top of page

Privacy Notice

​How we hold, use, and share your personal information.

About this notice

Aspire Living Management Ltd (“Aspire Living”, “we”, “us”, “our”) takes your privacy seriously. This Privacy Notice explains how we collect, use, share, and protect personal information about our tenants, prospective tenants, guarantors, and other individuals who interact with us in connection with our property management and lettings services. It is written to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Notice is incorporated by reference into each Assured Tenancy Agreement we grant. You should read it in conjunction with your Tenancy Agreement.

1. Who we are

The data controller is Aspire Living Management Ltd (Company No. 14750455), whose registered office is at Unit 3, 40 Warton Terrace, Newcastle upon Tyne, NE6 5BS.

We are registered as a data controller with the Information Commissioner’s Office (ICO) under registration number ZB549654.

For any privacy-related query, please contact our Data Protection point of contact:

  • By email: info@aspire-living.net

  • By post: Data Protection, Aspire Living Management Ltd, Unit 3, 40 Warton Terrace, Newcastle upon Tyne, NE6 5BS

2. What personal information we collect

Depending on the nature of our relationship with you, we may collect and process the following categories of personal information:

  • Identity data — full name, date of birth, National Insurance number, passport or other photo ID as required for Right to Rent checks.

  • Contact data — current and previous addresses, email address, mobile and landline telephone numbers, emergency contact.

  • Financial data — proof of income, employment status, bank account details for standing orders, credit reference and affordability assessment results.

  • Tenancy data — records of the Property let to you, rent payments, deposit protection details, reported maintenance issues, breaches of tenancy, correspondence.

  • Guarantor data — identity, contact, and financial information for any Guarantor.

  • Immigration data — documentation required to complete Right to Rent checks under the Immigration Act 2014.

  • Technical data — IP address, device and browser data where you interact with our online services (for example the COHO tenant platform).

  • Special category data — we may process health-related information only where strictly necessary (for example, to accommodate a reasonable adjustment under the Equality Act 2010), and only with your explicit consent or where otherwise lawful.

3. Our lawful bases for processing

Under Article 6 of the UK GDPR, we rely on one or more of the following lawful bases when processing your personal information:

  • Contract — to take steps at your request before entering into a Tenancy (referencing, affordability checks, viewings) and to perform our obligations under a Tenancy Agreement once granted (rent collection, repairs, deposit administration, check-in and check-out).

  • Legal obligation — to comply with legal duties, including Right to Rent checks (Immigration Act 2014), deposit protection (Housing Act 2004), tax and accounting obligations, health and safety compliance, and responses to lawful requests from public authorities.

  • Legitimate interests — to manage the Property and the Tenancy (including communicating with you, maintaining records, investigating complaints, recovering sums due), to prevent fraud and money laundering, to defend legal claims, and to manage and develop our business. We have balanced our legitimate interests against your rights and freedoms.

  • Consent — for any processing that is not covered by one of the above bases, including marketing communications you have opted into. You may withdraw consent at any time.

  • Vital interests — in rare circumstances where processing is necessary to protect the life of any person (for example, an emergency at the Property).

Where we process special category data (for example, health information), we rely on an additional condition under Article 9 of the UK GDPR, typically explicit consent or the exercise of a legal right.

4. Who we share your personal information with

We may share your personal information with the following categories of recipient, where it is necessary and lawful to do so:

  • Tenancy Deposit Scheme (TDS) and any deposit replacement provider (e.g. Reposit Group Limited).

  • Credit reference and tenant referencing agencies (for example, Canopy, FCC Paragon).

  • Utility and service providers, local authorities (for Council Tax and HMO licensing), and HMRC.

  • Contractors, tradespeople, cleaners, and inventory clerks engaged to carry out works at the Property.

  • Any Guarantor you have named, for the purpose of the Deed of Guarantee.

  • Letting agents, property managers, and any successor landlord or managing agent.

  • The COHO tenant management platform (data processor).

  • Our accountants, bookkeepers, auditors, insurers, and professional advisers.

  • Debt recovery agents and legal representatives, where action becomes necessary to recover sums due or to pursue a claim.

  • Public bodies, the Police, and other regulatory authorities where required by law.

5. International transfers

We operate a small team of administrative staff based in the Philippines. These team members access certain personal information (typically tenant name, contact details, and tenancy operational data) in the course of routine property management work, under our direct instruction and on our behalf.

Where personal information is transferred outside the UK, we ensure appropriate safeguards are in place — including, where applicable, the International Data Transfer Agreement issued by the ICO or the Addendum to the EU Standard Contractual Clauses. Our overseas team is bound by the same confidentiality obligations as our UK staff.

6. How long we keep your personal information

We retain personal information only for as long as reasonably necessary, taking into account the purposes for which it was collected, our legal obligations, and any ongoing disputes or claims. Typical retention periods include:

  • Unsuccessful tenancy applications — up to 12 months from application.

  • Tenancy records (agreement, rent, correspondence) — 6 years from end of Tenancy (in line with the Limitation Act 1980).

  • Deed of Guarantee records — 12 years from end of Tenancy (deed limitation period).

  • Right to Rent check documents — at least 1 year after end of Tenancy (statutory minimum).

  • Deposit protection records — 6 years from end of Tenancy.

  • Accounting and tax records — 7 years (HMRC retention).

  • Dispute and litigation records — 7 years from resolution, or longer where necessary.

At the end of the applicable retention period, we will securely delete or anonymise your personal information.

7. Your rights under UK GDPR

You have the following rights in relation to your personal information:

  • Right of access — you may request a copy of the information we hold about you (a “Data Subject Access Request”). This is free of charge unless the request is manifestly unfounded or excessive.

  • Right to rectification — you may ask us to correct inaccurate or incomplete information.

  • Right to erasure — you may ask us to delete your personal information in certain circumstances, subject to our legal obligations to retain certain records.

  • Right to restriction — you may ask us to restrict the processing of your information in certain circumstances.

  • Right to data portability — you may ask us to provide your information in a structured, commonly used, machine-readable format.

  • Right to object — you may object to processing we carry out on the basis of legitimate interests or for direct marketing.

  • Right to withdraw consent — where processing is based on your consent, you may withdraw that consent at any time.

  • Right not to be subject to automated decision-making — we do not carry out any solely automated decision-making that produces legal effects on you.

To exercise any of these rights, contact info@aspire-living.net. We will respond within one month of receipt, or within three months for complex requests (in which case we will notify you within the first month).

8. Complaints

If you are unhappy with how we have handled your personal information, we would encourage you to contact us first so we can try to resolve the issue. If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO):

  • Online: ico.org.uk/make-a-complaint

  • By phone: 0303 123 1113

  • By post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

9. Security of your personal information

We take appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, alteration, or disclosure. These include access controls on our systems, encryption in transit, contractor confidentiality agreements, staff training, and regular review of our data-handling practices.

10. Changes to this Privacy Notice

We may update this Privacy Notice from time to time. The current version is available at www.aspire-living.net/privacy. Where we make material changes, we will notify you directly by email or through the COHO tenant platform.

Last updated: May 2026 (Version 2026.05)

bottom of page