Vira Lettings Ltd – Privacy Policy

Last updated: 7 October 2025

This Privacy Policy explains how Vira Lettings Ltd collects, uses, and protects your personal information when you visit our website, make an enquiry, or engage with our lettings and property management services.

Our website is intended for adults, and we do not knowingly collect personal data from individuals under the age of 18.

Please read this policy carefully, along with any other privacy notices we may issue, so you fully understand how and why we use your information.

1. Who We Are

Vira Lettings Ltd (“Vira Lettings”, “we”, “us”, or “our”) is the controller responsible for your personal data.

Registered Office:
25 West Water Crescent
Hampton Vale
Peterborough
PE7 8LT

Visits by appointment only

📧 info@viralettings.com
📞 +44 7917 608402

We are committed to protecting your privacy and ensuring that your personal data is handled securely and lawfully.

If you have any questions about this policy, please contact our Privacy Manager using the details above.

2. Changes to This Policy

We review this Privacy Policy regularly to ensure it remains accurate and compliant with data protection regulations. Updates will be posted on this page, and the date above will be amended accordingly.

Please let us know if your personal data changes during your relationship with us so we can keep our records up to date.

3. Third-Party Links

Our website may include links to third-party websites or services. Clicking these links may allow third parties to collect or share data about you.

We are not responsible for the privacy practices of those websites and encourage you to read their privacy policies before providing any personal data.

4. The Data We Collect

We may collect, use, and store the following types of personal information:

Identity Data: Name, title, and identification details.
Contact Data: Address, email address, and telephone numbers.
Technical Data: IP address, browser type, operating system, and information about how you use our website.
Usage Data: Details about how you interact with our site and services.
Marketing and Communication Data: Preferences regarding receiving marketing and updates from us.

We may also collect aggregated, non-identifiable data for analytical or reporting purposes.

We do not collect sensitive personal data (such as health, ethnicity, or political views) or criminal conviction data.

5. How We Collect Your Data

We collect personal data in several ways:

Directly from you – when you contact us via our website, email, or phone; request property information; apply for a tenancy; or use our services.
Automatically – when you browse our website through cookies or similar technologies that help us understand site performance and user behaviour.
From third parties – such as tenant referencing agencies, property listing platforms, or publicly available databases like Companies House.

6. How We Use Your Personal Data

We use your data lawfully and only for necessary purposes, including to:

Provide lettings, management, and related property services.
Process applications, agreements, and payments.
Communicate with you about properties, services, or updates.
Improve our website, services, and customer experience.
Comply with legal and regulatory obligations.

We will not sell or rent your information to third parties.
You can withdraw your consent for marketing communications at any time by contacting us.

7. Data Sharing

We may share your information with trusted third parties when necessary, including:

Tenant referencing or credit agencies.
Contractors or maintenance suppliers.
Professional advisers such as solicitors, accountants, and insurers.
IT, website, and system support providers.
Regulatory bodies or legal authorities (if required by law).

All partners and suppliers are required to handle your data securely and only for legitimate purposes.

8. Data Security

We have implemented appropriate technical and organisational security measures to prevent your personal data from being lost, accessed, or disclosed without authorisation.

Access to your data is restricted to authorised staff and service providers who have a legitimate business need. In the unlikely event of a data breach, we will notify you and the relevant authorities when legally required.

9. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, tax, or regulatory obligations.

In most cases, we will retain customer and transaction records for six years after our business relationship ends.
We may anonymise data for statistical purposes, which can then be used indefinitely.

10. Your Rights

You have the following rights under data protection law:

To request access to the personal data we hold about you.
To request correction of inaccurate or incomplete data.
To request erasure of your personal data where lawful to do so.
To object to or restrict how we process your data.
To request a copy or transfer of your data to another party.
To withdraw consent for marketing communications at any time.

To exercise any of these rights, please contact our Privacy Manager at info@viralettings.com.
We aim to respond to all valid requests within one month.

11. Cookies

Our website uses cookies to enhance functionality and user experience. You can adjust your browser settings to block or alert you to the use of cookies.

However, some parts of the site may not function properly if cookies are disabled.

12. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact:

Vira Lettings Ltd
25 West Water Crescent
Hampton Vale
Peterborough
PE7 8LT

📧 info@viralettings.com
📞 +44 7917 608402