Who we are
Privacy Policy
Oakstone & Co – Lettings & Property Management
Last updated: 5 November 2026
1. Who We Are
Oakstone & Co is an independent residential lettings and property management business operating as a sole trader in England.
Website: https://oak-stoneandco.co.uk
Email: oakstoneandco@outlook.com
Telephone: 07908 821059
For the purposes of UK data protection law, the sole trader operating as Oakstone & Co is the data controller for personal information processed in connection with the business, except where another organisation is responsible.
2. Information We Collect
We may collect and process the following personal information:
- Names, addresses, telephone numbers and email addresses.
- Landlord and property ownership information.
- Property addresses and details of rental properties.
- Tenant and prospective tenant application information.
- Identification documents and information required for legal or regulatory checks.
- Employment, income, referencing and affordability information where relevant.
- Tenancy agreements, rent payments and property management records.
- Communications, enquiries and correspondence.
- Technical information collected when visitors use our website.
We collect information directly from individuals and, where appropriate, from landlords, tenants, referencing providers, contractors and other authorised third parties.
3. How We Use Your Information
We use personal information to:
- Respond to enquiries submitted through our website.
- Provide property valuations and lettings advice.
- Arrange viewings and manage rental applications.
- Carry out referencing and identity checks.
- Prepare and administer tenancy agreements.
- Collect rent and maintain financial records.
- Arrange repairs, maintenance and property inspections.
- Communicate with landlords, tenants and contractors.
- Meet legal, regulatory and tax obligations.
- Protect our legitimate business interests and manage disputes.
4. Lawful Basis for Processing
We process personal information where necessary for one or more of the following lawful bases:
- Contract: To provide services or take steps before entering into a contract.
- Legal obligation: To comply with applicable legal and regulatory requirements.
- Legitimate interests: To operate and protect our business, communicate with customers and manage properties, where those interests are not overridden by individuals’ rights.
- Consent: Where consent is required, including certain marketing communications or non-essential cookies.
Where we process particularly sensitive information, we will identify an additional lawful condition where required.
5. Sharing Your Information
Where necessary, we may share relevant information with:
- Landlords and tenants involved in a tenancy.
- Tenant referencing and identity verification providers.
- Maintenance contractors and property service providers.
- Deposit protection schemes.
- Accountants, insurers and professional advisers.
- Local authorities, courts and regulatory bodies.
- Website hosting, email and other technology service providers.
We do not sell personal information to third parties.
We only share information where there is a lawful basis and an appropriate business or legal reason.
6. Website Enquiries and Contact Forms
When you submit a contact or landlord enquiry form through our website, we collect the information you provide to respond to your request.
This may include your name, email address, property details and message.
We use this information to contact you about your enquiry and, where appropriate, provide information about our lettings and property management services.
Submitting an enquiry does not automatically subscribe you to marketing emails.
7. Cookies and Website Analytics
Our website may use cookies and similar technologies to operate essential website functions, remember preferences and, where enabled, understand website usage.
Non-essential cookies will only be used where the necessary consent has been obtained.
Information about the cookies actually used and available choices will be provided through our website’s cookie information or consent controls.
8. How We Protect Your Information
We take reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse and disclosure.
Access to personal information is limited to those who need it for legitimate business purposes.
No method of electronic transmission or storage can be guaranteed completely secure.
9. How Long We Keep Information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including contractual, legal, accounting and regulatory requirements.
Retention periods vary according to the nature of the information and the relevant legal obligations.
When information is no longer required, it will be securely deleted or otherwise disposed of.
10. Your Data Protection Rights
Subject to applicable legal conditions and exemptions, you may have the right to:
- Request access to your personal information.
- Ask us to correct inaccurate information.
- Request deletion of your information.
- Ask us to restrict certain processing.
- Object to processing based on legitimate interests.
- Request transfer of certain information.
- Withdraw consent where processing relies on consent.
To exercise these rights, please email oakstoneandco@outlook.com.
You also have the right to complain to the Information Commissioner’s Office (ICO) at https://ico.org.uk.
11. International Data Transfers
Some technology and service providers may process information outside the United Kingdom.
Where this occurs, we will ensure that appropriate data protection safeguards are in place as required by applicable law.
12. Marketing Communications
We may send information about our services where permitted by law.
Where consent is required, we will obtain it before sending marketing communications.
You can opt out of marketing communications at any time by contacting us.
13. Third-Party Websites
Our website may contain links to external websites or services.
We are not responsible for the privacy practices of third-party websites and recommend reviewing their privacy notices.
14. Changes to This Privacy Policy
We may update this privacy policy to reflect changes to our business, website, services or legal requirements.
The latest version will be published on our website.
15. Contact Us
For questions about this privacy policy or how your personal information is handled, please contact:
Oakstone & Co – Lettings & Property Management
Email: oakstoneandco@outlook.com
Telephone: 07908 821059
Website: https://oak-stoneandco.co.uk
Comments
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An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Media
Suggested text: If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Cookies
Suggested text: If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Suggested text: Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Who we share your data with
Suggested text: If you request a password reset, your IP address will be included in the reset email.
How long we retain your data
Suggested text: If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What rights you have over your data
Suggested text: If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Where your data is sent
Suggested text: Visitor comments may be checked through an automated spam detection service.