Homeshare (“we,” “us,” or “our”) values the privacy and security of all users, including agents, landlords, and tenants who interact with our platform. In compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, this policy provides detailed insight into how we collect, store, use, and protect personal data. Our approach to data protection is rooted in transparency, responsibility, and respect for user rights.

1. Data Controller Information

Homeshare is the designated Data Controller responsible for ensuring that personal data is handled securely and lawfully. Any questions regarding data protection can be directed to our contact details below:

• Email: [email protected]
• Phone: 020 3322 6496
• Address: Berkeley Square House, Berkeley Square, London, W1J 6BD

2. What Data We Collect

Homeshare collects and processes personal data to facilitate property rentals, enhance user experience, and ensure legal compliance. The type of data collected depends on the user's role.

For Agents & Landlords

We gather the following personal and professional details to manage property listings and communications:

• Full name, email, phone number, and office address.
• Business details, including agency name, professional registration numbers, and financial information.
• Information related to property listings and associated images or descriptions.
• Records of communication with tenants and Homeshare support services.

For Tenants

To ensure a smooth tenancy process, we collect necessary identification and financial data, including:

• Full name, date of birth, and contact details.
• Identity verification documents such as passports or driving licences.
• Employment records and landlord references to assess suitability.
• Credit check reports and financial information if required for rental agreements.
• Tenancy agreements and transaction records associated with rental payments.

3. How We Use Personal Data

The data collected is processed for various purposes, ensuring compliance with applicable legal frameworks:

Purpose	Legal Basis under UK GDPR
Managing user accounts and profile information	Performance of a contract
Verifying user identities and conducting tenant referencing	Legitimate interest & legal obligation
Processing payments, including rent transactions	Performance of a contract
Providing customer support and handling disputes	Legitimate interest
Improving platform functionality and security	Legitimate interest
Ensuring compliance with legal and regulatory obligations	Legal obligation

4. How We Store & Protect Personal Data

Homeshare prioritises the security of all user data by employing advanced encryption methods and robust access controls. Data is securely stored on servers within the UK or the European Economic Area (EEA) with strict security protocols in place.

• All personal data is encrypted and accessible only to authorised personnel.
• Secure authentication methods are used to prevent unauthorised access.
• Payment transactions are processed through PCI-DSS-compliant third-party services such as Stripe.
• Data retention policies ensure information is only stored for necessary durations (see Section 5).

5. Data Retention Periods

Personal data is retained for only as long as necessary, in line with regulatory and operational requirements:

Data Type	Retention Period
User account information	While the account is active + 1 year
Property listings and associated data	Until removed by the agent/landlord
Financial transaction records	6 years (as required by law)
Tenant applications and referencing data	1 year after a tenancy decision
Tenancy agreements	6 years after the contract ends

6. Third-Party Data Sharing

Homeshare does not sell or rent personal data. However, in some cases, data may be shared with authorised third parties to facilitate essential services. These include:

• Credit check and referencing agencies for tenant screenings.
• Payment processors for managing rental transactions and platform subscriptions.
• Legal or regulatory authorities when required by law.

Last Updated: 31/03/2025