Privacy policy

This policy explains how South West Shared collects, uses and protects your personal information when you use our website or our lettings, short-let and property management services.

South West Shared is a trading name of Owna Group Interiors Limited, registered in England (company no. 14981458). We are the controller of your personal information and are registered with the Information Commissioner's Office (ICO) under registration number ZC278656.

How to contact us

Email info@southwestshared.co.uk, call 020 3070 2666 or write to us at Pavilion Club, 81–83 Fulham High St, London SW6 3JW.

What we collect

Depending on how you deal with us, we may collect:

• Contact details, such as your name, email address, phone number and postal address.
• Details about your enquiry, such as the property you're interested in, dates, budget, number of guests or bedrooms, and anything you write in a message.
• Details about a property you own or manage, if you ask us to let or manage it.
• Information needed to set up a tenancy or stay, such as identity documents, right to rent checks, references, employment and income details, and guarantor details.
• Payment and bank details needed to collect rent, pay landlords or hold deposits.
• Records of our emails, calls and messages with you.
• Basic technical information when you use our website, such as your browser type and the pages you visit (see our cookie policy).

How we use it and why

We only use your information where the law allows. In practice that means:

• To respond to your enquiry and provide our services: to take steps you've asked for before entering into a contract, or to perform a contract with you.
• To meet our legal obligations: for example right to rent checks, deposit protection, anti-money laundering checks, client money rules and keeping tax records.
• For our legitimate interests: to run and improve our business, keep our website secure, prevent fraud and spam, and deal with complaints or legal claims. We only do this where it doesn't override your rights.
• With your consent: to send you marketing, such as new properties or news. You can withdraw consent at any time by emailing us or using the unsubscribe link in any email.

Who we share it with

We don't sell your information. We share it only where needed to provide our services or where the law requires, including with:

• Landlords, tenants and guests, where needed to arrange or manage a tenancy or stay.
• Referencing, identity-check and credit agencies.
• Government-approved tenancy deposit schemes.
• Contractors, cleaners and inventory clerks working on a property.
• Other brands in the Yo&Co Group (Yo's House, Yo's Home and Nestle & Nest), only where you've asked for their services or we need them to deliver ours.
• Our service providers, including our website host and form provider (Webflow), spam protection (Cloudflare Turnstile), email and accounting providers.
• Our professional advisers, insurers, The Property Redress Scheme and Client Money Protect.
• The police, local authorities, HMRC or other bodies where the law requires us to.

Transfers outside the UK

Some of our service providers, such as Webflow, store data outside the UK. Where this happens we make sure appropriate safeguards are in place, such as UK adequacy regulations or the UK International Data Transfer Agreement.

How long we keep it

• Enquiries that don't go any further: up to 2 years from our last contact.
• Tenancy, management and client money records: 6 years after the tenancy or agreement ends, so we can deal with any claims and meet tax rules.
• Anti-money laundering records: 5 years after the business relationship ends.
• Marketing preferences: until you unsubscribe.

After that we delete or anonymise the information.

Your rights

You have the right to:

• ask for a copy of the information we hold about you;
• ask us to correct anything that's wrong or incomplete;
• ask us to delete your information, or to restrict how we use it;
• object to us using it for our legitimate interests or for marketing;
• ask us to transfer information you gave us to another organisation;
• withdraw your consent at any time, where we rely on it.

To use any of these rights, contact us at info@southwestshared.co.uk. We'll reply within one month. Some rights don't apply in every situation, for example where we must keep records by law.

Complaints

If you're unhappy with how we've handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed.