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Privacy Policy

Last updated: 2 September 2026

This Privacy Policy explains how AP Yorkshire Lettings Ltd collects, uses, shares and protects personal information when you visit our website, contact us, enquire about a property, request a valuation, report a maintenance issue, or use our letting and property management services.

1. Who we are

AP Yorkshire Lettings Ltd (“AP Yorkshire”, “we”, “us” or “our”) is the controller responsible for the personal information described in this policy. We are registered in England and Wales under company number 11177348, with our registered office at 41 Nether Hall Road, Doncaster, England, DN1 2PG.

For privacy questions or to exercise your rights, email office@apyorkshire.co.uk, call 01302 811 116, or write to the address above.

2. The information we collect

The information we collect depends on your relationship with us and may include:

  • Contact and identity information, such as your name, address, email address, telephone number, date of birth and identification documents where required;
  • Property and enquiry information, including a property address, postcode, property type, number of bedrooms, occupancy or tenancy status, valuation or letting requirements, viewing requests and correspondence;
  • Tenant and applicant information, such as previous addresses, employment and income information, references, right-to-rent information, household details and information needed to assess an application;
  • Landlord and client information, including ownership, payment, billing, service instructions and property management records;
  • Tenancy and transaction information, including agreements, deposits, rent, inspections, inventories, communications, complaints and records relating to a property or service;
  • Maintenance information, such as the issue date, contact details, property address, description of a problem, its location, and photographs or documents you choose to upload;
  • Payment and financial information needed to administer rent, deposits, fees or other agreed payments. Payment details may be processed securely by payment or banking providers rather than stored by us in full;
  • Marketing preferences and records of your communication choices; and
  • Technical and usage information, such as your IP address, device and browser type, pages visited, referral source, dates and times, security logs and cookie identifiers.

Please do not send sensitive or confidential information that we have not requested. If information about health, accessibility or another sensitive matter is genuinely needed to provide a service or make an appropriate adjustment, we will handle it only where we have a lawful reason to do so.

3. How we collect information

We may collect personal information:

  • directly from you by website form, email, telephone, post, in person, or through an agreement or application;
  • from landlords, tenants, joint applicants, guarantors, referees or representatives involved in a property matter;
  • from property portals, advertising platforms or other services through which you send an enquiry;
  • from referencing, identity, fraud-prevention, deposit, payment, maintenance and utility service providers where relevant;
  • from public records, regulators, local authorities or law-enforcement bodies where permitted or required; and
  • automatically through website logs, cookies and similar technologies.

If you provide information about another person, you should make sure you are entitled to do so and, where appropriate, tell them about this policy.

4. How and why we use personal information

We use personal information where necessary to:

  • respond to general, tenant, landlord, valuation and property enquiries;
  • arrange viewings, valuations and appointments;
  • provide property details and discuss services you have requested;
  • take steps before entering into a contract and administer tenancy, letting or property management agreements;
  • assess applications and arrange referencing, identity or eligibility checks where appropriate;
  • manage rent, deposits, invoices, inspections, repairs, maintenance, safety and access arrangements;
  • communicate with landlords, tenants, applicants, guarantors, contractors and professional advisers;
  • meet legal, regulatory, tax, accounting, safeguarding and record-keeping obligations;
  • prevent and investigate fraud, misuse, security incidents or legal claims;
  • operate, secure, maintain and improve our website and services; and
  • send service updates and, where the law permits, relevant marketing communications.

5. Our lawful bases

Under UK data protection law, we rely on one or more of the following lawful bases:

  • Contract – where processing is needed to take steps at your request or to perform an agreement with you;
  • Legal obligation – where we must keep or disclose information, complete checks, or comply with housing, tax, court, regulatory or other legal requirements;
  • Legitimate interests – where reasonably necessary to run and protect our business, respond to enquiries, manage properties, improve services, prevent fraud or establish and defend legal claims, provided your rights do not override those interests;
  • Consent – where you have made a genuine choice, including for certain marketing or non-essential cookies. You can withdraw consent at any time; and
  • Vital interests – in exceptional circumstances where processing is needed to protect someone’s life.

If we need special category information, we will also identify an additional legal condition before using it.

6. When information is required

Some information is needed to answer an enquiry or provide a requested service. Other information may be required by law or under a contract. If you do not provide information that is necessary, we may be unable to progress an application, enter into or perform an agreement, arrange a repair, or provide the relevant service. We will explain this where it applies.

7. Who we share information with

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

  • landlords, tenants, applicants, guarantors or other parties involved in a tenancy or property service;
  • referencing, identity-checking, fraud-prevention and right-to-rent service providers;
  • deposit protection schemes, inventory providers, utility companies and local authorities;
  • contractors, tradespeople, inspectors and safety or maintenance providers;
  • banks, payment providers, accountants, insurers, auditors, debt-recovery providers and professional advisers;
  • property portals, advertising services and viewing or appointment providers;
  • website hosting, form, email, communications, customer-management, document storage and other technology providers;
  • courts, regulators, ombudsman services, government departments, police or other authorities where disclosure is required or permitted by law; and
  • a purchaser, investor or adviser if our business or assets are reorganised, sold or transferred.

We require service providers acting on our behalf to use personal information only for authorised purposes and to protect it appropriately. We do not sell personal information.

8. International transfers

Some technology or service providers may process information outside the United Kingdom. Where this happens, we will use a lawful transfer mechanism and appropriate safeguards, such as a UK adequacy regulation, approved contractual protections, or another method permitted by UK data protection law. You can contact us for more information about safeguards relevant to your data.

9. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected. The period depends on the type of record, our relationship with you, legal and regulatory requirements, accounting rules, complaint or claim periods, and whether an issue is ongoing.

For example, an enquiry that does not progress will generally be kept for a shorter period than records connected with a tenancy, property management agreement, payment, deposit, repair or legal obligation. We may keep a limited record of a marketing opt-out so that we continue to respect your choice. When information is no longer required, we delete it securely or anonymise it.

10. Marketing

We may contact you about relevant properties or services where you have asked us to do so or where another lawful basis permits it. You can opt out of marketing at any time by using an unsubscribe option where provided or contacting us. Opting out of marketing will not stop communications that are necessary for an enquiry, tenancy, property, repair or other service.

11. Cookies and website technology

Our website uses cookies and similar technologies to operate securely, remember choices and provide website features. We may also use optional analytics or advertising technologies to understand website use and improve our services.

Where consent is required for a non-essential cookie, we will ask before setting it. You can use the website’s cookie controls, where available, or your browser settings to manage or delete cookies. Blocking some cookies may affect how parts of the website work.

The website may include content or services supplied by other organisations, such as maps, videos, enquiry tools, email delivery or embedded applications. These providers may receive technical data or information you submit through their feature and may apply their own privacy information.

12. Security

We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. Access is limited to people and providers who need the information for an authorised purpose. No internet service is completely secure, so please take care when sending information online.

13. Your data protection rights

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

  • ask for access to your personal information;
  • ask us to correct inaccurate or incomplete information;
  • ask us to erase information;
  • ask us to restrict how information is used;
  • object to processing based on legitimate interests or to direct marketing;
  • receive certain information in a portable format or have it sent to another organisation; and
  • withdraw consent where processing is based on consent.

These rights are not absolute and legal exceptions may apply. We may need to confirm your identity before completing a request. We do not normally charge a fee, although the law allows a reasonable fee or refusal in limited cases.

14. Automated decision-making

We do not use this website to make decisions about you that produce legal or similarly significant effects solely by automated means. If this changes, we will provide specific information about the process, its significance and the safeguards available to you.

15. Children’s information

Our website and services are not directed at children. We may process limited information about children where necessary for a household, tenancy, safeguarding matter or legal obligation. A parent, guardian or other responsible adult should provide only the information reasonably required and contact us if there are concerns.

16. Other websites

Our website may link to websites operated by other organisations. This policy applies only to AP Yorkshire’s processing. Please read the privacy information on any third-party website or service you use.

17. Complaints

Please contact us first if you have a concern about how we use personal information, so we can try to resolve it. You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection. Information about making a complaint is available at ico.org.uk/make-a-complaint.

18. Changes to this policy

We may update this Privacy Policy when our services, systems or legal obligations change. The latest version will be published on this page with a revised “Last updated” date. Where a change materially affects how we use your information, we will take reasonable steps to bring it to your attention.