- 1.About this notice
- 2.Who this notice is for
- 3.What personal data we hold about you
- 4.Where we got your data
- 5.How we use your data and our lawful basis
- 6.Who we share your data with
- 7.International transfers
- 8.How long we keep your data
- 9.Your rights
- 10.How we protect your data
- 11.Contact us and complaints
- 12.Changes to this notice
1. About this notice
This notice explains how HOMEHUB CHECK LTD ("HomeHub", "we", "us", "our") collects and uses personal data when we contact letting agency professionals about our service — or when you contact us.
It is separate from the HomeHub Privacy Policy, which covers personal data we process about rental applicants who enquire about properties through our letting agent partners. The two notices serve different audiences.
HomeHub is the data controller for the personal data described in this notice. That means we decide what data is collected and how it is used.
Our details
- Legal name: HOMEHUB CHECK LTD
- Company number: 16556319
- Registered address: Sapphire Heights Courtyard, 31 Tenby Street North, Birmingham, West Midlands, England, B1 3ES
- ICO registration: ZC105246
- Data protection contact: Henri Hicks, henri.hicks@homehubrent.com
2. Who this notice is for
This notice applies to you if:
- You work for a UK letting agency and we have contacted you in your professional capacity to discuss HomeHub;
- You have engaged with us directly — for example by replying to a message, attending a meeting or event we ran, or completing a form on our website;
- Your details have been shared with us by a mutual industry contact for the purpose of an introduction.
If you are a rental applicant, this is not the notice for you. Please see the HomeHub Privacy Policy at homehubrent.com/privacy instead.
3. What personal data we hold about you
We hold only business contact details and engagement information. We do not knowingly collect personal data that goes beyond your professional capacity.
| Category | What this means |
|---|---|
| Name | Your first name and last name. |
| Business contact details | Work email, work phone, agency name, role/title. |
| Publicly available professional information | Where relevant: agency website details, LinkedIn profile, Companies House role, branch location. |
| Engagement history | Whether you have opened, clicked, or replied to our communications; date of last meaningful contact; outcome of any call or meeting. |
| Suppression record (if applicable) | If you ask us to stop contacting you, we retain a minimum record of your name and email solely to ensure we do not contact you again. |
4. Where we got your data
Where we have not received your data directly from you, we are required by Article 14 of the UK GDPR to tell you where it came from. Our sources fall into the following categories:
| Source category | Detail |
|---|---|
| Publicly available business sources | Agency websites, Companies House, industry directories, trade event attendee lists where these have been made public. |
| Third-party B2B data providers (such as Lemlist) | We obtain business contact details from third-party providers that maintain databases of professional contacts. We do not share our prospect lists back with these providers. |
| Referrals | Where another industry contact has introduced you to us or suggested we make contact. |
| Direct contact | Where you have contacted us, visited our website, attended an event we ran, or otherwise engaged with us first. |
If you would like to know specifically which of these sources we used in your case, please contact us using the details in section 11.
5. How we use your data and our lawful basis
We use the data we hold about you for the following purposes:
| What we do | Data involved | Lawful basis |
|---|---|---|
| Identifying letting agencies and individuals who may benefit from HomeHub | Name, business contact, role, agency, publicly available business information | Legitimate interests |
| Sending business communications (email, occasional phone) introducing HomeHub | Name, work email, work phone | Legitimate interests (subject to PECR opt-out) |
| Recording engagement and follow-up activity in our internal records | Engagement history, notes from any call or meeting | Legitimate interests |
| Maintaining a suppression list of people who have asked not to be contacted | Name and email only | Legitimate interests (and to comply with PECR) |
| Responding to data subject requests, regulatory enquiries, or court orders | As required | Legal obligation |
More on legitimate interests
Where we rely on legitimate interests, the interest we are pursuing is the operation and growth of the HomeHub business: identifying letting agencies and professionals who may benefit from our service, contacting them in their professional capacity to introduce it, and maintaining records of our outreach to ensure those contacts are handled responsibly.
We have considered whether this interest is overridden by your rights and freedoms, and concluded that it is not, taking into account the limited scope of data we hold (business contact details only), the B2B and professional context, the absence of any sensitive or special category data, the proportionate retention periods, and the safeguards described in this notice. You can request a copy of our Legitimate Interests Assessment by contacting us.
You have an unconditional right to ask us to stop contacting you for direct marketing purposes. Where you do, we will stop.
7. International transfers
Our service providers are based in the UK or the European Economic Area, and personal data is processed within that region. Where this changes in future, we will rely on the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or another approved transfer mechanism, and we will update this notice.
8. How long we keep your data
We keep your personal data only for as long as we need it, with different retention periods for different categories of contact:
| Category | Retention period | Why |
|---|---|---|
| Active prospects (no meaningful contact in the period) | 2 years from last meaningful contact | After 2 years without a reply, meeting, or other meaningful engagement, we delete or re-acquire your details from current sources rather than holding stale data indefinitely. |
| You have asked us not to contact you (suppression list) | Indefinite | We retain the minimum data needed (name and email) to ensure we honour your request and do not contact you again. Holding this is itself a legitimate interest — not holding it would risk us re-contacting you in the future. |
| You have become a HomeHub customer or partner | Duration of the customer relationship + 6 years after end | Standard commercial retention for contractual and tax purposes. |
These periods are guides, not absolutes — if you ask us to delete your data earlier, we will do so, subject to the suppression-list exception explained above and any legal obligation we may have to retain it for longer.
9. Your rights
Under UK GDPR and PECR, you have a number of rights in relation to your personal data:
| Your right | What this means |
|---|---|
| Right to be informed | To know what we do with your data — this notice is how we do that. |
| Right of access | To request a copy of the personal data we hold about you. |
| Right to rectification | To ask us to correct data that is inaccurate or incomplete. |
| Right to erasure | To ask us to delete your data. Note: where you have asked us not to contact you, we will keep a minimum suppression record so we can honour that request. |
| Right to restrict processing | To ask us to limit how we use your data in certain circumstances. |
| Right to object | To object to our use of your data for direct marketing, at any time. Where you object, we will stop — there is no balancing test for direct marketing objections. |
| Right under PECR | To opt out of electronic marketing communications at any time, regardless of the lawful basis we rely on. |
To exercise any of these rights, contact us at henri.hicks@homehubrent.com. The fastest way to stop receiving communications is to reply "unsubscribe" to any message from us, or use the unsubscribe link if one is provided. We will action your request promptly and add you to our suppression list to ensure we do not contact you again.
We will respond to data subject requests within one month. There is no charge for exercising your rights, unless your request is manifestly unfounded or excessive.
10. How we protect your data
We take appropriate technical and organisational measures to keep your data secure, including:
- Encryption of data in transit and at rest;
- Access controls so that only those who need to see your data can do so;
- Contractual obligations on all of our service providers to protect personal data;
- Regular review of our security measures.
If we ever become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner's Office within 72 hours, and tell you directly where required.
11. Contact us and complaints
For any question about this notice, or to exercise any of your rights:
Henri Hicks
Data Protection Contact
HOMEHUB CHECK LTD, Sapphire Heights Courtyard, 31 Tenby Street North, Birmingham, West Midlands, England, B1 3ES
If you are not satisfied with how we have handled your data or any complaint you have raised with us, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: ico.org.uk
12. Changes to this notice
We may update this notice from time to time. The version and date at the top will always reflect when it was last revised. Where the changes are material, we will take reasonable steps to bring them to your attention.