Privacy and cookies

Last updated 22 October 2026

This notice explains how MSJ Estates Ltd collects, uses and protects personal information about landlords, tenants, applicants, guarantors, contractors and visitors to this website. We are committed to handling your information lawfully, fairly and securely.

Who we are

MSJ Estates Ltd is the controller of your personal information. We are registered in England and Wales, company number 14402130, and registered with the Information Commissioner's Office under number ZB517001.

Registered office: Unit 29, Highcroft Industrial Estate, Enterprise Road, Waterlooville PO8 0BT.

For any question about this notice or your information, please email landlords@msjestates.co.uk or write to us at the address above.

The information we collect

• Landlords: name, contact details, proof of identity and ownership, property details, bank details for rent payments, tax status, and the instructions and correspondence relating to your property.
• Tenants, applicants and guarantors: name, contact details, proof of identity, right to rent documents, employment and income details, references, credit and referencing results, tenancy records, payment history, and correspondence including repair reports.
• Contractors and suppliers: business contact details, insurance and qualification details, and payment information.
• Website visitors: when you email or call us, the details you give us. Our hosting provider keeps basic technical records, such as IP addresses, for security and to keep the site running.

We collect most information directly from you. We may also receive it from landlords, tenants, referencing agencies, credit reference agencies, letting portals such as Rightmove, contractors, councils and utility providers.

How and why we use it

• To provide our services under a contract with you, or to take steps you ask for before entering one: marketing and letting properties, setting up and managing tenancies, collecting and paying rent, arranging repairs and inspections, and handling the end of a tenancy.
• To meet our legal obligations, including right to rent checks, deposit protection, safety and licensing requirements, client money rules, tax and accounting records, and responding to lawful requests from authorities.
• For our legitimate interests, such as running and improving our business, keeping accurate records, preventing fraud, and establishing or defending legal claims. We only rely on this where it does not override your rights.
• With your consent, for example to send you news and updates. You can withdraw consent at any time.

Who we share it with

We share information only where needed for the purposes above, with:

• the landlord or tenant of the property, as needed to manage the tenancy;
• referencing and credit reference agencies, and tenancy deposit protection schemes;
• contractors arranged to carry out work at the property, and our out of hours emergency provider;
• councils, utility providers and HM Revenue and Customs where required;
• our Client Money Protection scheme and the Property Redress Scheme, if relevant to a claim or complaint;
• our professional advisers, insurers, and IT and hosting providers who process information for us under contract;
• the police, courts or other authorities where the law requires it.

We never sell your personal information.

Transfers outside the UK

Some of our IT providers may store or process information outside the UK. Where this happens, we make sure appropriate safeguards are in place, such as UK adequacy regulations or approved contract terms.

How long we keep it

We keep information only as long as we need it. In general we keep tenancy and landlord records for six years after the tenancy or our agreement ends, so that we can meet legal, tax and accounting requirements and deal with any claims. Right to rent records are kept for the length of the tenancy and for one year after it ends. Information about applicants who do not go on to rent is deleted within twelve months.

Keeping it secure

We use appropriate technical and organisational measures to protect your information, including access controls, secure systems and staff training. Only people who need your information to do their work can see it.

Your rights

You have the right to:

• ask for a copy of the information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information, or restrict how we use it, in certain circumstances;
• object to how we use your information where we rely on legitimate interests;
• ask us to transfer information you gave us to another organisation, in certain circumstances;
• withdraw consent at any time, where we rely on it.

To use any of these rights, please contact us using the details above. We will reply within one month.

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/make-a-complaint or on 0303 123 1113.

Cookies

If we add any cookies in future, we will update this notice and ask for your consent before setting any that are not essential.

Changes to this notice

We may update this notice from time to time. The latest version will always be on this page, with the date it was last updated.