Privacy Policy

Votta Sales and Lettings Privacy Notice

 

 

Our Contact Details
Company Name: Votta Sales and Lettings Ltd
Address: 34 Station Road, Westgate-on-Sea, Kent, CT8 8QY
Phone: 01843 262045
Email: info@votta.co.uk
ICO Registration Number: ZA465161

1. Introduction

 

This privacy policy explains how we collect, use, and store your personal data. Votta Sales and Lettings Ltd is committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018).

2. The Information We Collect

 

We may collect and process the following types of personal data:

  • Full name

  • Contact details (address, phone number, email)

  • Proof of identity

  • Date of birth

  • Financial information

3. How We Get the Information

 

Most of the personal data we collect is provided directly by you when you:

  • Enter into a contract with us

  • Make an enquiry

  • Subscribe to our newsletters

  • Use our website or services

  • Provide information for referencing or compliance

We may also receive personal data from third parties, such as referencing agencies or public registers, where you have consented or where it is necessary to perform our contract with you or comply with legal obligations.

4. Legal Basis for Processing

 

We process your personal data based on the following legal grounds, depending on the purpose:

  • Contractual obligation: To provide our services and fulfil our contract with you.

  • Consent: Where you have given clear consent—for example, to receive marketing communications.

  • Legitimate interests: To manage our business operations, improve our services, ensure system security, and prevent fraud.

  • Legal obligation: To comply with applicable laws and regulations.

If processing is based on consent, you have the right to withdraw it at any time by contacting us (see Section 10). You can also opt out of marketing communications via any unsubscribe link or by contacting us directly.

5. What We Do With Your Data

 

We use your data to:

  • Deliver services and products to you

  • Communicate important updates and notices

  • Carry out referencing, anti-money laundering, and credit checks

  • Issue invoices and collect payments

  • Manage enquiries, complaints, and disputes

  • Comply with applicable laws and regulatory requirements

6. Sharing Your Data

 

We may share your personal data with trusted third parties to provide our services, including:

  • Referencing agencies (e.g. Smart Compliance)

  • Insurance partners (e.g. Alan Boswell)

  • Tenancy deposit schemes

  • Utility and council tax switch services (where applicable)

  • Contractors for property maintenance

  • Solicitors or debt recovery services (if required)

  • Government authorities or regulatory bodies as legally required

All third parties are required to keep your data secure and use it only for the purposes we specify.

7. International Data Transfers

 

We do not transfer or store your personal data outside the United Kingdom. All our systems and third-party providers operate within the UK and are subject to UK data protection laws. Should this change, we will update this policy and implement appropriate safeguards.

8. Data Retention

 

We keep your personal data only as long as necessary for the purposes set out in this policy:

  • During the term of our contract with you

  • For 7 years after contract termination to meet compliance, legal, and regulatory requirements

Exceptions:

  • CCTV or phone recordings may be retained for shorter periods unless required for evidence

  • Marketing opt-in data may be kept until you withdraw consent

If you would like further details on retention periods specific to your data, please contact us.

9. Cookies

 

Our website uses cookies to:

  • Improve your browsing experience

  • Analyse website traffic

  • Support essential website functions

You can manage your cookie preferences via your browser settings or our on-site cookie control banner/tool. For more information, please refer to our Cookie Policy (insert link if available).

We comply with the Privacy and Electronic Communications Regulations (PECR) by obtaining your consent before using any non-essential cookies.

10. Your Data Protection Rights

 

Under data protection law, you have the right to:

  1. Access your personal data

  2. Request correction of inaccurate or incomplete data

  3. Request erasure of your data in certain circumstances

  4. Restrict or object to how your data is processed

  5. Request the transfer of your data to another organisation

  6. Withdraw consent at any time (where processing is based on consent)

To exercise any of these rights, please contact us at info@votta.co.uk. We will respond within one month.

11. How to Complain

 

If you are unhappy with how we use your data, please contact us directly. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

ICO Address:
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: ico.org.uk

12. Data Security and Staff Training

 

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it.
All staff receive regular training on data protection to ensure compliance with UK GDPR and our internal policies.

13. Data Breach Procedure

 

In the unlikely event of a personal data breach, we have procedures in place to promptly assess, contain, and manage the situation. We will notify the ICO and affected individuals where legally required within the relevant timeframes.

14. Record Keeping and Data Protection Impact Assessments

 

We maintain a detailed Record of Processing Activities (RoPA) and carry out Data Protection Impact Assessments (DPIAs) where necessary to ensure ongoing compliance with data protection legislation.

Effective Date: 18th October 2018
Last Reviewed: 15th June 2025

Regular reviews: Annually 

Scroll to Top