PRIVACY POLICY

How we collect and handle your data

Cityscan Limited Privacy Policy

Last updated: November 2025

ICO registration: ZB220427

1. Who We Are

This privacy policy is issued on behalf of Cityscan Limited (“Cityscan”, “we”, “us”, “our”). Cityscan Limited is the Data Controller responsible for your personal information. Registered office: Floor 3, 207 Regent Street, London W1B 3HH. To contact our Data Protection Officer (DPO): josh@cityscan.uk.

This notice explains how we collect, use and protect your personal data when you visit our website or use our services. Our website is not intended for children, and we do not knowingly collect data relating to children.

2. How We Collect Personal Data

Direct interactions: forms, calls, emails, applications, portals or social media.

Third‑party sources: referencing/AML providers, credit agencies, public sources (Companies House, Electoral Register), partners (Rightmove, Zoopla).

Automated data: website analytics and cookies (see Cookie Policy).

All emails sent to Cityscan addresses may be stored on our secure IT systems and subject to monitoring for security and data‑breach prevention.

3. What Personal Data We Collect

Identity and contact details; financial and payment information; tenancy and property details; proof of ownership or right to rent/work; employment or reference data; communication preferences; technical data (IP, browser, device, usage).

We may occasionally collect special‑category data (e.g. health information for accessibility). Where we do so, processing is carried out under Article 9(2)(a) (explicit consent) or Article 9(2)(b) (employment/social‑protection law).

4. How We Use Your Personal Data

Arrange/administer tenancies and property transactions; comply with legal obligations (AML, right‑to‑rent); handle payments, deposits, maintenance; communications; improve systems, customer service and website; training, risk assessment and fraud prevention; recruitment.

Legal bases: Contract (Art 6(1)(b)); Legal Obligation (Art 6(1)(c)); Legitimate Interest (Art 6(1)(f)); Consent (Art 6(1)(a)).

5. Disclosures of Your Personal Data

We may share data with: deposit schemes, referencing agencies, maintenance and utility providers, inventory clerks, surveyors, managing agents, IT/cloud providers, professional advisers (lawyers, accountants, insurers), HM Land Registry, local authorities and law‑enforcement bodies.

All external recipients act under written data‑processing agreements requiring confidentiality, security and purpose limitation.

6. International Transfers

We do not routinely transfer personal data outside the UK. Where necessary (e.g., overseas landlords or providers), we use the UK Addendum to EU Standard Contractual Clauses or an ICO adequacy decision. Transfers are encrypted and limited to what is necessary.

7. Data Security

We use technical and organisational safeguards including encryption, access controls, staff training and outbound‑email monitoring. Only authorised personnel and processors may access your data. We assess and, where required, report personal‑data breaches to the ICO within 72 hours and inform affected individuals where necessary.

8. Data Retention

Tenancy agreements & correspondence: 6 years after tenancy end

Deposit protection records: 7 years

AML / Right‑to‑Rent documents: 5 years

Financial records / invoices: 6 years

Job applications (unsuccessful): 6 months + 18 months for future roles

Marketing contacts: until consent withdrawn

After expiry, records are securely deleted or anonymised.

9. Your Legal Rights

You may request access, correction, erasure, restriction, objection, and data portability (where applicable). You may withdraw consent at any time for marketing uses. Requests are free of charge and normally completed within one month. We may request ID verification before acting on your request. To exercise your rights, email josh@cityscan.uk.

10. Marketing Preferences

Opt out at any time via unsubscribe links or by emailing josh@cityscan.uk or calling 02033768194. Opting out does not affect communications about existing services or tenancies. We will not share your data with any external company for their own marketing without your explicit opt‑in consent.

11. Cookies

We use cookies and analytics (including Google Analytics) to improve functionality and user experience. Cookies do not collect personally identifiable information. See our Cookie Policy for details.

12. Complaints & Contact

Contact our DPO at josh@cityscan.uk. You may also contact the Information Commissioner’s Office (ico.org.uk / 0303 123 1113). We welcome the opportunity to resolve issues directly.