1. Who we are
SVAN Homes Ltd is the data controller for personal data collected through svanhomes.uk, our social media pages (including our Facebook Page and Messenger), and our property and IT services. We are registered in England and Wales (company number 17220928), registered office 18 Lawrence Way, Slough, SL1 6HH, and registered with the Information Commissioner's Office (ICO) under number [ICO registration number].
For any privacy question or request, contact privacy@svanhomes.uk.
2. What we collect
| Who | Data | Source |
|---|---|---|
| Website visitors | Cookie-notice preference stored in your browser; server logs (IP address, browser, pages requested, time) kept by our hosting provider | Your browser |
| People who contact us | Name, email, phone, company, and what you tell us | You, by email, contact form, phone or social media message |
| Newsletter subscribers | Email address, topics chosen, date of consent | You |
| Facebook / Instagram users | Public profile name and picture, messages, comments and reactions on our Page; aggregated, anonymous Page Insights from Meta | You and Meta Platforms |
| Tenants and applicants | Identity and contact details, right-to-rent checks, references, tenancy and payment records | You, referencing agencies, letting agents |
| Sellers, agents, contractors | Business contact details and correspondence | You or your organisation |
| SVAN IT Services / InvoPeppol customers | Account and billing details. Data processed inside InvoPeppol is covered by the InvoPeppol privacy policy. | You |
We do not knowingly collect data from children under 16, and we do not collect special category data unless the law requires it (for example, for a right-to-rent check).
3. How we use it and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Replying to enquiries and messages, including via Facebook Messenger | Legitimate interests (running our business and responding to you) |
| Sending our newsletter | Consent, which you can withdraw at any time |
| Letting and managing homes, and legal checks (right to rent, deposit protection, safety certificates) | Contract, and legal obligation |
| Providing IT services and invoicing customers | Contract |
| Running and securing the website | Legitimate interests |
| Keeping accounting and tax records | Legal obligation |
We do not sell personal data, and we do not use it for automated decisions that have legal or similarly significant effects on you.
4. Facebook and other social media
When you visit or interact with our Facebook Page, Meta Platforms Ireland Ltd and SVAN Homes Ltd are joint controllers for the Page Insights data Meta produces. Meta is responsible for the processing on its platform under its own Privacy Policy and the Page Insights Controller Addendum. We only see aggregated statistics, not who you are.
If you message us or comment, we see your public profile name, picture and what you send, and use it only to reply. If we ever offer “Log in with Facebook” or a Facebook-connected app, we will receive only the information you agree to share on the permission screen (typically your name, email address and profile picture), and use it only to provide that feature.
This website does not use the Meta Pixel or any other advertising tracker. If we add one in future, we will ask for your consent first and update this policy.
5. Who we share it with
We share personal data only where needed, with:
- our website hosting provider (IONOS) and email provider;
- letting agents, referencing agencies, government-approved deposit protection schemes, and contractors carrying out repairs;
- our accountants, solicitors, bank, insurers and mortgage lenders;
- an email newsletter provider, if you subscribe;
- HMRC, local authorities, the police or regulators where the law requires it.
Our processors may only use your data on our instructions.
6. International transfers
Our data is mainly stored in the UK and European Economic Area. Some providers (for example Meta or Google Fonts) may process data outside the UK. Where they do, we rely on UK adequacy regulations or the UK International Data Transfer Agreement / Addendum to the EU Standard Contractual Clauses.
7. How long we keep it
- Enquiries and messages: up to 2 years after our last contact, unless they lead to a contract.
- Newsletter: until you unsubscribe, then a suppression record so we don't email you again.
- Tenancy records: 6 years after the tenancy ends (limitation period), longer if there is a dispute.
- Accounting records: 6 years from the end of the financial year, as required by law.
- Server logs: kept by our host for a short period, typically up to 8 weeks.
8. Your rights
Under UK data protection law you have the right to: access your data; have it corrected; have it deleted; restrict or object to our use of it; data portability; and withdraw consent at any time where we rely on consent. To use any of these rights, email privacy@svanhomes.uk. We will reply within one month. See also our Data Deletion Instructions.
If you are unhappy with how we handle your data, please tell us first. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
9. Security
We use HTTPS across the site, restrict access to personal data to people who need it, use strong authentication on our accounts, and choose providers with appropriate security measures. No system is perfectly secure, and we will tell you and the ICO about a breach where the law requires it.
10. Changes to this policy
We will post any changes on this page and update the “last updated” date. If changes are significant we will tell newsletter subscribers by email.