names you as the licence holder or the property owner
  • The Tenancy Deposit Scheme, in relation to deposits on your property
  • Contractors carrying out work on your property, where they need to invoice or contact you
  • HM Revenue and Customs, where we are required to report or deduct tax
  • Your mortgage broker, lender, valuer or insurer, only where you have asked us to make that introduction or support that application
  • Our solicitors, insurers, accountants, and courts or tribunals, where there is a dispute or a claim
  • The services we use to run the business, which process information on our behalf: Microsoft 365 for email, Google Drive for files, WhatsApp for messaging, Asana for task tracking, and Web3Forms, which delivers messages sent through our website

We do not sell your information and we do not share it with anyone for marketing.

How long we keep it

We keep records relating to your property and our management of it for six years after our management ends.

Website analytics

Our website uses the visitor statistics built into the platform it is published on to count visits and see which pages are read. This does not use cookies, does not identify you, and we do not run any advertising or tracking. That is why there is no cookie banner.

Your rights

You can ask us for a copy of the information we hold about you, ask us to correct anything that is wrong, and in some circumstances ask us to delete it, to stop using it, or to give it to you in a form you can pass to someone else. You can object to our using your information where we rely on legitimate interests. To do any of this, email hello@leyolettings.co.uk. We will respond within one month.

Some of the services we use may process information outside the United Kingdom. Where that happens it is done under safeguards recognised by UK data protection law.

We do not use your information to make automated decisions about you.

Complaints about your personal information

If you think we have got something wrong with your personal information, you can complain to us and we will look into it. Our data protection complaints procedure explains how, including how to contact the Information Commissioner's Office.

Our details

Leyo Lettings is a trading name of Create Property Management Limited, registered in England and Wales under company number 14953938, registered office 89 Middlethorpe Grove, York, YO24 1JX.

Data protection lead: Elizabeth Cunningham, Director, hello@leyolettings.co.uk

We are registered with the Information Commissioner's Office under registration number ZB827376.

Last reviewed: 4 September 2026