Version 1.0 · Effective 25 May 2026
Estate-HQ is a trading name of UNIVERSALHOMEANDTECH LTD. UNIVERSALHOMEANDTECH LTD is registered in England and Wales under company number 16534780. Registered office: 15a Shrubbery Road, London, SW16 2AS, United Kingdom. ICO registration reference: ZC044007. Not VAT registered.
When you submit a Tenant Passport through Estate-HQ, you are providing personal information to the letting agent who invited you. Estate-HQ stores your information securely and makes it available to that letting agent. We do not sell your data, share it with advertisers, or use it for any purpose other than delivering the platform to your letting agent.
The letting agent who invited you to complete a Tenant Passport is the data controller for your personal information. They decide what information to collect and how long to keep it. UNIVERSALHOMEANDTECH LTD (Estate-HQ) is the data processor — we store and process your data only on the letting agent's instructions.
If you have questions about how the letting agent uses your data, you should contact them directly. For questions about how Estate-HQ stores or handles your data technically, contact [email protected].
| Category | Examples |
|---|---|
| Identity | Full name, date of birth, nationality |
| Contact details | Email address, phone number, current address |
| Employment and income | Employer name, job title, employment status, salary or income, employment contract or payslip details where provided |
| Rental history | Previous addresses, previous landlord references |
| Right to Rent | Share code or document reference for Right to Rent verification, result and date |
| Identity documents | Passport number, visa/BRP reference, or other document reference used for Right to Rent check |
| Financial references | Credit check reference or result where the letting agent has requested a referencing check |
| Next of kin / guarantor | Name and contact details of a guarantor or emergency contact if provided |
| Tenancy preferences | Move-in date preference, pets, smoker status, other information you choose to include |
The letting agent collects this information to assess your suitability as a tenant, carry out legal Right to Rent checks, reference checks, and credit checks where applicable, prepare a tenancy agreement, and manage your tenancy. Estate-HQ processes it only to provide the platform to the letting agent.
Your Tenant Passport data is visible to the letting agent and their authorised staff. Estate-HQ staff access is restricted to what is needed for platform support and security. Your data is not shared with other letting agents, advertisers, or third parties except as required by the letting agent's instructions or by law.
The letting agent determines how long your data is retained. Estate-HQ retains data for the life of the letting agent's subscription and for 90 days after cancellation. After that period all data is permanently deleted. Ask the letting agent for their own data retention policy.
Under UK data protection law you have rights including the right to access your data, correct inaccurate data, request erasure, restrict processing, and object to processing. Because the letting agent is the data controller, you should contact them directly to exercise most rights. For technical matters relating to Estate-HQ's processing, contact [email protected]. You may also complain to the Information Commissioner's Office at ico.org.uk.
Your data is encrypted at rest and in transit. Access is controlled. Daily backups are taken on UK-based infrastructure. Report any security concern to [email protected].
For questions about how Estate-HQ technically handles your data: [email protected]. For questions about how the letting agent uses your data: contact the letting agent directly.
