The estate or letting agency named in the enquiry message or questionnaire is normally the data controller. Newcastle Residential Holdings Ltd, trading as Property Media UK, normally acts as its data processor when providing the 24/7 Applicant Management service.
Who is responsible for your information
The named estate or letting agency decides why applicant information is needed, which lawful bases apply, how long it should be retained and who receives it. Contact that agency first about your application, a letting decision or your data protection rights.
Newcastle Residential Holdings Ltd, trading as Property Media UK, supplies the enquiry, questionnaire, communication and workflow technology. We process applicant information on the agency's documented instructions.
Property Media UK is a separate controller only where we decide how information is used for our own limited purposes, such as platform security, fraud prevention, service administration, legal compliance and establishing or defending legal claims.
- Company number
- 13960545
- Registered office
- Clavering Place, Clavering House, Newcastle upon Tyne, England, NE1 3NG
- Property Media privacy contact
- hello@property-media.uk
Information handled by the service
Depending on the questions selected by the agency and the stage of your enquiry, the service may handle:
- your name, email address, telephone number and preferred contact channel;
- the property you enquired about, the source of the enquiry, your message and relevant correspondence;
- preferred areas, budget range, proposed move-in date and household size;
- the broad employment or study status of each proposed applicant;
- whether a previous-landlord reference or UK guarantor may be available;
- your broad intended tenancy length and proposed viewing dates and times;
- workflow status, delivery records, timestamps and a record of staff actions;
- technical and security information such as IP address, browser signals and abuse-prevention results.
Please do not enter passport details, bank-account credentials, health information, criminal-record information or other highly sensitive information into a free-text answer. The current pre-viewing questionnaire is not designed to collect those details.
Where the information comes from
Information normally comes directly from you when you enquire, reply to a message or complete a questionnaire. The agency may also receive your initial enquiry from its website, a property portal, an approved lead source or its own customer-management system and pass it securely into Property Media UK.
If another proposed applicant gives information about you, the agency should make sure you receive appropriate privacy information. Please only provide information about another person if you are authorised to do so.
How the information is used
| Purpose | Who decides | Typical lawful basis |
|---|---|---|
| Receive, match and organise your property enquiry | The named agency | Steps requested before a possible tenancy contract and/or legitimate interests |
| Send an acknowledgement and secure pre-viewing questions | The named agency | Steps requested before a possible tenancy contract and/or legitimate interests |
| Review suitability, arrange a viewing and progress the enquiry | The named agency | Steps requested before a possible tenancy contract and legitimate interests in operating its lettings service |
| Meet legal, regulatory and record-keeping duties | The named agency and, for its own duties, Property Media UK | Legal obligation and legitimate interests |
| Protect the platform, investigate abuse and maintain audit evidence | Property Media UK | Legitimate interests in operating a secure and accountable service |
The agency must identify and document the lawful basis that applies to its processing. Consent is not normally requested merely to process an enquiry you have asked the agency to consider.
Automation and artificial intelligence
The current service automates administrative steps: receiving and matching an enquiry, sending an acknowledgement, presenting the agency's questions, validating required answers, organising responses and notifying staff that review is needed.
Property Media UK does not make a solely automated decision to reject you, offer you a tenancy or otherwise make a legal or similarly significant letting decision. Agency staff remain responsible for reviewing the information and deciding what happens next.
Applicant answers are not currently sent to a generative-AI model to decide whether you should receive a viewing or tenancy. If an agency later enables a materially different AI-assisted use, the relevant privacy information and safeguards must be updated before that use begins.
How long information is kept
- Questionnaire links normally expire seven days after issue, although the enquiry and answers do not automatically disappear when the link expires.
- The agency sets the retention period for applicant and enquiry records according to its documented policy and any legal or dispute-handling needs.
- If the agency gives no shorter documented instruction, the Property Media UK service standard is to retain a closed or unsuccessful enquiry for no more than 12 months after closure.
- Security, delivery and audit records may be retained for up to 24 months where needed to protect the service, demonstrate compliance or resolve a dispute.
- When an agency account ends, customer data is returned or deleted under the agency agreement, subject to lawful retention and the secure expiry of residual backups.
Your data protection rights
Depending on the circumstances, you may ask for access to your information, correction, deletion, restriction or portability, or object to its use. You may also challenge an automated decision if one is ever used in a way that has legal or similarly significant effects.
Contact the named agency first because it normally controls the applicant record and the letting process. Property Media UK will assist the agency with verified requests. For information that Property Media UK controls for its own purposes, email us directly.
Security and international transfers
The service uses role-based access, agency-scoped records, expiring purpose-specific questionnaire tokens, encrypted network connections, provider credential controls, audit records and abuse-prevention technology. No online system is completely risk-free, so agencies and applicants should avoid placing unnecessary sensitive information in messages.
Some providers may process information outside the United Kingdom. Where a restricted transfer occurs, the responsible organisation must use a lawful mechanism such as UK adequacy regulations or approved contractual safeguards and assess the protection available.
Contact and complaints
For an enquiry, viewing or letting decision, contact the estate or letting agency named in your message or questionnaire. For a concern specifically about Property Media UK's platform processing, email hello@property-media.uk.
You may complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint, by calling 0303 123 1113, or by writing to Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Changes to this notice
We review this notice when the applicant workflow, service providers or applicable law changes. A material new use of applicant information will be brought to applicants' attention before it begins where required.