Privacy notice
Draft for review, September 2026. How we use personal information about residents, landlords, council staff, contractors and website visitors.
Last updated 4 October 2026
1. Who we are
Levant Property Hub Ltd ("we", "us") supplies temporary accommodation to councils in England for households the council has a duty to help under Part VII of the Housing Act 1996. We lease homes from private owners, furnish them, make sure they are safe and certified, and make them available to councils. This notice covers that service. If we add other services, such as short stays, we will update this notice before we collect any new kind of information.
For the personal information in this notice we are the controller: we decide how and why it is used. When a council places a household with us, the council is a separate controller of its own records.
- Company: Levant Property Hub Ltd, registered in England and Wales, company number 17475136
- Registered office: 4th Floor Office, 205 Regent Street, London, W1B 4HB (a mailing address, not open to visitors)
- ICO registration number: ZC257954
- Data protection contact: [email protected] or 07956 365266
We have not appointed a Data Protection Officer because we are not required to. The company director is responsible for data protection.
2. Who this notice covers
- Households placed with us by a council, including children
- Landlords and property owners who lease homes to us, and their agents
- Council officers and other public-sector staff we work with
- Contractors and suppliers, such as tradespeople and gas and electrical engineers
- Website visitors and anyone who contacts us
3. Households placed with us
What we hold: names, dates of birth and relationships of household members; contact details; the council reference and caseworker details; placement details (address, dates, the occupancy agreement and house rules you signed); records of repairs, inspections, visits, keys and meter readings; messages and complaints; how you would like us to contact you, including language or format needs.
More sensitive information. Sometimes we hold information about physical or mental health or disability (for example, needing a ground-floor home), vulnerability and safeguarding concerns, or risks staff and contractors need to know about when visiting. Occasionally this includes information about offences. We hold only the minimum needed to keep you and others safe and to provide a suitable home.
Where it comes from: mostly from the council that placed you, in its referral and later updates; from you; from contractors who attend the property; and from emergency services when relevant.
Why we use it and our lawful basis (UK GDPR Article 6):
| Purpose | Lawful basis |
|---|---|
| Arranging and managing your placement; repairs, visits and move-out | Contract, where you have signed an occupancy agreement with us; otherwise legitimate interests in supplying the accommodation the council has booked |
| Reporting to the placing council, including incidents | Legitimate interests; where the council asks for information for its housing duties, the recognised legitimate interest of disclosure to a public body |
| Keeping the property safe and meeting safety law | Legal obligation |
| Protecting a child or an adult at risk | Recognised legitimate interest (safeguarding) |
| Responding to an emergency or a risk to life | Vital interests, or recognised legitimate interest (emergencies) |
| Preventing or reporting crime | Recognised legitimate interest (crime) |
| Handling complaints and legal claims | Legitimate interests |
We are a private company and do not rely on "public task".
Special category and criminal offence information is handled under UK GDPR Article 9 using: substantial public interest (Article 9(2)(g)) relying on Data Protection Act 2018 Schedule 1, paragraph 18 (safeguarding of children and individuals at risk) and paragraph 10 (preventing or detecting unlawful acts) where relevant; vital interests (9(2)(c)); legal claims (9(2)(f)); and explicit consent (9(2)(a)) where we ask you directly, which you can withdraw at any time. For offence information we rely on the matching conditions in Schedule 1, Part 3. We keep an appropriate policy document explaining how we protect this information and how long we keep it.
The council decides whether and where you are placed. We share information with the council, and it shares information with us, so that your placement works and you are kept safe.
4. Landlords, property owners and agents
What we hold: names, contact details and proof of identity; proof of ownership or authority to let; bank details for rent; lender or superior landlord consents; lease terms; safety certificates, licences and insurance details.
Where it comes from: you or your agent, public registers such as HM Land Registry and Companies House, and council licensing records.
Lawful basis: contract (agreeing and managing the lease, paying rent); legal obligation (tax, accounting and safety records); legitimate interests (checking a property can lawfully be let, dealing with disputes).
5. Council officers, contractors and suppliers
We hold names, job titles, work contact details, correspondence and meeting notes; for contractors also qualifications and registrations (for example Gas Safe), insurance, bank details and invoices. Lawful basis: legitimate interests, contract, and legal obligation for financial records. We do not send unsolicited marketing to council officers.
6. Website visitors and people who contact us
Our website sets no cookies and uses no analytics or tracking. Our hosting and security provider processes technical data such as your IP address to deliver pages and protect the site, and keeps it only briefly. When you email or phone us, we keep your details and what you tell us so we can reply. Lawful basis: legitimate interests.
7. Who we share information with
Only what each recipient needs: the council that placed a household; contractors doing repairs, safety checks or cleaning; emergency services, police and social care when someone is at risk or the law requires it; utility and council tax bodies where needed to manage a property; professional advisers; insurers; IT and service providers who host our email, files and website; regulators, courts and HMRC where the law requires. We do not sell personal information or use it for marketing.
8. Where information is stored
Our email and files are held with providers whose data centres are in the UK or the European Union. Some providers (for example website security networks) may process limited technical data outside the UK; when that happens we make sure a lawful safeguard is in place, such as UK adequacy regulations or the UK International Data Transfer Agreement.
9. How long we keep information
Our current guide, to be confirmed in our retention schedule. We delete or anonymise information securely at the end of the period unless it is needed for a live complaint, claim or investigation.
| Record | How long |
|---|---|
| Placement records | 6 years after the placement ends |
| Safeguarding and serious-incident records | As the placing council requires, or 6 years after the placement ends if longer |
| Health or vulnerability details | While the placement is live; afterwards only if needed for a claim or complaint |
| Financial records | 6 years from the end of the financial year |
| Landlord leases and property files | Length of the lease plus 6 years (12 if executed as a deed) |
| Gas safety records | At least 2 years from the check, and kept with the property file |
| EICR, fire and other safety certificates | Until replaced, plus 6 years |
| Complaints | 6 years after closure |
| Website enquiries and general emails | 2 years after the last contact |
| Website server and security logs | Up to 30 days |
10. Your rights
You can ask to access your information, correct it, delete it or restrict how we use it, object where we rely on legitimate interests, and ask for data portability where we rely on contract or consent. You can withdraw consent at any time where we rely on it. Some rights have limits, for example where we must keep safety records. Contact [email protected] or 07956 365266. It is free. We reply within one month, or tell you within that month if we need up to two more months. We may ask for proof of identity.
11. Automated decisions
We do not make decisions about people by automated means alone, and we do not profile people.
12. Complaints about your information
Tell us first at [email protected]. We acknowledge data protection complaints within 30 days, look into them without undue delay and tell you the outcome. You can also complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, 0303 123 1113.
13. Changes
We update this notice when our services or the law change and show the date at the top.