Policies & Tenant Information

At Ceres Crest, we are committed to transparency, professionalism, and protecting your rights as a tenant or applicant. This page provides access to our key privacy and legal policies, including how we handle your data and your rights under UK law.

Whether you're applying to rent one of our properties, currently a tenant, or simply visiting our website, we encourage you to review the relevant policies below.

You should also read the government's official How to Rent Guide, which outlines your rights and responsibilities when renting a home in England. A copy of this guide will be made available to you as part of your Tenancy Agreement too.

Privacy Policy for Website Visitors

Last updated: 21 July 2025

This policy explains how Ceres Crest Ltd collects, uses, and protects your personal data as you browse our website, contact us or view our listings.

1. Information We Collect Automatically

When you visit our website, we may automatically collect certain information through cookies and other technologies, such as:

IP address
Browser type and version
Device type and operating system
Pages visited and time spent
Referring website or source
General location (e.g. city or region)

This information is primarily collected using:

Google Analytics – See Google’s Privacy Policy
Other analytics tools used to evaluate site usage and performance
Cloudflare – See Cloudflare’s Privacy Policy

We use this data to understand website usage, improve our services, and maintain site security.

We also collect your name, contact details and any other data that you might submit through a contact form.

2. Cookies and Similar Technologies

Cookies are small text files placed on your device to help websites function effectively and provide useful data.

We use:

Strictly necessary cookies – For core site functionality
Analytics cookies – For usage tracking and performance insights
Security cookies – Used by services like Cloudflare for protection

You can manage or block cookies in your browser settings. For more information, visit www.allaboutcookies.org.

On your first visit, a cookie notice allows you to accept or decline non-essential cookies in line with UK GDPR and PECR.

3. Third-Party Property Platforms

Our properties may be listed on external websites. When visiting or interacting with our listings on these platforms, their privacy and cookie policies apply:

Please refer to their respective privacy policies for details on how your data is handled on those platforms.

4. Your Rights

Under the UK GDPR, you have the right to:

Access your personal data
Request correction of inaccurate information
Request deletion of data where appropriate
Object to or restrict certain types of processing
Withdraw consent (where applicable)
Lodge a complaint with the Information Commissioner’s Office (ICO)

5. Legal Basis for Processing

We process personal data on the following bases:

Legitimate interests – Analytics, site improvement, and network protection
Consent – For non-essential cookies or optional tracking
Legal obligations – To comply with applicable UK laws

6. Data Security

We use technical and organisational measures to safeguard your data, including encrypted communications (HTTPS), firewalls, and secure infrastructure.

7. Changes to This Policy

We may update this policy from time to time. The latest version will always be available on our website with the date of revision shown at the top.

8. Contact Us

If you have any questions or wish to exercise your data rights, please contact us at hello[@]cerescrest.com

Privacy Policy for Pre-Tenancy Applicants and Guarantors

Last updated: 21 July 2025

This privacy policy sets out how Ceres Crest Ltd (“we”, “us” or “our”) collects, processes, and protects personal data provided by tenancy applicants and guarantors during the pre-tenancy process. This policy is in addition to and supplemental to any privacy and/or data sharing policy the application platform may require you to accept.

1. Purpose of Data Collection

We collect and process your personal data for the purpose of assessing your suitability for a tenancy or to act as a guarantor. This includes, but is not limited to:

Identity and address verification
Creditworthiness checks
Employment and income verification
Affordability assessment
Reference collection (landlord, employer, personal)
Preparation of tenancy or guarantor agreements
Preventing fraud and money laundering

2. Types of Personal Data Collected

We may collect the following types of information from you and relevant third parties:

Full name, date of birth, and address history
Contact details (phone, email)
Employment and income details
Bank or building society information
Identity documents (e.g. passport, driving licence)
Credit history, county court judgments, or bankruptcy data
Character references
Any data you voluntarily submit as part of your application

For guarantors, we collect similar data to assess your ability and willingness to support the applicant's tenancy financially.

3. Legal Basis for Processing

Under UK GDPR, we rely on the following lawful bases to process your personal data:

Article 6(1)(b): Processing is necessary to enter into or perform a contract
Article 6(1)(c): Compliance with a legal obligation
Article 6(1)(f): Our legitimate interest in assessing tenancy applications and preventing fraud

4. Who We Share Your Data With

To process your application, we may share your information with:

Landlords and their agents
Third-party referencing and credit agencies
Current or previous landlords
Employers or accountants
Banks or building societies
Local authorities or utility providers (where relevant)

Information may also be passed to legal authorities or regulators if required by law or to prevent fraud or illegal activity.

5. Data Retention

If your application is successful, your information will be retained as part of your tenancy record and governed by our Tenant Privacy Policy.
If your application is unsuccessful, your data will be retained only for as long as necessary, generally not exceeding 6 months, after which it will be securely deleted or anonymised.

6. Your Rights

Under UK GDPR, you have rights regarding your personal data, including:

Access to your data
Rectification of inaccurate data
Erasure (“right to be forgotten”) in certain circumstances
Restriction of processing
Data portability (where applicable)
Objection to processing
Lodging a complaint with the Information Commissioner’s Office (ICO)

7. Data Security

We implement appropriate technical and organisational measures to ensure the security and confidentiality of your personal data.

8. Contact Us

If you have any questions or wish to exercise your data rights, please contact us at hello[@]cerescrest.com

Privacy Policy for Tenants

Last updated: 21 July 2025

This policy explains how Ceres Crest Ltd collects, uses, and protects your personal data during and after your tenancy.

1. Purpose of Processing

We process your personal data to manage your tenancy, including:

Fulfilling the tenancy agreement
Communicating with you (e.g. repairs, rent collection)
Complying with legal obligations (e.g. deposit protection, council tax, right to rent)
Managing property maintenance and safety
Providing references to future landlords or agents
Pursuing debt recovery or breaches of the tenancy

2. What Personal Data We Hold

We may hold the following categories of personal data:

Name, contact details, and address history
Tenancy agreement details
Rent payment history
Maintenance request records
Communications and notices issued during the tenancy
Utility and council tax registration details
Deposit protection information
Any right to rent checks (including immigration status documents)

3. Legal Basis for Processing

We process your personal data under the following legal bases:

Contractual necessity (Article 6(1)(b))
Legal obligation (Article 6(1)(c))
Legitimate interests (Article 6(1)(f)), such as maintaining property standards, pursuing rent arrears, and ensuring effective communication

4. Who We Share Your Data With

We may share your data with:

Our appointed agents and contractors
Local authorities and utility companies
Deposit protection schemes
Maintenance contractors and software providers
Debt collection or tracing agencies (if necessary)
Other landlords or letting agents (e.g., for future references)
Regulatory authorities (e.g. HMRC, UK Visas and Immigration)

Where appropriate, we may share your contact details with co-tenants or other occupiers to facilitate property coordination (e.g., maintenance, bills, or safety concerns).

We will never sell your data or use it for marketing without your consent.

5. After the Tenancy

After you leave, your data may be used to:

Provide references
Settle utility or council tax accounts
Recover any outstanding rent or costs
Respond to legal or regulatory enquiries
Defend or pursue legal claims

We retain your personal data for as long as legally required, which may be up to 7 years for accounting, tax, and legal purposes.

Data related to guarantors, where no action or financial transaction was acted on by them, will be retained for at least 6 months post-tenancy.

6. Your Data Rights

You have the following rights under the UK GDPR:

Access and obtain a copy of your data
Rectify inaccurate or incomplete data
Request deletion in certain situations
Restrict or object to processing
Data portability (if applicable)
Lodge a complaint with the ICO

7. Security Measures

We take the security of your information seriously and implement appropriate safeguards, including data encryption, secure access controls, and employee training.

8. Contact

For data protection matters,please contact us at hello[@]cerescrest.com

Right to Rent Policy

Last updated: 21 July 2025

1. Purpose

This policy outlines how Ceres Crest Ltd complies with its legal obligations under the Immigration Act 2014 (as amended) in relation to Right to Rent checks. It applies to all residential tenancy agreements where we act as landlord or agent in England.

2. Our Legal Duty

Under Section 22 of the Immigration Act 2014, landlords (and agents acting on their behalf) must not allow an adult to occupy a property under a residential tenancy agreement unless that adult has the legal right to reside in the UK.

We are legally required to verify that prospective tenants and other adult occupiers have the Right to Rent before the start of any tenancy.

3. Who Is Checked

We perform Right to Rent checks on:

All adults aged 18 or over who will occupy the property as their main or only home
Even if they are not named on the tenancy agreement

We do not discriminate based on nationality, race, or ethnicity. Checks are conducted equally for all applicants.

4. How Checks Are Carried Out

We will:

Obtain acceptable documentation, such as:
- A valid British or Irish passport
- A Home Office share code
- Official documents from the UK government's approved list
Check the documents in the applicant's presence (in-person or via live video)
Verify authenticity and retain dated copies

For digital checks using a share code, we use the official government service:
https://www.gov.uk/view-right-to-rent

5. Repeat Checks

If a tenant has a time-limited right to rent, we will conduct follow-up checks before their permission expires.

If a follow-up check shows they no longer have the right to rent, we will notify the Home Office via:
https://www.gov.uk/right-to-rent-document-check

6. Data Protection

All documents and records are stored securely and handled in accordance with our Privacy Policy and UK GDPR. Right to Rent check records are retained for at least two years after the tenancy ends.

7. Non-Discrimination Commitment

Ceres Crest Ltd complies fully with the Equality Act 2010. We carry out Right to Rent checks in a consistent, non-discriminatory manner and welcome applicants from all backgrounds.

If you have concerns about how checks were conducted, you may raise them via the contact details below.

8. Staff Training

Our staff are trained to:

Conduct checks in accordance with the law
Recognise valid documentation
Respect equality and data protection standards

9. Contact

For questions about this policy or how we carry out Right to Rent checks, please contact us at hello[@]cerescrest.com