Privacy Policy

Privacy and Cookie Policy – Last updated June 2026

Eiddo Iola Jones Properties Cyf is a letting and property management agency operating in Gwynedd, North Wales.

Contact details:

Eiddo Iola Jones Properties Cyf

24 Stad Dolwar

Y Ffor

Pwllheli

Gwynedd

LL53 6UQ

01766 810025 / 07443 339106

iola@gwyneddlettingagency.co.uk

We are the data controller for personal information collected in relation to our residential letting and property management services. We use carefully selected third-party service providers to assist us with services such as property management software, cloud storage, email, accounting, referencing, deposit protection and client money handling. Depending on the service provided, these organisations may act as data processors or independent data controllers.

Depending on your relationship with us, we may collect:

- Name and contact details

- Address history

- Date of birth

- Identification documents

- Employment and referencing information

- Financial information and rent payments

- Tenancy and property records

- Maintenance and inspection records

- Communications and correspondence

- Website usage information

We may also occasionally process limited health or vulnerability information where relevant to a tenancy or property matter.

We use personal information to:

- Arrange and manage tenancies and occupation contracts

- Carry out referencing and affordability checks

- Collect rent and manage deposits

- Arrange repairs, inspections and maintenance

- Communicate with landlords, tenants and contractors

- Meet legal and regulatory obligations

- Prevent fraud and protect our business

- Improve our services and website

Under UK GDPR, we process information under the following lawful bases:

- Contract

- Legal obligation

- Legitimate interests

- Consent (where required for marketing)

We may share personal data where necessary with landlords, tenants, guarantors, referencing providers, deposit protection schemes, client money service providers, maintenance contractors, utility providers, local authorities, professional advisers, insurers and regulatory bodies where necessary to provide our services, comply with legal obligations or protect legitimate interests. This list gives specific examples:

- Referencing providers e.g. Canopy

- Deposit protection schemes e.g. TDS

- Contractors and maintenance providers e.g. EPC assessors, Gas Safe engineers

- Rent Smart Wales

- Local authorities and utility providers e.g. Cyngor Gwynedd, Dwr Cymru

- Professional advisers e.g. ARLA Propertymark, TPO

- Software and IT providers used to operate our business e.g. 10ninety, TLP

We only share information where necessary and appropriate. Third-party organisations will only use personal data for the purposes for which it has been provided, including tenant referencing, deposit protection, rent collection, maintenance coordination, legal compliance, client money handling and professional services. We do not sell personal data to third parties.

We may carry out identity verification, fraud prevention and sanctions screening checks where legally required.

We only keep personal information for as long as necessary.

Personal data is stored electronically within secure systems and, where necessary, in paper records held securely. We retain information only for as long as necessary to fulfil the purpose for which it was collected, comply with legal obligations and resolve disputes. Appropriate technical and organisational measures are in place to protect personal data against unauthorised access, loss, misuse or disclosure.

Different categories of information may be retained for different periods depending on legal, regulatory and business requirements.

Typical retention periods include:

- Tenancy records — 7 years after tenancy ends

- Financial records — 7 years

- Referencing records for unsuccessful applicants — up to 12 months

- Identification documents — tenancy period plus 1 year

- Complaint records — 7 years

We will normally retain tenancy and property management records for up to 7 years after the end of our involvement, unless a longer retention period is required by law or for the establishment, exercise or defence of legal claims

Some of our software or cloud providers may process data outside the UK. Where this happens, appropriate safeguards are used.

You have rights under data protection law, including the right to:

- Access your information

- Correct inaccurate information

- Request deletion in certain circumstances

- Restrict or object to processing

- Withdraw consent where applicable

To exercise your rights, contact us using the details above.

If you have concerns about how we use your data, please contact us first.

You can also contact the Information Commissioner’s Office (ICO):

https://www.ico.org.uk

This privacy notice may be updated from time to time.

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