Privacy Policy

Letlaunch Ltd

Company Number: 16606562

Registered in England & Wales

Last updated: 23 August 2026

1. Introduction & Controller Details

This privacy statement applies to Letlaunch Ltd (“Letlaunch”, “we”, “us” or “our”). Letlaunch Limited is a private limited company registered in England and Wales under company number 16606562.

Our registered office is located at Letlaunch Ltd, Unit 6a, The Village, 17-23 King Street, Reading RG1 2HG

For the purposes of the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR), Letlaunch Ltd is the data controller responsible for determining how and why your personal data is processed. Letlaunch is registered with the Information Commissioner’s Office (ICO) under registration number ZC007907.

Letlaunch is committed to safeguarding your privacy and handling your personal data transparently and securely. This privacy statement explains the basis on which any personal data we collect from you, or that you provide to us, whether directly or indirectly, will be processed. Please read this document carefully to understand our practices and approach to handling personal information.

If you have any questions regarding this privacy statement or how we process personal data, you may contact our Data Protection Officer at:

Email: hello@letlaunch.co.uk

FAO: Data Protection Officer, Letlaunch Ltd

2. GDPR Definitions

Within this privacy statement, we use several terms defined under the UK General Data Protection Regulation (UK GDPR). These terms are important for understanding how personal data is handled:

Personal Data

Any information relating to an identified or identifiable natural person (“data subject”). An identifiable natural person is someone who can be identified directly or indirectly - for example, by name, identification number, location data, online identifier, or factors specific to their physical, physiological, genetic, mental, economic, cultural, or social identity.

Controller

The individual or organisation that determines the purposes and means of processing personal data. In many circumstances, Letlaunch acts as a controller.

Processor

A third party that processes personal data on behalf of a controller, following the controller’s instructions. Letlaunch may act as a processor when providing services to Users.

Processing

Any operation performed on personal data, whether automated or not. This includes activities such as: collection, recording, organisation, structuring, storage, adaptation, alteration, retrieval, consultation, use, disclosure via transmission or sharing, alignment, restriction, deletion, or destruction.

3. What We Do

Letlaunch is an online property lettings technology platform providing services for residential and commercial property owners and landlords. Our services include property advertising, applicant and enquiry management, residential tenancy setup and a range of optional residential and commercial letting services.

For residential properties, we support Landlords in advertising properties, finding suitable tenants and, where selected, progressing and creating new residential tenancies. We also support residential applicants and Tenants by facilitating enquiries, communications, referencing and tenancy setup.

For commercial properties, we support Landlords and property owners in advertising commercial premises, receiving and managing enquiries from prospective occupiers and accessing optional services including commercial tenant referencing, Heads of Terms generation and physical advertising boards.

For the purposes of this Privacy Statement, “Commercial Applicants” means individuals who enquire about, apply for, negotiate in relation to, or otherwise represent a prospective occupier of a commercial property. This may include sole traders, directors, employees, representatives or guarantors of a business or organisation.

Information relating solely to a company or other legal entity is not normally personal data under UK data protection law. However, information relating to an identifiable individual connected with that organisation may constitute personal data and will be handled in accordance with this Privacy Statement.

For the purposes of this Privacy Statement, references to “Users” may include Landlords, residential applicants, Tenants, Guarantors and Commercial Applicants, as applicable to the relevant service.

4. Our Status Under GDPR

Letlaunch may act either as a data controller or a data processor, depending on the nature of the interaction and the specific service being provided.

When Letlaunch acts as a data processor

Letlaunch may act as a data processor where we process personal data solely on behalf of another controller and in accordance with that controller's instructions. The role will depend on the particular service and processing activity being undertaken.

Examples may include processing applicant information on behalf of a Landlord in connection with residential or commercial property enquiries, producing referencing information or reports where Letlaunch is acting under the Landlord's instructions, or processing information supplied by a Landlord for the delivery of a particular service.

When Letlaunch acts as a data controller

Letlaunch acts as a data controller where we determine the purposes and means of processing personal data. This includes circumstances where Letlaunch decides why personal data is collected, what information is required, how it will be used, who it will be shared with or how long it will be retained.

Examples include:

• Operating and improving our platform
• Processing our employees’ personal data
• Handling enquiries
• Managing marketing communications
• Ensuring platform security and fraud prevention
• Operating residential and commercial property advertising services
• Managing enquiries and communications submitted directly to Letlaunch

Letlaunch's status as controller or processor is assessed separately for each processing activity and may differ between services.

5. Lawful Bases for Processing Personal Data

Letlaunch processes personal data only where we have a lawful basis to do so, as defined under Article 6 of the UK GDPR. Depending on the circumstances, one or more of the following legal grounds will apply:

Consent

You have given clear, informed consent for your personal data to be processed for one or more specific purposes.

Where consent is relied upon:

• It will always be freely given, specific, informed, and unambiguous
• You may withdraw your consent at any time (details on how to do this are set out later in this policy)

Contract Performance

Processing is necessary for entering into or fulfilling a contract with you.

Examples include:

• Providing residential or commercial property advertising services purchased from Letlaunch
• Facilitating a property enquiry, application or letting process
• Providing residential tenancy setup or other services purchased from Letlaunch
• Providing commercial services such as referencing, Heads of Terms generation or physical property advertising boards where applicable

The lawful basis applicable to a particular activity will depend on the relationship between Letlaunch and the individual whose personal data is being processed. Where the individual is not themselves party to a contract with Letlaunch, another lawful basis, such as legitimate interests, may apply.

Legal Obligations

Processing is required to comply with the law. For example, Letlaunch may need to process or retain certain data for taxation, anti-fraud, or regulatory purposes.

Legitimate Interests

Processing is necessary for Letlaunch’s legitimate business interests, except where those interests are overridden by your rights or freedoms.

We rely on legitimate interests for activities such as:

• Maintaining and improving our services
• Ensuring the security of our platform
• Sending service-related communications
• Preventing fraud or misuse of our services

Before relying on this lawful basis, Letlaunch carries out a balancing assessment to ensure that your rights and interests do not outweigh our legitimate interests.

6. Sensitive Personal Data

Letlaunch may process sensitive or special category personal data only in limited circumstances and only where a lawful exemption under Article 9 of the UK GDPR applies.

When We Process Sensitive Data on Behalf of Users

If a User (such as a Landlord or Tenant) requires a service that involves sensitive data - for example, information relating to identity documents or background checks - Letlaunch processes this data strictly under the lawful basis established by the User. In these situations, Letlaunch acts as a data processor, following the User’s instructions.

When We Process Sensitive Data as a Controller

Letlaunch may also process sensitive personal data for internal purposes, such as:

• Fulfilling our duties as an employer
• Meeting legal obligations related to employment law
• Ensuring workplace health and safety

In these cases, we rely on the exemptions available under Article 9(2), including processing necessary for employment, social protection, or similar obligations.

Our Approach to Sensitive Data

Letlaunch processes sensitive personal data:

• Only where strictly necessary
• Only where a valid exemption applies
• With heightened security and restricted access
• In accordance with our internal policies and legal requirements

7. Landlords - How We Collect, Use & Process Personal Data

For the purposes of this section, “Landlords” includes individuals using Letlaunch in connection with either residential or commercial property, including individuals acting on behalf of a company, partnership or other property-owning organisation where applicable.

How personal data is collected

Landlords who wish to learn more about Letlaunch’s services may provide their details to us in several ways, including:

• Submitting information through our website at letlaunch.co.uk or through any associated landing pages
• Completing an online enquiry form
• Contacting us directly by email or telephone using details provided on our website
• Meeting us at events or industry gatherings
• Interacting with us via social media or professional networking platforms

Landlords may provide personal data when:

• Registering for Letlaunch services
• Requesting support or further information
• Downloading resources
• Expressing an interest in advertising a property
• Purchasing or using residential or commercial property advertising services
• Purchasing or requesting optional services such as commercial referencing, Heads of Terms generation or physical advertising boards

Where we interact with individuals representing companies or organisations, the exchange is treated as a business-to-business interaction.

Types of personal data collected

Data that Letlaunch may collect about Landlords includes (but is not limited to):

• Name
• Telephone number
• Email address
• Home or business address
• Company/employer name
• Job title, position or relationship to the property-owning organisation
• Residential or commercial property information
• Information required to prepare or administer a property advertisement
• Information relating to the proposed terms of a commercial letting, where relevant
• Information provided for the preparation of Heads of Terms or other requested documents
• Records of services or optional add-ons purchased through Letlaunch
• Residential or commercial property details and other property-related information
• Records of communications and support interactions

Letlaunch does not knowingly collect sensitive personal data from Landlords unless necessary and permitted by law.

When a Landlord visits our website, we may also collect information about website usage (such as browsing behaviour and navigation patterns) through cookies or similar technologies.

Who controls the personal data

The identity of the controller depends on the particular processing activity. A Landlord will generally act as a controller for personal data that they determine how and why to use in connection with managing applicants or progressing a letting. Letlaunch may separately act as a controller for processing undertaken for our own purposes, including operating our platform, administering our services, ensuring security and meeting legal obligations. Where Letlaunch processes personal data solely on a Landlord's documented instructions, Letlaunch may act as a processor for that particular processing activity.

Who processes the personal data

Where Letlaunch processes personal data under a Landlord’s instructions, Letlaunch acts as a data processor.

Landlord personal data may also be processed by:

• Our website platform
• Email systems
• CRM systems
• Marketing tools
• Third-party service providers acting on our behalf

All such processing is carried out in accordance with applicable UK data protection law, including the UK GDPR, Data Protection Act 2018 and, where relevant, the Privacy and Electronic Communications Regulations 2003 (PECR).

Where personal data is stored and how it is used

Landlord personal data is stored securely in Letlaunch’s internal systems and databases. This data may be used to:

• Deliver and administer our services
• Communicate important updates or news about our services
• Improve platform performance, content and user experience
• Perform testing, analysis, research, or statistical reporting
• Support internal operations such as troubleshooting or fraud prevention
• Enhance the safety and security of our website
• Measure marketing effectiveness and deliver relevant content
• Create, publish, amend and administer residential or commercial property advertisements
• Distribute property information to relevant property advertising platforms
• Receive, organise and facilitate enquiries from prospective residential tenants or commercial occupiers
• Provide commercial services including Heads of Terms generation and commercial tenant referencing
• Arrange physical advertising boards where purchased

How long personal data is stored

Letlaunch retains Landlord personal data:

• For the duration of the Landlord’s relationship with us
• For as long as necessary to fulfil contractual obligations connected to a tenancy
• Afterwards, in accordance with applicable legal limitation periods

Where a Landlord withdraws marketing consent or where data is no longer required, the data will be deleted or archived in accordance with Article 5 of the UK GDPR.

Where data is archived, we retain minimal necessary information to record:

• The fact consent was withdrawn, or
• Other compliance-related reasons preventing immediate deletion.

8. Residential Applicants, Tenants & Guarantors - How We Collect, Use & Process Personal Data

This section relates to individuals using Letlaunch in connection with residential property lettings, including prospective tenants, tenants and guarantors. Personal data relating to individuals enquiring about or acting on behalf of prospective occupiers of commercial property is addressed separately in Section 9.

How personal data is collected

Tenants may provide personal data to Letlaunch when they:

• Register or submit details through our website at https://www.letlaunch.co.uk
• Complete an enquiry form on our website
• Contact us directly using the communication details provided online
• Interact with Letlaunch through partner platforms (such as property listing sites)
• Participate in referencing, tenancy creation, or other optional services offered by Letlaunch
• Communicate with us during the course of using our services

Tenants (and any applicable guarantors) provide personal data so that Letlaunch can:

• Facilitate their property search
• Connect them with Landlords
• Support tenancy creation
• Assist with referencing, compliance checks, or optional services such as move-in support

Additional personal data may be provided through ongoing communications across email, phone, in-app messaging, or other platforms.

Types of personal data collected

Letlaunch may collect the following types of data from Tenants:

General tenant data:

• Name
• Telephone number
• Email address
• Current and previous addresses
• Employment status and employment history
• Details of communications and interaction history

Data collected for tenancy setup or move-in services

For optional move-in or home setup services, we may process:

• Move-in and move-out addresses
• Tenancy start dates
• Utility and service provider information
• Other data required to facilitate the requested service
• Information relating to other household members, where relevant

Referencing data

During referencing, we may collect:

• Date of birth
• Address history
• Nationality
• Occupation and income details
• Passport or identity verification details
• Guarantor information (if applicable)

Sensitive personal data

Letlaunch may occasionally process sensitive personal data where strictly necessary and lawful, such as identity documentation, financial verification data, or information required for referencing.

Website usage data

When Tenants visit Letlaunch’s website, we may collect data relating to:

• Browsing behaviour
• Interactions with pages and features
• Navigation patterns

This occurs through cookies and similar technologies.

Who controls the personal data

The role of controller depends on the stage of the process:

When Tenants use Letlaunch to search for properties

Letlaunch acts as the controller for Tenant data collected to provide the property search service and to share relevant information with Landlords when a Tenant expresses interest.

When data is shared with a Landlord

Once Letlaunch discloses Tenant data to a Landlord, e.g. when a Tenant sends an enquiry or expresses interest in a property. the Landlord becomes the controller for that data for the purposes of responding to the Tenant or progressing the tenancy.

When Letlaunch facilitates tenancy creation

When Letlaunch facilitates tenancy creation, our data protection role will depend on the particular processing activity. Letlaunch may act as a controller where we determine the purposes and means of processing required to operate or provide our service. Where we process personal data solely on the instructions of another controller, such as a Landlord, we may act as a processor for that activity. The Tenant does not become a controller merely because they provide their personal information to Letlaunch.

Move-in services

If Letlaunch offers optional move-in or home setup services in partnership with third-party providers:

• We may share relevant Tenant information (name, contact details, move-in date, etc.) with the provider.
• We rely on our legitimate interests to make this introduction, as it benefits the Tenant and supports their move-in process.
• Tenants are clearly informed and may opt out before any data is shared.
• Third-party providers act as independent controllers of the data they receive. Their own privacy notices apply.

Who processes the personal data

Tenant data may be processed by:

• Letlaunch (either as controller or processor, depending on context)
• Landlords (particularly after a Tenant makes contact regarding a property)
• Our website, email and CRM systems
• Verification, referencing, or payment providers
• Third-party contractors acting on our behalf

Processing is carried out in accordance with applicable UK data protection law, including the UK GDPR, Data Protection Act 2018 and, where relevant, the Privacy and Electronic Communications Regulations 2003 (PECR).

Where personal data is stored and how it is used

Tenant personal data is stored securely within Letlaunch’s systems and may be used to:

• Provide and administer our services
• Match Tenants with suitable properties
• Communicate service updates and relevant information
• Improve our website, platform, and user experience
• Analyse performance, conduct research, and ensure system efficiency
• Ensure website and account security
• Carry out anti-fraud checks
• Support referencing, tenancy setup, and ongoing tenancy processes

How long personal data is stored

Letlaunch retains Tenant personal data:

• For the duration of the Tenant’s relationship with Letlaunch
• For the duration of any resulting tenancy (as required under contract with the Landlord)
• Thereafter in accordance with statutory or legal limitation periods

Where a Tenant withdraws marketing consent or where retention is no longer necessary, personal data will be deleted or archived following Article 5 of the UK GDPR. Where data is archived, only minimal information necessary for compliance (such as proof of consent withdrawal) is retained.

9. Commercial Applicants & Prospective Occupiers - How We Collect, Use & Process Personal Data

This section applies to individuals who enquire about, apply for, negotiate in relation to, or otherwise act on behalf of a prospective occupier of a commercial property advertised through Letlaunch. This may include sole traders, directors, employees, representatives, guarantors and other individuals connected with a prospective business occupier.

How personal data is collected

Commercial Applicants may provide personal data to Letlaunch when they:

• Submit an enquiry about a commercial property
• Contact Letlaunch or a Landlord by telephone, email or through an online enquiry form
• Submit an enquiry through a third-party commercial property advertising platform
• Arrange or attend a viewing
• Provide information in connection with proposed Heads of Terms
• Participate in commercial tenant referencing
• Communicate with Letlaunch or the Landlord while progressing a potential letting

We may also receive personal data about Commercial Applicants from Landlords, property advertising platforms, referencing providers, companies or organisations they represent and, where appropriate and lawful, publicly available or business information sources.

Types of personal data collected

Personal data we may collect about Commercial Applicants includes, where relevant:

• Name
• Telephone number
• Email address
• Company, employer or organisation represented
• Job title, position or role
• Details of the commercial property enquired about
• Enquiry messages and correspondence
• Viewing details and applicant status
• Proposed use of the property
• Proposed commercial terms or information required for Heads of Terms
• Identity, financial, credit or referencing information where a commercial referencing service is requested
• Information relating to directors, sole traders or guarantors where relevant to the proposed letting

Letlaunch may also process information relating to companies or other legal entities. Information relating solely to a corporate entity is not normally personal data. However, where information identifies or relates to an individual, it will be treated as personal data in accordance with this Privacy Statement.

How the data is used

Commercial Applicant personal data may be used to:

• Receive and administer commercial property enquiries
• Share relevant enquiries with the Landlord or property owner
• Arrange and manage property viewings
• Allow Landlords to organise and manage applicants through the Letlaunch portal
• Facilitate communications between the Commercial Applicant and Landlord
• Progress discussions relating to a proposed commercial letting
• Prepare Heads of Terms where requested
• Provide commercial tenant referencing services where purchased or instructed
• Provide customer support
• Prevent fraud, misuse or security incidents
• Maintain records relating to the enquiry or requested service

Who controls the data

The identity of the controller will depend on the particular processing activity. Letlaunch may act as a controller where we determine how and why Commercial Applicant data is collected and used, for example in operating our platform, receiving enquiries or maintaining our systems.

A Landlord may separately act as a controller for personal data they receive and use for their own purposes in considering, communicating with or progressing a prospective commercial occupier.

Where Letlaunch processes personal data solely on the documented instructions of another controller, Letlaunch may act as a processor for that activity.

Who may process or receive the data

Commercial Applicant personal data may be processed by or shared with, where necessary:

• Letlaunch
• The Landlord or property owner responsible for the relevant property
• Property advertising and enquiry platforms
• Commercial referencing or credit information providers
• Document generation or electronic signature providers where applicable
• Payment providers where a payment is required
• Technology, hosting, email and communication providers supporting the Letlaunch service
• Other service providers where necessary to provide a requested service

Retention

Commercial Applicant personal data will be retained only for as long as reasonably necessary for the purposes for which it was collected, including managing the property enquiry, progressing a proposed letting, providing requested services, complying with legal or regulatory requirements and establishing, exercising or defending legal claims.

Where an enquiry does not result in a commercial letting, information may still be retained for an appropriate period where necessary for legitimate business, compliance, dispute-resolution or record-keeping purposes. Once personal data is no longer required, it will be securely deleted, anonymised or archived in accordance with Letlaunch's retention procedures.

10. Referencing Services

Letlaunch may provide referencing services in connection with both residential and commercial lettings. The information required and the checks undertaken will depend on the type of referencing service requested.

Residential Referencing

To provide Letlaunch’s referencing services, we may need to obtain and process personal data relating to Tenants and, where applicable, Guarantors (together referred to as “Applicants”). This section explains how we collect, use and share this information during the referencing process.

Credit Checks and Data Shared With Credit Reference Agencies

To carry out referencing, Letlaunch may conduct a soft credit check on the Applicant using a trusted credit reference agency. This type of check does not affect the Applicant’s credit score.

To perform this service, Letlaunch must share certain personal data with the credit reference agency, which will then act as an independent controller of the data it receives. The agency will also store some of this information.

A typical dataset received from the credit reference agency may include, but is not limited to:

• Electoral roll data
• County Court Judgments (CCJs)
• Credit history and adverse credit information
• Risk scores and creditworthiness indicators
• Bankruptcy or insolvency information

Letlaunch uses this information solely to compile a referencing report for the Landlord. In doing so, Letlaunch acts as a processor, following the Landlord’s instructions, while the Landlord acts as the controller.

Open Banking and Financial Information (If Used)

With the Applicant’s explicit consent, Letlaunch may use a secure Open Banking provider to obtain financial information required for referencing. This enables Letlaunch to confirm income levels and assess affordability on behalf of the Landlord.

The data provided to Letlaunch may include:

• Banking transactions
• Income deposits
• Regular outgoing payments
• Account details necessary for identity and financial verification

The Open Banking provider acts as an independent controller for the data it receives and processes. Letlaunch will receive only the information needed to produce the referencing report. Letlaunch then processes this data strictly as a processor, acting under the Landlord’s instruction.

How Referencing Data Is Used

Referencing data is used by Letlaunch to:

• Verify the identity of the Applicant
• Confirm employment and income details
• Check credit worthiness and rental suitability
• Create a comprehensive referencing report for the Landlord

Letlaunch does not use referencing data for any other purpose unrelated to the referencing process.

Who Controls Referencing Data?

The Landlord is the controller of data used to assess the Applicant’s suitability for a tenancy. Letlaunch acts as the processor, analysing the data and producing the required reports.

Credit reference agencies and Open Banking providers act as independent controllers for the information they receive directly.

Commercial Referencing

Where commercial tenant referencing is requested, Letlaunch may process information relating to a prospective business occupier and, where relevant, individuals connected with that business such as sole traders, directors or guarantors.

Depending on the referencing service requested and the information available, this may include:

• Business or company identification information
• Company registration details
• Trading or business address information
• Credit and financial information
• Insolvency or adverse credit information
• Directorship or business relationship information
• Identity and contact information relating to relevant individuals
• Information relating to an individual guarantor, where applicable

Some information processed during commercial referencing may relate solely to a company or organisation and will therefore not constitute personal data. Where information relates to an identifiable individual, Letlaunch will process that information in accordance with applicable data protection law.

Letlaunch may provide relevant information to third-party commercial referencing, credit information or verification providers in order to perform the requested checks. The data protection role of each provider will depend on the nature of the service being provided and their own processing activities.

Commercial referencing information is used only for purposes connected with assessing a prospective occupier, guarantor or other relevant party and providing the referencing service requested.

How Long Referencing Data Is Retained

Referencing data is retained only for as long as necessary to fulfil its purpose, and in accordance with:

• Letlaunch’s retention policies
• Legal and regulatory requirements
• Limitation periods under UK law

After this period, data is deleted or securely archived in accordance with GDPR principles.

11. Payment Data

How payment data is collected

Users provide payment information to Letlaunch as part of:

• Purchasing residential or commercial Letlaunch services
• Receiving payments from Letlaunch (e.g. rent collection services, reimbursements, refunds)
• Purchasing optional services, including commercial referencing, Heads of Terms generation or physical advertising boards
• Making payments connected with residential tenancy services where applicable
• Receiving refunds, reimbursements or other payments from Letlaunch where applicable

Payment data may be provided during onboarding, checkout, or at the point a User requires Letlaunch to process or transfer funds.

Types of payment data collected

Payments made through Letlaunch may be processed by third-party payment providers. Where card or bank payment details are entered through a third-party payment interface, those payment credentials may be collected directly by the payment provider rather than being received or stored by Letlaunch.

Letlaunch may receive and retain payment-related information such as:

• Name
• Billing information
• Payment amount
• Payment status
• Transaction or payment reference
• Payment method type
• Refund information
• Other transaction information required for accounting, customer support, fraud prevention or reconciliation

Letlaunch does not store full payment card numbers or card security codes where those details are collected and processed directly by our payment provider.

Who controls the personal data

Payment data is controlled by the User, who provides the data to Letlaunch so that we may process payments on their behalf. Letlaunch processes this data strictly in accordance with the User’s instructions and our terms and conditions.

Who processes the personal data

Payment data may be processed by:

• Letlaunch, in our capacity as a service provider
• Trusted payment service providers, including Stripe where applicable

These third parties act as either processors or independent controllers, depending on their role, and operate in compliance with financial regulations and applicable data protection laws.

How payment data is used

Letlaunch may use payment data for the following purposes:

• Charging Users for Letlaunch services
• Facilitating Landlord rent payments
• Transferring funds received from Tenants to Landlords
• Issuing refunds
• Maintaining records required for financial reporting, fraud prevention, and auditing

Letlaunch does not use payment data for any purpose unrelated to payment processing or compliance.

12. Employees - How Letlaunch Collects, Uses & Processes Employee Personal Data

How personal data is collected

Employees of Letlaunch provide personal data through various means, including:

• Email
• Internal systems or HR platforms
• Digital forms
• Paper documents
• Direct communication with management or HR

This data is required to establish, maintain, and manage the employment relationship between Letlaunch and its employees.

Types of personal data collected

Letlaunch may collect the following categories of employee personal data:

General employee data:

• Name
• Mobile phone number
• Email address
• Home address
• Postcode
• Job title and role-specific information
• Skills and professional notes
• Photograph (where applicable)

Sensitive personal data

Letlaunch may collect health-related or other special category data only where necessary and proportionate, typically for:

• Statutory reporting
• Workplace safety
• Absence management
• Supporting employee wellbeing

Sensitive data is handled with heightened security and restricted access.

Who controls the personal data

Letlaunch acts as the data controller for all personal data relating to its employees.

Who processes the personal data

In addition to internal processing by Letlaunch, employee personal data may be processed through:

• Third-party payroll providers
• HR platform providers
• Pension scheme administrators
• Other third-party service providers required to meet legal or contractual obligations

Letlaunch shares only the minimum necessary information with these providers. Data is also disclosed to government authorities when required by law (e.g., HMRC for taxation and payroll reporting).

How personal data is used

Letlaunch processes employee data to fulfil obligations including:

• Administering payroll
• Managing employment contracts
• Processing statutory deductions
• Overseeing performance management and HR processes
• Ensuring workplace safety and compliance
• Meeting tax, audit, and legal obligations

All processing is carried out in accordance with UK GDPR, employment law, and Letlaunch’s internal policies.

How long personal data is stored

Employee personal data is retained:

• For the duration of the individual’s employment
• For an appropriate period after employment ends, in line with Letlaunch’s data retention policy
• In accordance with statutory limitation periods and legal requirements (e.g. payroll records retention rules)

Data may be archived rather than deleted immediately where needed for compliance, legal defence, or regulatory purposes.

13. Third-Party Contractors

How personal data is collected

Letlaunch works with a range of third-party contractors to help deliver certain services. During these engagements, Letlaunch may collect personal data relating to individuals associated with these third-party businesses. This information may come from:

• Direct communication with the contractor
• Emails
• Invoicing and payment records
• Onboarding documentation
• Service delivery interactions

This data is collected to ensure that Letlaunch can coordinate, instruct, and manage third-party service providers effectively.

Types of personal data collected

Personal data we may collect from or about third-party contractors includes:

• Name
• Email address
• Phone number
• Home or business address
• Company details
• Job role or area of expertise
• Professional skills or qualifications
• Service history or relevant notes

Letlaunch does not knowingly collect sensitive personal data from contractors.

Who controls the personal data

Letlaunch acts as the data controller for personal data relating to third-party contractors, as it determines how this data is used for the purposes of service coordination and delivery.

Who processes the personal data

Personal data relating to contractors may be processed by:

• Letlaunch internally
• Email and communication platforms
• Accounting and payment systems
• Suppliers assisting in delivering or coordinating services

Third-party processors act only on Letlaunch’s instructions and are bound by contractual and legal data protection obligations.

How personal data is used

Letlaunch uses contractor-related personal data to:

• Coordinate services on behalf of Users
• Communicate instructions regarding a booked service
• Share necessary contact details with Users where required (e.g. to arrange access to a property)
• Process payments to contractors
• Maintain accurate service and transaction records
• Ensure smooth operational delivery across our platform
• Arrange the supply, installation, maintenance or removal of physical advertising boards
• Provide property addresses, access instructions or relevant contact information where necessary to fulfil a purchased service

Letlaunch only shares contractor information where it is necessary to fulfil a service requirement.

How long personal data is stored

Personal data relating to third-party contractors is retained:

• For as long as the contractor provides services to Letlaunch
• For an additional period where necessary for accounting, legal, or operational reasons
• In line with Letlaunch’s internal data retention schedule and applicable limitation periods

After this period, data is securely deleted or archived according to GDPR principles.

14. Sharing Information

Letlaunch may share personal data with carefully selected third parties when necessary to deliver our services, fulfil contractual obligations, improve our platform, or comply with legal requirements. We only share the minimum information needed for the relevant purpose, and all third parties are required to process personal data in accordance with data protection law.

Third parties we may share information with

1. Other Letlaunch Users

For example, we may share the contact and enquiry details of a residential applicant or Commercial Applicant with the Landlord responsible for the property they have enquired about.

2. Suppliers and Sub-Contractors

We may share relevant information with trusted contractors to help facilitate services requested by Users. This may include sharing your name, contact information, and property access details so they can arrange appointments or complete the required work.

3. Analytics and Search Engine Providers

We may share anonymised or pseudonymised information with analytics providers (such as Google Analytics) to help us understand how users interact with our website and to support improvements and optimisation.

4. Property Advertising and Listing Platforms

We may provide property information and related data to third-party property advertising platforms in order to advertise residential or commercial property and facilitate enquiries. We may also receive personal data from those platforms when individuals submit enquiries about properties advertised through Letlaunch.

5. Referencing, Credit and Verification Providers

Where a residential or commercial referencing service is requested, we may share necessary personal data with referencing, credit reference, identity verification, Open Banking or other verification providers. Those providers may act as processors or independent controllers depending on the service they provide.

6. Document and Electronic Signature Providers

Where Letlaunch generates or facilitates documents such as tenancy agreements, Heads of Terms or other letting documents, we may share relevant information with document generation or electronic signature providers where necessary to provide the service.

7. Payment Providers

We may share relevant transaction and customer information with payment service providers where necessary to process payments, refunds or related financial transactions.

8. Physical Advertising and Property Service Providers

Where a User purchases a physical advertising board or other property-related service, we may share the property address, relevant contact details and service instructions with the supplier or contractor responsible for fulfilling that service.

Other situations where we may disclose personal data

1. Business Transfers

If Letlaunch or substantially all of its assets are acquired by a third party, personal data held by Letlaunch may be transferred as part of the acquisition. Any acquiring company would be required to handle your data in accordance with this privacy statement unless notified otherwise.

2. Legal, Regulatory, or Compliance Obligations

Letlaunch may disclose personal information when legally required to do so, including:

• To comply with a court order, law, or regulatory requirement
• To enforce or apply our terms and agreements
• To protect the rights, property, or safety of Letlaunch, our Users, or third parties

This may include sharing information with fraud-prevention services or credit-risk organisations.

15. Transfers of Personal Data Outside the UK/EEA

Letlaunch may store or process personal data outside the United Kingdom (UK) or European Economic Area (EEA) where necessary to provide our services. Any such transfers are carried out in compliance with applicable data protection legislation.

Storing personal data

Letlaunch uses secure cloud-based service providers to store personal data. Some of these providers may operate or store data in countries located outside the UK or EEA. Where this occurs, we ensure that appropriate safeguards are in place to protect your personal data.

Processing personal data

Letlaunch may use third-party service providers located outside the UK or EEA to support the delivery of our services. These may include:

• Hosting providers
• Analytics providers
• Communication platforms
• Payment processors
• Customer support tools
• Property advertising platforms
• Referencing, credit and verification providers
• Document generation and electronic signature providers

The location of processing may vary between service providers. Where personal data is transferred internationally, Letlaunch will ensure that an appropriate lawful transfer mechanism and any required safeguards are in place.

Letlaunch uses only providers that meet approved data protection standards, such as:

• Standard Contractual Clauses (SCCs) approved by the UK or EU
• UK Addendum to EU SCCs
• Adequacy decisions issued by the UK government
• Other recognised transfer mechanisms ensuring an equivalent level of protection

Where Letlaunch is acting as a processor

In some cases, Letlaunch processes personal data on behalf of a Landlord or other third-party controller. If the controller instructs us to transfer personal data to a jurisdiction outside the UK or EEA:

• It is the responsibility of that controller to ensure the transfer is lawful
• Letlaunch will follow their written instructions, provided they comply with applicable regulations

Letlaunch will not transfer data internationally unless appropriate safeguards are in place.

16. Data Retention

Letlaunch retains personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, regulatory, contractual, and operational obligations. Our approach is consistent with Article 5 of the UK GDPR and is guided by Letlaunch’s internal data retention policy.

General Principles of Retention

Letlaunch will retain personal data:

• For the duration of the User’s relationship with Letlaunch
• For the duration of any residential tenancy, commercial letting, property enquiry, advertising service, referencing service or other Letlaunch service associated with that data
• For an appropriate period after an unsuccessful or discontinued property enquiry where retention is reasonably necessary for record-keeping, dispute resolution, fraud prevention or legal purposes
• For as long as required under applicable UK limitation periods
• For periods required by law (such as tax, auditing, or anti-fraud obligations)

Personal data may be held beyond these periods only where strictly necessary and appropriately justified, always balancing Letlaunch’s operational needs with the rights and freedoms of the data subject.

Where Letlaunch is the Controller

When Letlaunch determines the purpose and means of processing:

• We retain personal data only as long as reasonably required
• We may retain certain data to comply with statutory requirements (e.g. financial or legal obligations)
• After the retention period ends, data is securely deleted, anonymised, or archived

Archiving is used only where required to maintain a record for compliance (e.g. proof of consent withdrawal or regulatory reporting).

Where Letlaunch is the Processor

When Letlaunch processes data on behalf of a Landlord or another controller:

• Data is retained strictly in accordance with the controller’s instructions
• Retention periods must comply with UK GDPR and applicable law
• Users should refer to the relevant controller’s privacy policy or terms for specific retention details

Letlaunch will not retain data longer than instructed, unless required to do so by law.

17. Cookies

Letlaunch uses cookies and similar technologies to distinguish you from other visitors to our website. This helps us:

• Provide a smooth and personalised browsing experience
• Understand how our website is used
• Improve website performance and functionality

When you visit the Letlaunch website, we may use cookies and similar storage or access technologies. Cookies that are strictly necessary for the operation of the website may be used without consent where permitted by law. Where consent is required for non-essential cookies or similar technologies, these will only be used in accordance with the choices you make through our cookie consent controls.

You can change or withdraw your choices regarding non-essential cookies using the cookie controls made available on our website.

Types of cookies we use

Strictly Necessary Cookies

These cookies are essential for the operation of our website. They enable core functions, such as:

• Logging into secure areas
• Using account features
• Ensuring site security

Without these cookies, some parts of the website may not function properly.

Analytical / Performance Cookies

These cookies help us:

• Recognise and count visitors
• See how users navigate our site
• Identify areas for improvement

This enables Letlaunch to ensure the website is user-friendly and performs effectively.

Where these cookies are not strictly necessary, they will only be used where the applicable consent requirements have been satisfied.

Functionality Cookies

These cookies allow our website to:

• Remember you when you return
• Save your preferences (e.g., region or language settings)
• Personalise content

This enhances your overall experience on the site.

Targeting Cookies

Targeting or advertising cookies that require consent will not be set unless you have made the relevant choice through our cookie consent controls. These cookies record:

• Pages you visit
• Links you click
• Browsing behaviour on our website

This information helps us make our content and advertising more relevant to your interests.

First-party cookies (Letlaunch cookies)

Letlaunch uses first-party cookies for core website functions.

Managing first-party cookies

You can manage non-essential cookies using our cookie consent controls and may also be able to control cookies through your browser settings. Blocking strictly necessary cookies through browser settings may prevent certain parts of the website from functioning correctly. You can disable first-party cookies via your browser settings, however:

• Blocking essential cookies may prevent you from accessing parts of the website
• Certain features may not work correctly if cookies are disabled

Third-party cookies

Letlaunch may use third-party services, such as Google Analytics, to collect anonymous usage data. These cookies help us understand how visitors interact with our website, including:

• Which pages are viewed
• How long users stay on the site
• How users arrived at the site
• Which features are most frequently used

These cookies do not collect personal data that identifies you.

Managing third-party cookies

You can manage applicable third-party cookies through our cookie consent controls and through your browser settings where available. Disabling certain technologies may affect some non-essential website features. However, doing so may affect website performance or limit certain features.

Further information about cookies

For more details on cookies and how to manage them, you can visit:

• https://www.allaboutcookies.org
• Internet Advertising Bureau: Guide to online advertising and privacy
• International Chamber of Commerce UK: Cookie guide

18. Your Right to Complain

If you have concerns about the way Letlaunch handles or processes your personal data, you have the right to make a complaint.

Complaining to the Supervisory Authority

The supervisory authority for data protection in the United Kingdom is the Information Commissioner’s Office (ICO). You can raise a concern or submit a formal complaint by following the instructions on the ICO’s website: www.ico.org.uk

The ICO can provide guidance and support regarding your data protection rights and our obligations under the law.

2. Complaining to Letlaunch Directly

If you prefer to contact Letlaunch first, we welcome the opportunity to address your concerns.

You can contact us at: hello@letlaunch.co.uk

FAO: Data Protection Officer, Letlaunch Ltd

We take all complaints seriously and will investigate your concerns promptly and fairly.

19. Contacting You

Letlaunch applies rigorous technical and organisational measures to protect the personal data we process and to minimise the risk of unauthorised access or disclosure. However, if an incident occurs that meets the criteria for notification under data protection legislation, Letlaunch will take the following steps:

Notification to the Supervisory Authority

If required under the UK GDPR, Letlaunch will notify the Information Commissioner’s Office (ICO) of a personal data breach without undue delay.

Notification to Affected Individuals

Where a breach is likely to result in a high risk to the rights and freedoms of affected individuals, Letlaunch will contact those individuals promptly and provide:

• A description of the nature of the breach
• The likely consequences
• Actions taken or proposed to address it
• Guidance on how individuals can protect themselves

Letlaunch is committed to transparency and to keeping affected Users informed in circumstances where the law requires us to do so.

20. Changes to This Privacy Statement

Letlaunch may update this privacy statement from time to time to reflect:

• Changes in our services,
• Updates in legislation or regulatory requirements, or
• Improvements in how we manage personal data.

When changes are made, Letlaunch will publish the updated version on our website. Where appropriate, and particularly if changes are material, we may notify you through email or other direct communication methods. We encourage you to review this page periodically to stay informed about how we protect and process your personal information.

21. Your Rights

Under the UK General Data Protection Regulation (UK GDPR), individuals have a number of rights regarding their personal data. Letlaunch is committed to upholding these rights and ensuring transparency in how we process personal information.

Upon request, and where technically feasible, Letlaunch will confirm:

• What personal data we hold about you
• How it is being used
• The lawful basis for our processing
• Who it has been shared with (where applicable)

These rights include the following:

Right to be informed

You have the right to understand:

• The identity and contact details of the organisation processing your data (Letlaunch)
• The purpose and lawful basis for processing
• Details of any legitimate interests relied upon
• The categories of data being processed
• The recipients or categories of recipients of your data
• Whether we intend to transfer your data to another country and, if so, the safeguards in place

Right of access

You may request a copy of the personal data Letlaunch holds about you, along with supplementary information regarding its use.

Right to rectification

You may request correction of inaccurate or incomplete personal data.

Right to erasure (“right to be forgotten”)

You may request deletion of your personal data where:

• It is no longer needed for the purpose collected
• You withdraw consent (where consent was the legal basis)
• The data has been unlawfully processed
• You successfully object to processing

Some limitations apply where retention is required by law or for legal claims.

Right to restrict processing

You may request the restriction of your data in specific circumstances - for example, if you contest accuracy or object to processing.

Right to data portability

Where processing is based on consent or contract, and carried out by automated means, you may request your personal data in a commonly used, machine-readable format. Where technically feasible, you may also request that Letlaunch transfers it directly to another controller.

Right to object

You may object to:

• Processing based on legitimate interests
• Direct marketing
• Processing for research or statistical purposes

Letlaunch will stop processing unless we can demonstrate compelling legitimate grounds or where required for legal claims.

Right to withdraw consent

Where processing is based on your consent, you may withdraw that consent at any time. This does not affect the lawfulness of processing carried out before consent was withdrawn.

Right to lodge a complaint

You may raise a concern with the Information Commissioner’s Office (ICO) at any time.

Identification required

To protect your data, Letlaunch may request proof of identity before responding to a rights request. Acceptable forms of ID include:

• Passport
• Driving licence
• Birth certificate
• Utility bill from the past 3 months

Letlaunch may request additional information if necessary to confirm your identity.

22. Contact Details

If you are exercising your data protection rights, please mark your email subject line “Data Protection Request” to help us respond promptly. If you have any questions regarding this privacy statement or how we process personal data, you may contact our Data Protection Officer at:

Email: hello@letlaunch.co.uk

Postal Address: FAO Data Protection Officer, Letlaunch Ltd, Unit 6a, The Village, 17-23 King Street, Reading RG1 2HG

We may ask for information to verify your identity before we respond.