Policies & important information

Privacy policy

Clarke Property Management (Lutterworth) Ltd ("we", "us") is committed to protecting your privacy. This policy explains what personal information we collect, why we collect it, and how we look after it, in line with UK GDPR and the Data Protection Act 2018.

Information we collect

When you enquire, register, book a viewing or apply for a property, we may collect your name, contact details, and information relevant to a tenancy or management instruction (for example employment, references and Right to Rent documentation).

How we use it

• To respond to enquiries and provide our letting and management services.
• To carry out referencing, Right to Rent and anti-money-laundering checks.
• To meet our legal and regulatory obligations.

Tenant applications

When you apply for a property we collect additional information needed to assess a tenancy — including employment and income details and an identity document for the Right to Rent check. We treat this as sensitive, high-risk personal data, and we have carried out a Data Protection Impact Assessment for this process. The lawful basis is the steps taken to enter into a tenancy (contract), our legitimate interest in referencing, and our legal obligation to complete Right to Rent and anti-money-laundering checks.

How we keep it safe

• Your information is sent over an encrypted connection (HTTPS) and stored encrypted at rest.
• We never email your identity documents or financial details as attachments.
• Access is limited to the members of our team who need it to progress your application.

How long we keep it

We keep application information only as long as necessary. Where an application is unsuccessful, we delete it and any uploaded documents automatically after six months. Where a tenancy goes ahead, we keep records for as long as we are required to for that tenancy and our legal obligations.

Your rights

You have the right to access, correct or request deletion of your personal data. To exercise any of these rights, contact us at info@clarkeproperties.co.uk. You may also complain to the Information Commissioner's Office (ICO) at ico.org.uk.

Cookies

This website uses a small number of cookies to make it work and to help us understand how it's used. Essential cookies keep the site functioning and are always active. Analytics cookies are set only if you choose "Accept analytics" on the banner shown when you first visit — nothing is loaded or stored before then.

Analytics — Google Analytics 4

With your consent we use Google Analytics 4, provided by Google Ireland Limited, to see which pages people find useful so we can improve the site. It sets two first-party cookies, _ga and _ga_<stream ID>, which last up to two years and are used to recognise a returning browser.

It records the pages you view, roughly where in the country you are, and which device and browser you used, along with a few specific actions — starting or completing a rent valuation, submitting a contact form, requesting a viewing, submitting an application, and tapping a phone number. Google Analytics 4 does not log or store your IP address. We do not use analytics for advertising, and we do not combine it with the information you give us in a form or an application.

Google acts as our processor for this data, and it may be processed outside the UK — including in the United States — under the safeguards in Google's data processing terms, such as the UK International Data Transfer Addendum and the EU Standard Contractual Clauses.

Changing your mind

You can change or withdraw your consent at any time using the Cookie settings link at the bottom of any page. Choosing "Essential only" there stops the analytics and deletes the cookies described above. Most browsers also let you block or delete cookies for any site through their own settings.

Complaints procedure

We aim to provide the highest standards of service. If something falls short, please tell us so we can put it right.

Step 1 — Tell us

Put your complaint in writing to info@clarkeproperties.co.uk. We will acknowledge it within three working days and aim to provide a full written response within 15 working days.

Step 2 — Independent redress

If you remain dissatisfied after our final response, you may refer your complaint to The Property Ombudsman (TPO), of which we are a member. We are also covered by a Client Money Protection scheme.

Terms of use

This website is provided for general information about our services. Property details and availability are believed correct at the time of publishing but may change; they do not form part of any offer or contract. We are not liable for any decision made solely in reliance on the content of this website.

Clarke Property Management (Lutterworth) Ltd, trading as Clarke Properties, is registered in England & Wales, company number 14259420. Registered VAT number 438 1549 80. Registered office: Eagle House, Bilton Way, Lutterworth, Leicestershire, LE17 4JA.

Client money protection

We are a member of Client Money Protect, membership number CMP013250. Client Money Protect is a government-approved scheme that protects landlord and tenant money held by us. A copy of our certificate is available on request.

Redress scheme

We are a member of The Property Ombudsman, membership number T09274. If we cannot resolve a complaint to your satisfaction you may refer it to The Property Ombudsman free of charge, following the steps in our complaints procedure above.