Privacy Policy – Rentbee.co.uk

Rentbee.co.uk is a trading name of Planbee.Solutions Ltd, a company registered in England and Wales.
Company Registration Number: 10080755
Registered Office: 1 Wiscombe Ave, Penkridge, Staffordshire, ST19 5EH
ICO Registration Number: ZA177778
The Property Ombudsman Membership Number: D13426

Planbee.Solutions Ltd (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store and share your information in line with UK data protection legislation, including the UK GDPR and the Data Protection Act 2018.

If you have any questions about this policy or wish to exercise your rights, please contact:
Email: [email protected]
Post: Data Protection Officer, Planbee.Solutions Ltd, 1 Wiscombe Ave, Penkridge, ST19 5EH

1. What Information We Collect

We may collect and process:

Information you provide directly

Name

Email address

Telephone or WhatsApp number

Work details (e.g., employer, agency, planned workplace in Stafford)

Budget, move-in dates and housing preferences

Identification documents (if required during referencing)

Any information you submit through forms, messages or enquiries

Information collected automatically

IP address

Browser type

Device information

Pages viewed

Referral source

Activity on our website

Sensitive information

We do not request or store special category data unless required for a lawful purpose. If we ever do, we will request clear consent.

2. How We Use Your Information

We use your information to:

Respond to enquiries and match you with suitable rooms

Send viewing options, room details and application instructions

Carry out referencing or verification checks (where needed)

Manage tenancies for rooms let directly by us

Improve our website, services and user experience

Comply with legal or regulatory requirements

Protect against fraud or misuse

We will never sell your personal data.

3. Legal Bases for Processing

We rely on the following legal bases:

Contractual necessity – to provide room-finding or tenancy services

Legitimate interests – improving services, preventing fraud

Consent – sending marketing communications

Legal obligation – complying with property, HMRC or regulatory rules

4. Marketing Communications

You will only receive marketing messages if you opt in.
You can unsubscribe at any time by clicking the link in our emails or contacting us directly.

5. Sharing Your Information

We may share your data with:

Property owners or landlords when arranging viewings or applications

Referencing providers or identity-verification services

GoHighLevel (our CRM and marketing platform)

Email service providers

Payment processors (e.g. Stripe)

WhatsApp or similar messaging services

Google Analytics and similar analytical tools

Regulatory bodies if required (e.g., The Property Ombudsman, ICO)

We ensure appropriate safeguards are in place with all third parties.

6. International Transfers

Some third-party providers may store data outside the UK.
Where this happens, we ensure that appropriate safeguards (e.g., adequacy decisions, Standard Contractual Clauses) are in place.

7. How Long We Keep Your Data

We keep your data only as long as necessary, typically:

Enquiry details: up to 24 months

Application or referencing data: up to 6 years (for legal reasons)

Tenancy-related documents: up to 7 years

Marketing consent records: until you withdraw consent

8. Your Rights

You have the right to:

Access your data

Rectify inaccurate data

Erase your data (where applicable)

Restrict processing

Object to processing

Data portability

Withdraw consent at any time

Complain to the ICO (www.ico.org.uk)

9. How We Protect Your Data

We apply reasonable technical and organisational measures, including:

Secure storage systems

Restricted access

Encrypted communication channels

Regular security reviews

However, no online system is completely secure.

10. External Links & Liability

Rentbee.co.uk contains links to external sites we do not control.
We are not liable for the content, accuracy or security of third-party websites.

Information on this website is provided in good faith.
We make no warranties and accept no liability for any loss arising from reliance on content on this site.

11. Changes to This Policy

We may update this policy from time to time.
The latest version will always be published on this page.