Last updated: 8 September 2026
Asset Residential is committed to protecting your privacy and handling your personal information responsibly and in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This Privacy Policy explains how we collect, use, store and share personal information when you use our website, contact us, use our services or submit a maintenance report.
Who We Are
Asset Residential provides residential property letting and management services.
For the purposes of UK data protection law, Asset Residential is the data controller for personal information we collect and process in connection with our services, except where otherwise stated.
If you have any questions about this Privacy Policy or how we use your personal information, please contact us using the contact details provided on our website.
Information We May Collect
Depending on how you interact with us, we may collect information including:
- Your name
- Email address
- Telephone number
- Property address
- Details of enquiries you send to us
- Information relating to a tenancy, property or maintenance issue
- Photographs, videos and other files you choose to provide
- Property access information
- Communications between you and Asset Residential
- Technical information associated with your use of our website, such as IP address, browser and device information
- Cookie and website usage information where applicable
We only collect information that is reasonably necessary for the purpose for which it is being used.
Maintenance Reports
If you use our website to report a maintenance issue, we may collect:
- Your name and contact details
- The address of the property concerned
- The type and location of the maintenance issue
- Your description of the problem
- Photographs or videos you upload
- Information you provide regarding access to the property
- The date and time of your report
- A unique maintenance report reference number
We use this information to assess, manage and resolve the reported maintenance issue, communicate with you about the report, maintain appropriate records and arrange any necessary inspection, repair or contractor attendance.
Please avoid including unnecessary personal or sensitive information in descriptions, photographs or videos.
How We Use Your Information
We may use personal information to:
- Respond to enquiries
- Provide our property letting and management services
- Manage tenancies and properties
- Process and manage maintenance reports
- Arrange repairs, inspections and contractor visits
- Communicate with tenants, landlords, contractors and other relevant parties
- Maintain appropriate business and property-management records
- Operate, maintain and secure our website
- Meet our legal and regulatory obligations
- Establish, exercise or defend legal claims where necessary
We will only process personal information where we have a lawful basis for doing so under applicable data protection legislation.
Depending on the circumstances, this may include processing that is necessary to perform a contract, comply with a legal obligation, pursue our legitimate business interests, or where you have given consent for a particular purpose.
Sharing Your Information
We do not sell your personal information.
Where necessary, information may be shared with third parties involved in providing our services or managing a property. These may include:
- Landlords and property owners
- Maintenance contractors and tradespeople
- Property managers and other professional service providers
- Website, hosting and IT service providers
- Insurers, legal advisers or other professional advisers
- Public authorities, regulators or law enforcement agencies where required by law
For example, information contained in a maintenance report may be provided to an appointed contractor where this is necessary for them to assess or carry out a repair.
We will only share information that is reasonably necessary for the relevant purpose.
Photographs and Videos
Photographs and videos submitted through our maintenance reporting system are used to help Asset Residential and, where necessary, relevant contractors or property owners understand, assess and resolve the reported problem.
Please take reasonable care to ensure photographs and videos relate to the maintenance issue and, where possible, do not unnecessarily include people, personal documents or other private information.
How Long We Keep Your Information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected and to meet any legal, regulatory, contractual or legitimate business requirements.
Retention periods may vary depending on the type of information and our relationship with you.
Maintenance reports and associated photographs or videos may be retained as part of the relevant property or tenancy management records where this is reasonably necessary.
When information is no longer required, it will be deleted or otherwise securely disposed of in accordance with our data-retention practices.
Security
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
Information submitted through our website may be stored within secure website systems and may also be transmitted to authorised Asset Residential personnel by email.
While we take appropriate precautions, no method of transmitting or storing information electronically can be guaranteed to be completely secure.
Cookies and Website Analytics
Our website may use cookies and similar technologies to provide website functionality, understand how the website is used and, where applicable, support analytics or other services.
Further information about our use of cookies can be found in our Cookie Policy.
Links to Other Websites
Our website may contain links to third-party websites. Asset Residential is not responsible for the privacy practices or content of external websites.
We recommend reviewing the privacy information provided by any third-party website you visit.
Your Data Protection Rights
Depending on the circumstances, UK data protection law may give you rights in relation to your personal information, including the right to:
- Request access to personal information we hold about you
- Ask us to correct inaccurate or incomplete information
- Ask us to delete personal information in certain circumstances
- Ask us to restrict the processing of your information
- Object to certain types of processing
- Request transfer of certain information where applicable
- Withdraw consent where processing is based on consent
These rights are not absolute and may depend on the circumstances and our legal obligations.
If you wish to exercise any of these rights, please contact Asset Residential.
You also have the right to raise a concern with the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, website, legal requirements or the way we process personal information.
The latest version will be published on this website with the date it was last updated.
Contact Us
If you have any questions about this Privacy Policy or how Asset Residential handles your personal information, please contact us using the contact details provided on our website.