Homes On The Go is committed to protecting the privacy and personal information of tenants, prospective tenants, landlords, property applicants, website visitors, referral partners, contractors, and other individuals who interact with the business. This Privacy Policy explains what personal data may be collected, how it may be used, the legal bases relied on, how long information may be kept, and the rights available to individuals under UK data protection law.

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Who this policy applies to

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This policy applies to personal data collected or processed by Homes On The Go in

connection with:​

• property enquiries and viewings

• tenancy applications and referencing 

• landlord onboarding and property management

• communications by email, phone, website forms, WhatsApp, social media, and in person

• business administration, supplier management, and compliance activities

• email updates and marketing where an individual has consented or where another lawful basis applies.

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Personal data that may be collected

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Depending on the relationship with Homes On The Go, the business may collect and process:

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• identity details, such as name, title, date of birth, and proof of identity;

• contact details, such as postal address, email address, and telephone number;

• tenancy and property information, including application details, tenancy records, landlord instructions, maintenance issues, property photographs, and related correspondence;

• financial information, including rent details, payment records, bank details where necessary, affordability information, and limited credit-related information used for referencing ;

• compliance and background-check information, such as right-to-rent documentation, references, and documents needed to meet legal obligations;

• communication records, including emails, call notes, form submissions, and messages sent through digital platforms; and

• marketing preferences, including whether an individual has opted in or opted out of receiving email updates or promotional communications.

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How personal data is collected

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Personal data may be collected directly from the individual, from website forms, by email, phone, or messaging services, during property enquiries or tenancy processes, from landlords and contractors, and from third parties involved in referencing, compliance, repairs, or property management. Information may also be received from referral partners, local authorities, support organisations, public registers, or credit and identity verification providers where this is relevant to the services being provided and permitted by law.

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​How personal data is used

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Homes On The Go may use personal data to:

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• respond to enquiries and arrange viewings;

• assess tenancy applications and carry out referencing, aordability, identity, and compliance checks;

• manage tenancies, properties, repairs, rent administration, landlord instructions, and customer service;

• maintain business records, prevent fraud, resolve disputes, and protect the safety and security of individuals, properties, and systems;

• meet legal, regulatory, accounting, and tax obligations; and

• send service messages and, where allowed, marketing emails or newsletters about services, housing opportunities, updates, or related business information.

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Lawful bases for processing

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Homes On The Go processes personal data under one or more lawful bases recognised by UK GDPR. These may include:

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• Contract: where processing is necessary to take steps before entering into a tenancy, management agreement, or other contract, or to perform contractual obligations

• Legal obligation: where processing is required to comply with legal duties, including record-keeping, identity verification, right-to-rent checks, anti-fraud measures, and related compliance obligations

• Legitimate interests: where processing is reasonably necessary for running and improving the business, managing properties, communicating with landlords, tenants, and partners, securing systems, and handling disputes, provided those interests are not overridden by an individual's rights

• Consent: where consent is relied upon, particularly for certain marketing emails or where required by law. Consent can be withdrawn at any time without affecting the lawfulness of prior processing

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​Email communications and marketing

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Homes On The Go may send operational or service-related emails where these are necessary to deliver services, manage a tenancy, respond to an enquiry, or administer a business relationship. Marketing emails are handled separately and must comply with UK data protection law and the Privacy and Electronic Communications Regulations (PECR), which generally require specific consent for unsolicited marketing emails to individuals, sole traders, and some partnerships.

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Where marketing by email is used, Homes On The Go aims to:

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• obtain a clear opt-in where required;

• explain what type of messages the individual is agreeing to receive;

• include an unsubscribe or opt-out option in each marketing email; and

• maintain suppression records so that people who opt out are not contacted again for that purpose unless they later consent.

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Service emails relating to active enquiries, applications, tenancies, maintenance, landlord instructions, invoices, or compliance matters are not treated in the same way as marketing messages where they are necessary for the service being provided.

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Sharing personal data

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Homes On The Go may share personal data only where this is necessary, lawful, and proportionate. Depending on the circumstances, information may be shared with:

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• landlords, tenants, guarantors, and authorised representatives;

• referencing agencies, credit check providers, identity verification services, and right-to rent or compliance support providers;

• contractors, maintenance providers, inventory clerks, and professional advisers;

• IT, website, email, cloud storage, and software providers that support the business;

• payment, accounting, insurance, and legal service providers; and

• regulators, local authorities, law enforcement bodies, courts, or other public authorities where disclosure is required or permitted by law.

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Homes On The Go expects service providers handling personal data on its behalf to apply appropriate security and confidentiality measures.

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Data retention

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Personal data should not be kept for longer than necessary for the purposes for which it was collected. Retention periods may vary depending on the type of record, the service provided, legal obligations, limitation periods, dispute risks, safeguarding considerations, and regulatory requirements. Where information is no longer needed, it should be securely deleted, anonymised, or destroyed.

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Marketing suppression data may be retained for as long as reasonably necessary to ensure that opt-out requests are respected.

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Data security

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Homes On The Go aims to use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include password protection, restricted access, secure cloud systems, staff or contractor confidentiality expectations, and procedures for handling personal data securely.

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International transfers

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Where service providers store or process personal data outside the UK, Homes On The Go

should ensure that an appropriate transfer mechanism or safeguard is in place where

required by UK data protection law. This may include adequacy regulations or contractual

safeguards.

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Individual rights

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Under UK GDPR, individuals may have the right to:

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• request access to their personal data;

• request correction of inaccurate or incomplete data;

• request erasure in certain circumstances;

• request restriction of processing in certain circumstances;

• object to processing based on legitimate interests or direct marketing ;

• request transfer of certain data to another organisation where applicable; and

• withdraw consent at any time where consent is the lawful basis relied upon.

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Requests should be made using the contact details below. Proof of identity may be requested

before a request is fulfilled where this is necessary to protect personal data.

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Complaints

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Homes On The Go would appreciate the chance to address concerns rst. Individuals also

have the right to complain to the Information Commissioner's Oce (ICO), the UK regulator

for data protection issues.

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ICO website: https://ico.org.uk

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Contact details

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For questions about this Privacy Policy or about how personal data is handled, contact:

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Homes On The Go

Eleven Brindley Place, 2 Brunswick Square, Birmingham, England, B1 2LP

Email: enquiries@homesonthego.co.uk

Telephone: 07777152891