My Place Properties respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and share personal information when you use our website, contact us, apply for a property, rent a property through us, use our property management services or otherwise deal with My Place Properties.

My Place Properties is the data controller responsible for the personal information covered by this Privacy Policy.

My Place Properties
Bryngolau
3 High Street
Tywyn
Gwynedd
LL36 9AA

Telephone: 01654 288465
Mobile: 07792 201491
Email: mail@myplaceproperties.co.uk
Website: www.myplaceproperties.co.uk

Rent Smart Wales Licence: #LR-28120-71751

The personal information we collect will depend on your relationship with us and the services you use.

It may include:

• Your name, address, telephone number and email address;

• Date of birth and identification information;

• Information required to verify your identity;

• Current and previous addresses;

• Employment, income and affordability information;

• Information provided as part of a property application or referencing process;

• Details of landlords, employers, guarantors and other referees you provide to us;

• Bank and payment information where necessary to administer rent, deposits, refunds or other payments;

• Details relating to your occupation contract or property;

• Rent and payment records, including information relating to arrears where applicable;

• Communications between you and My Place Properties;

• Maintenance and repair requests and information relating to works carried out at a property;

• Property inspection records, inventories, photographs and videos;

• Information relating to complaints, disputes or legal proceedings;

• Information we are required to collect or retain to meet our legal and regulatory obligations;

• Information submitted through our website, email, telephone, social media or other communication channels; and

• Technical information relating to your use of our website, such as IP address, browser information and information collected through cookies and similar technologies.

We will only collect personal information that is relevant and reasonably necessary for the purpose for which it is being used.

We may collect personal information directly from you when you:

• Enquire about a property;

• Arrange or attend a viewing;

• Apply to rent a property;

• Enter into an occupation contract;

• Contact us about a property we manage;

• Report a repair or maintenance issue;

• Make or receive a payment;

• Contact us by telephone, email, post, through our website or through social media;

• Make a complaint or enquiry; or

• Use any other service provided by My Place Properties.

We may also receive information from third parties where appropriate, including:

• Landlords;

• Previous landlords or letting agents;

• Employers and referees;

• Guarantors;

• Referencing or credit-check providers;

• Contractors and professional advisers;

• Deposit protection providers;

• Local authorities and other public bodies;

• Utility providers;

• Courts, tribunals or legal representatives; and

• Other organisations where the sharing of information is lawful and necessary.

We may use personal information to:

• Respond to enquiries and arrange property viewings;

• Process and assess applications for properties;

• Carry out appropriate referencing and affordability checks;

• Prepare and administer occupation contracts and related documentation;

• Manage properties and occupation contracts on behalf of landlords;

• Collect and administer rent and other permitted payments;

• Protect and administer security deposits;

• Arrange inspections, maintenance and repairs;

• Communicate with contract-holders, prospective contract-holders, landlords, guarantors, contractors and other relevant parties;

• Manage complaints, disputes, arrears and possession proceedings where applicable;

• Maintain appropriate financial, property and compliance records;

• Meet our legal, regulatory, tax and accounting obligations;

• Prevent and detect fraud, crime or misuse of our services;

• Establish, exercise or defend legal claims;

• Protect our business, clients, contract-holders and properties;

• Operate, maintain and improve our website and services; and

• Send marketing communications where we are permitted to do so.

We only use personal information where we have a lawful basis for doing so.

Depending on the circumstances, we may rely on:

Contract – where processing is necessary to enter into or perform a contract with you, or to take steps at your request before entering into a contract.

Legal obligation – where we need to process information to comply with a legal or regulatory obligation.

Legitimate interests – where processing is necessary for our legitimate business interests, or those of a third party, and those interests are not overridden by your rights and interests.

This may include managing properties, maintaining appropriate records, protecting our business and clients, dealing with disputes and improving our services.

Consent – where we specifically ask for your consent to use your information for a particular purpose. Where processing is based on consent, you can withdraw that consent.

Other lawful bases may apply in particular circumstances where permitted by data protection law.

We determine and document the appropriate lawful basis according to the purpose for which information is being processed.

In some circumstances it may be necessary for us to process information that receives additional protection under data protection law.

We will only collect and use this type of information where it is necessary and where we have an appropriate lawful basis and any additional legal condition required.

We will take additional care when handling sensitive personal information.

Where necessary and lawful, we may share personal information with:

• The landlord of a property;

• Prospective or existing contract-holders;

• Guarantors;

• Referencing and credit-check providers;

• Deposit protection schemes, including the Deposit Protection Service (DPS);

• Contractors, tradespeople and maintenance providers;

• Inventory and inspection providers;

• Utility companies and local authorities;

• Rent Smart Wales and other regulatory or public authorities where appropriate;

• Accountants, insurers, solicitors and other professional advisers;

• Courts, tribunals, enforcement bodies or legal representatives;

• IT, website, software and cloud-service providers supporting our business; and

• Other organisations where we are legally required or permitted to disclose information.

We only share information where there is an appropriate reason to do so and aim to limit the information shared to what is reasonably necessary.

We do not keep personal information for longer than is reasonably necessary.

The length of time we retain information depends on factors including:

• The nature of our relationship with you;

• The type of information concerned;

• Our legal and regulatory obligations;

• Tax, accounting and insurance requirements;

• The need to establish, exercise or defend legal claims; and

• Any applicable limitation periods.

When personal information is no longer required, we will securely delete or dispose of it in accordance with our retention procedures.

We take appropriate technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, loss or destruction.

Access to personal information is limited to those who reasonably require it for their role or for the provision of relevant services.

Although we take reasonable measures to protect information, no internet-based system can be guaranteed to be completely secure.

Some of the technology or service providers we use may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer complies with applicable data protection law and that appropriate safeguards are used where required.

Depending on the circumstances, you may have the right to:

• Ask for access to the personal information we hold about you;

• Ask us to correct inaccurate or incomplete information;

• Ask us to erase your personal information in certain circumstances;

• Ask us to restrict the way we use your information;

• Object to certain uses of your information;

• Receive certain information in a portable format;

• Withdraw consent where we rely on consent; and

• Raise concerns about how your personal information is being handled.

These rights do not apply in every circumstance and may be subject to legal exemptions.

To exercise a data protection right, please contact us using the details below.

If you have concerns about the way My Place Properties has collected or used your personal information, please contact us so that we can investigate the matter.

You can make a data protection complaint by emailing:

Rebekah@myplaceproperties.co.uk

or writing to:

My Place Properties
Bryngolau
3 High Street
Tywyn
Gwynedd
LL36 9AA

We will handle data protection complaints in accordance with applicable data protection law, including acknowledging complaints within the required timeframe, investigating them appropriately and informing you of the outcome.

You also have the right to raise concerns with the Information Commissioner’s Office (ICO), the UK’s data protection regulator.

Further information is available at www.ico.org.uk.

Our website may use cookies and similar technologies.

Please see our separate Cookie Policy for information about the technologies we use, their purposes and the choices available to you.

Where consent is legally required before a cookie or similar technology is used, we will request that consent through our website.

Our website may contain links to websites operated by third parties.

My Place Properties is not responsible for the privacy practices or content of third-party websites. You should review the privacy information provided by those organisations before submitting personal information to them.

If My Place Properties is sold, reorganised or transferred, personal information relevant to the business may be disclosed to prospective purchasers or transferred to the new owner where lawful and necessary.

Appropriate steps will be taken to protect personal information during any such process.

We may update this Privacy Policy from time to time to reflect changes to our business, services, technology or legal requirements.

The latest version will be published on our website and the date at the top of this Privacy Policy will be updated accordingly.

For questions about this Privacy Policy, to exercise your data protection rights or to make a data protection complaint, please contact:

My Place Properties
Bryngolau
3 High Street
Tywyn
Gwynedd
LL36 9AA

Telephone: 01654 288465
Mobile: 07792 201491
Email: mail@myplaceproperties.co.uk
Website: www.myplaceproperties.co.uk

Last updated: August 2026