How we collect, use and protect your personal data.
Last updated: July 2026
Extra Mile Property ("we", "us", "our") is committed to protecting your privacy. This policy explains what personal data we collect when you use our website or our lettings and property management services, why we collect it, how we use it, and the rights you have over it. We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Extra Mile Property Ltd (Company Registered Number: 10422292), of 26 Brownhill Road, SE6 2EJ, London, is the data controller responsible for your personal data. If you have any questions about this policy or how we handle your data, you can contact us at info@extramileproperty.co.uk or on +44 207 101 9520.
Depending on how you interact with us, we may collect: contact details you give us through our website forms (name, email, phone number and the content of your enquiry) via our contact page and property enquiry forms; newsletter sign-up details (email address); information you provide as part of tenant referencing, such as proof of identity, right-to-rent documentation, employment and income details, credit history and landlord references; information you provide as a landlord, such as property details, ownership evidence and bank details for rent payments; and technical data such as your IP address and browsing behaviour on our website, collected via cookies and similar technologies (see the Cookies section below).
We use your personal data to: respond to enquiries submitted through our website; arrange property viewings and process applications to rent; carry out referencing and right-to-rent checks required by law; manage tenancies, rent collection and property maintenance on behalf of landlords; register and protect deposits with the Tenancy Deposit Scheme (TDS); send you property alerts or newsletters you have signed up to; and meet our legal, regulatory and accounting obligations, including those owed to The Property Ombudsman (TPO) and HMRC.
Our legal basis for this processing is typically one of: performance of a contract with you (e.g. managing your tenancy), our legitimate interests in running a lettings business (e.g. responding to enquiries, preventing fraud), compliance with a legal obligation (e.g. right-to-rent checks), or your consent (e.g. marketing emails, which you can withdraw at any time).
Our website uses cookies and similar technologies to remember your preferences, understand how visitors use the site, and improve its performance. You can control or disable cookies through your browser settings; doing so may affect how parts of the site function.
We share personal data only where necessary, with: property portals such as Rightmove, Zoopla and PrimeLocation, to advertise properties; referencing and credit-check agencies, to assess rental applications; the Tenancy Deposit Scheme (TDS), to protect deposits; contractors and tradespeople, where required to carry out repairs or maintenance you or your landlord have requested; and professional advisers, regulators or authorities where we are required to by law. We do not sell your personal data to third parties.
We store and process personal data within the UK. Where any of our service providers process data outside the UK, we ensure appropriate safeguards are in place in line with UK GDPR requirements.
We retain personal data only for as long as necessary for the purposes it was collected — for example, tenancy and referencing records are typically kept for the duration of the tenancy plus a period afterwards to meet our legal and accounting obligations, and enquiry or newsletter data is kept until you ask us to remove it or it becomes clearly inactive.
Under UK GDPR, you have the right to: request access to the personal data we hold about you; ask us to correct inaccurate data; ask us to erase your data, where applicable; restrict or object to certain processing; request that your data be provided to you or transferred to another organisation (data portability); and withdraw consent at any time where we rely on consent. To exercise any of these rights, contact us using the details above. If you are unhappy with how we have handled your data, you also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.
We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss or misuse, including encrypted connections, access controls and regular review of our systems.
We may update this policy from time to time to reflect changes in our practices or legal requirements. The date at the top of this page shows when it was last revised. We encourage you to review it periodically.
If you have any questions about this Privacy Policy or how we handle your personal data, please contact us at info@extramileproperty.co.uk.