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This policy explains what personal information All In House Property Group collects, why we need it, who we share it with, how long we keep it and the rights you have. It applies to our website, our lettings and management services, and our Client Portal.
Last updated: 2 November 2026
All In House Property Group Ltd ("AIHPG", "we", "us") is a lettings and property management agency, registered in England and Wales under company number 14476271, with its registered office at 20-22 Wenlock Road, London N1 7GU. We are members of the Property Redress Scheme (PRS056920).
We are the controller of the personal information described in this policy. Where we act for a landlord, the landlord is also a controller of their tenants' information, and we handle it on their behalf and in line with our own legal duties as an agent.
Contact us about anything in this policy at [email protected], on 020 3488 8072, or by post to the address above.
Your name, email address, phone number, postcode, the details you give us about your property or enquiry, the date and time you contacted us, and how you arrived at our site (the first page you visited, the referring website and any campaign tags in the link).
Your name and contact details, your company details if you let through a company, property addresses and details, ownership and consent information, compliance certificates and their dates, licence details, rent and financial records, bank details for paying rent to you, records of works and inspections, correspondence, and your Client Portal account details.
Your name, date of birth, contact details, address history, employment and income details, references, credit and affordability results, identity and right to rent documents, tenancy details, rent and deposit records, correspondence, maintenance requests, and inventory and check-out records (which may include photographs of the property and its contents).
Your name, business details, contact details, trade accreditations and insurance details, and records of the work you carry out for us.
Mostly from you directly. We also receive information from landlords about their properties and tenants, from referencing and credit reference agencies, from previous landlords, employers and guarantor services when you have applied for a tenancy, from deposit protection schemes, and from public sources such as HM Land Registry and council registers.
| What we do | Lawful basis |
|---|---|
| Reply to enquiries, arrange valuations and viewings | Steps you have asked us to take before a contract, or our legitimate interests in responding to enquiries |
| Provide our letting, management, cleaning, inventory and compliance services | Performance of a contract |
| Reference applicants and check affordability | Steps before entering a contract, and the landlord's legitimate interests in letting responsibly |
| Carry out right to rent checks, protect deposits, keep records required of letting agents, and meet tax, anti-money laundering and redress scheme duties | Legal obligation |
| Collect and pay rent, manage arrears, and arrange repairs and inspections | Performance of a contract |
| Keep our systems secure, prevent fraud and spam, and improve our services | Legitimate interests |
| Send landlords updates about legislation and licensing in their area | Legitimate interests |
| Deal with complaints, disputes and legal claims | Legitimate interests and legal obligation |
| Send marketing | Consent, or for existing clients our legitimate interests (see section 14) |
The law requires us to check that adult occupiers have the right to rent in England. Identity documents and Home Office checks can show your nationality and immigration status. We collect these only to meet that legal duty, keep them securely, and do not use them for anything else. We do not otherwise ask for health or other special category information unless it is needed to make a reasonable adjustment you have asked for, and then only with your agreement.
Referencing providers may use automated scoring in their credit and affordability checks. A person at AIHPG always reviews the result before any decision on an application is made, and you can ask us to explain or reconsider it.
We never sell personal information.
We use trusted providers to run our business. They process information only on our instructions and under data processing terms. They include:
We keep personal information in the UK or the European Economic Area wherever we can. Our Client Portal and its documents are hosted in the Netherlands, and our backups are held in the European Union. Some of our providers are based in, or may access information from, other countries such as the United States. Where that happens, the transfer is covered by UK adequacy regulations or by approved contract terms, such as the UK International Data Transfer Addendum.
Our Client Portal lets landlords we work with view their properties, compliance certificates, rent records, maintenance, inspections, documents and updates about their local area. Access is by invitation only.
Our website does not use advertising or analytics cookies. When you first arrive, it keeps a note of the page you landed on, the website that referred you and any campaign tags, in your browser's session storage. This stays in your browser, is cleared when you close the tab, and is only sent to us if you submit an enquiry form, so we know how you found us.
Cloudflare may set a strictly necessary security cookie to protect the site from attacks and spam. If you use the Calendly booking tool on our homepage, Calendly may set its own cookies, which are covered by its own privacy policy.
| Information | How long |
|---|---|
| Enquiries that do not lead to working together | 24 months from the last contact |
| Applications that do not lead to a tenancy | 6 months from the decision |
| Right to rent check records | For the tenancy and 1 year after it ends |
| Tenancy, landlord, financial and compliance records, including Client Portal records | 6 years after the tenancy ends or we stop acting for the landlord |
| Backups | Daily backups for 30 days, monthly backups for 6 years |
We may keep information longer where we need it for a complaint, dispute or legal claim, and delete it once that is resolved.
We protect personal information with access controls and passwords, encrypt it in transit and at rest, limit login attempts, share documents through short-lived secure links, and restrict staff access to what each role needs. If a breach occurs that is likely to put you at risk, we will tell you and the Information Commissioner's Office as the law requires.
We only send marketing emails if you have agreed to receive them, or if you are a client and the message is about services similar to those you already use from us. Every marketing email includes a way to unsubscribe, and you can ask us to stop at any time.
You have the right to:
Some rights are limited where we must keep information by law, for example tenancy and deposit records. To use any of these rights, email [email protected]. We will respond within one month and there is normally no charge.
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
We update this policy when our services or the law change. The date at the top shows when it was last updated. Where a change materially affects you, we will tell you directly.
Pop your details in and we'll reach out your way, at your time. No obligation, no sales pitch, just a real conversation about your property.
We'll be in touch during business hours in the way you picked.