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RentCafe Privacy Statement

By using RentCafe.com (RentCafe ILS) or any property websites powered by RentCafe (RentCafe Portal) (collectively, “RentCafe”), you acknowledge you have read and understand the latest version of the RentCafe Privacy Policy (posted at https://resources.yardi.com/legal/rentcafe-privacy-policy/), which describes RentCafe’s privacy practices and will be updated from time to time. The property may have its own Privacy Policy that describes the property’s privacy practices.

Privacy Policy for Property Rental 

Berkeley Living Limited is a wholly owned subsidiary of The Berkeley Group Plc. Its registered office is at Berkeley House, 19 Portsmouth Road, Cobham, Surrey, KT11 1JG. It is registered in England and Wales (Company Number 16185095).

Berkeley Living Limited is part of The Berkeley Group of companies. The Berkeley Group Plc is registered at Berkeley House, 19 Portsmouth Road, Cobham, Surrey, KT11 1JG under company number 01454064. The Group operates through the following ‘Brands’: Berkeley, St Edward, St George, St James, St Joseph, St William and Berkeley Living.

Each Brand is made up of separate companies that deal with different developments and related services which may vary from time to time as our land portfolio and properties grow and change. A full list of Berkeley Group operating companies can be found here.

When you express an interest in renting, Berkeley Living Limited will be responsible for the collection and use of your personal information.
 

Your privacy and this policy

We take the privacy of your personal information very seriously and know that you will wish to understand how we will use your personal information.

This Privacy Notice applies to:

  • Individuals who visit our website;
  • Individuals with whom we correspond such as those who have registered an interest or booked a tour of one of our properties;
  • Individuals who apply to rent a property managed by Berkeley Living Limited;
  • Tenants or occupiers of property managed by Berkeley Living Limited;
  • Owners, tenants or occupiers of properties that we either own or have sold; and
  • Individuals connected to the property transactions referred to above, including but not limited to spouses, cohabitees, permitted occupiers, guarantors, visitors, emergency contacts, agents, introducers, company directors and trustees.

This Privacy Policy:

  • Will inform you about what personal information we collect and why, how we use it, who we share it with, as well as giving you other important information; and 
  • Covers personal information collected via our website as well as information that you may provide when communicating directly with us and/or where your personal information may be provided by,  or obtained from a third party. It also covers personal information processed during the rental application, referencing, right to rent checks and lease completion, as well as personal information we process once you become a tenant relating to property management, maintenance and/or repairs.

What personal information do we collect?

Personal information that you provide voluntarily may include:

  • Contact information, such as your name, postal address, telephone number, mobile phone number, and email address;
  • Copies of identification documents (such as a passport or driving licence) and copies of documents that provide a proof of address (such as a utility bill)) together with any other supplementary documents as necessary;
  • Date of birth, nationality, gender, marital status;
  • Details of the type of property that you are interested in renting, such as number of bedrooms, location, price range, time to move;
  • Details of how interested you are in renting and when you are looking to move;
  • Details of your current property status, including whether you rent or own the property your currently live in;
  • Details of employment;
  • Details of your  financial information where you apply to rent a property and proceed to referencing (which is carried out through a third party) to ensure you meet the eligibility criteria as well as  method of paying the holding fee, date reserved, price agreed, deposit payment, source of funds, employment and career details, details of any criminal convictions and offences or related security measures and/or possible illegal behaviour, whether you appear on any list of financial sanctions or are a politically exposed person. Depending on your circumstances we may record details of your shareholdings in a company or interests in a trust, together with any other information that is relevant for our checks or needed to comply with the law, our policies and processes;
  • Details of third parties used to rent a property (where applicable): estate agent, agent, and/or introducer;
  • Details of the warranty provider for your chosen property;
  • Any other information that may assist with the rental process and your satisfaction (e.g. languages spoken) and any additional information generated in relation to your rental (e.g. your new address);
  • Where you have provided your feedback we will record your opinions and the text that you have written;
  • Your password and other login credentials for your Resident Portal;
  • Details of your marketing preferences and whether you are happy to receive marketing communications via Email or Text Message; and
  • Details of your residency when you are a resident of ours including maintenance submissions, lease details, utility services and utility billing data, any accessibility requirements including information about any disabilities and/or medical conditions so that we can manage your safety during your residency or occupancy and in the event of an emergency.

Where you are applying to rent a property, if you do not provide certain personal information when requested then we may not be able to proceed with the rental. In other cases, there will generally be no adverse effects for you if you choose not to provide your personal information. You will still be able to use our website to view properties, download brochures, view videos and other information offered on our website. However, without some of this information, we may not be able to communicate with you and/or take certain actions that you request, for example because this personal information is required to respond to your enquiries.

We may also note whether a Berkeley employee has met you face to face, if you are acting on behalf of someone else (and if so whom).

General information that may be incidentally noted by members of staff in order to improve their customer service by providing a more personalised service: 
For example, some members of staff may make a note of information that comes up in general conversation with you in order to personalise their conversations with, and services to, you (e.g.  if you have a vehicle or bicycle and require storage, whether you own a pet, etc).

Information which is recorded by members of staff to enable us, our service providers or any applicable property owner to undertake property management, maintenance and/or repairs: 
This includes information regarding the property you rent and all occupants; information relating to rent and any other charges; information related to snagging, repairs and work orders, which may include but is not limited to: logs of any defects inventory check in/check out; times that you are at the property to facilitate access arrangements; information that may be recorded because of your development’s security measures, such as CCTV images, number plate information etc.; and any other information that is generated because of your interactions with one of our Berkeley Living team members or members of the managing agents for the development in which you reside.

Cookies and Personal Information that is collected automatically

A cookie is a small text file which is placed onto your computer (or other electronic device) when you use our website.

When you visit our website, we may automatically collect standard internet and website log information and details of patterns about how website visitors behave. The information we collect includes information about your internet service provider, your operating system, browser type, domain name, the internet protocol (“IP”) address of your computer (or other electronic Internet-enabled device), your access times, the website or source that referred you to us, the web pages you request and visited and the date and time of those requests. This may allow us to find out which parts of the website are popular or need changing. This is done in a way which does not identify any individual and we do not try to identify visitors to our website or to link this information with any personal information we collect.

You can set your browser not to accept cookies and the website below tells you how to disable cookies from your browser.  However, some of our website features may not function as a result.

For further information about cookies and how to disable them, please go to the Information Commissioner’s webpage on cookies: https://www.allaboutcookies.org/manage-cookies/.

For information about the cookies we use and how to change your cookie preferences, please see our cookie policy.

How do we collect your personal information?

Personal Information provided by you:

The main way that we collect your personal information is when you provide it to us. This could be through our website, completing a questionnaire we have provided to you and/or the rental application process or when communicating with one of our Berkeley Living team members, either in person, via email or on the telephone. We also collect personal information from you as a tenant, through the Resident Portal.

Personal information provided by, or obtained from, third parties:

Occasionally we may receive information about you from other sources (such as letting agents), which we may add to the information we hold already about you in order to help us provide our products and services to you.

We may receive personal information from an introducer or other person(s) acting as agent for you. We may also receive information about you from someone acting on our behalf (such as third party referencing companies, deposit holders/insurance companies and payment processing companies) as well as information from the managing agents for the development.

As part of our due diligence, for anti-money laundering and counter-terrorist financing and right to rent checks, we use a third-party referencing partner to aid in our screening processes for all applicants and guarantors. This may require a government share code and/or copies of various documents e.g. passport, visa, residence permit etc. We will sometimes supplement this information with our own open source enquiries of publicly available information such as: internet searches; searches of Companies House registers; financial sanctions lists; newspapers; law enforcement and regulatory watch lists.

Additionally, property portals (such as Rightmove and Zoopla) and social networks (such as Facebook, Google My Business and Instagram) may pass your information to us where you have registered your interest in one of our developments through an advertisement on one of their websites. Alternatively, they may advertise our developments to you without sharing your information with us.

Where you make a complaint to a relevant approved redress scheme, we may receive information about you and your complaint from that service.

How will we use your personal information?

Uses of your information:
The most common purposes for which we will use your information are:
•    General communication:

We will use your information to communicate with you and provide you with the details of properties that you have requested, respond to any enquiries you may have because you have registered your interest in one of our properties and better to understand your property search requirements.

•    Understanding your property search requirements:

We will use the information that you provide to us to try to find the right property for you.

We will use the details you provide to us (including, when you are looking to move, your bedroom preferences and your budget) to better understand your interest in renting from Berkeley Living and when this is likely to be.

We will use your information and the details of the type of property that you are interested in renting to inform you about properties that we believe may be suitable for you.

•    Direct Marketing:

Where you have expressly given us consent or where we are otherwise legally permitted to do so, we may send you information about new property developments, updated availability and/or services which may be of interest to you.

We will endeavour only to send you information about news, offers and the latest properties that could be suitable for you. To help with this we will ask for information about you – the more we know about the type of property you are interested in, the easier it will be for us to find the right property for you from the Berkeley Living portfolio.

We ask for your consent to receive marketing materials on behalf of Berkeley Living Limited. This gives you the best opportunity to find the rental home that is right for you.

You can unsubscribe/withdraw your consent and ask us to stop sending you marketing materials at any time by using the ‘unsubscribe’ link at the bottom of marketing emails.

We act on withdrawals of consent as soon as we can.

•    To enable the leasing process and beyond:

We process certain personal information at initial enquiry and in the application form to enable us to record correctly and detail the contractual details in the lease, to enable a rental offer to proceed, and to assist with the leasing process and your satisfaction. This will include sharing your personal information with our property management system, third-party referencing provider and other third-parties including deposit providers, deposit insurance providers, utility providers, Homebox, inventory providers for check-in and check-out, managing agents for the development and others (as required) in order to manage your property.

We will also process certain personal information prior to any payments being received from you and prior to completion of your lease to enable us to understand matters relevant to payment of monies by you and the completion of your lease , to make informal assessments of whether or not, and when you will be able to complete your lease, to facilitate timings and for compliance purposes.

We may also process certain personal information after completion of your lease in relation to, in particular the payment of any sums due from you (eg. rent), your occupation of the property as a tenant of the property and to enable your better enjoyment of your property.


•    Other purposes:

Additionally, and as required, we may use your information:

  • To analyse and improve Berkeley Living’s products and services.
  • For general business administration.
  • To enable us, our service providers, contractors or any applicable third party to undertake property management, maintenance and/or repairs.
  • To comply with our legal, contractual and regulatory obligations.
  • For due diligence, anti-money laundering, counter-terrorist financing and financial sanctions checks in order to verify your identity and home and/or business address, and to carry out a risk assessment to comply with our policies and processes for due diligence, anti-money laundering and terrorist financing checks.
  • To comply with court or regulatory orders and to exercise or defend legal rights.
  • To improve our website(s), services and your overall rental experience.
  • To process and respond to any complaints made by or about you. We may need to contact you via phone, post, email or other electronic means.
  • To provide ancillary services such as parcel storage, internet access and resident events.

What are the legal grounds for using your information?

Depending on which of the above purposes for which your information is used, it will be processed on one or more of the following legal grounds:

  • The processing is necessary for the performance of a lease to which you are a party or in order to take steps at your request prior to entering into a lease.
  • Where we have your consent (for example, where you have provided your consent to receive certain marketing from us).
  • The processing is necessary to comply with a legal obligation to which Berkeley Living is subject.
  • The processing is necessary and reasonable for the purposes of Berkeley Living’s legitimate interests or those of any third party that receives your personal information, except where these are overridden by your interests or fundamental rights and freedoms.

As a result of our anti-money laundering and terrorist financing and referencing checks, we may obtain and store information about any criminal convictions that you have as well as your rental eligibility criteria. This information would typically be obtained through our third-party referencing partner and online due diligence searches. The grounds for lawfully processing information on criminal convictions and offences or related security measures is S10 and/or 15 of Schedule 1, Part 2, of the Data Protection Act 2018, that is to detect and prevent unlawful behaviour and/or for the suspicion of terrorist financing or money laundering. 

Who will we share your personal information with?

Where you register, apply for and rent a property, we process certain personal information at each stage of the process to enable the transaction to proceed, and to assist with the leasing process and your satisfaction. This will include sharing your personal information with our third-party service providers including our third party rental platform provider, our referencing, security deposit, and inventorying providers, as well as managing agents, utility companies and Homebox.

We may disclose your information to our third party service providers, agents, subcontractors, new build warranty providers and other organisations for the purposes of providing services to us or directly to you on our behalf. Such third parties may include IT service providers (such as hosting and email management), the estate management company/managing agents responsible for your development and its surrounding security; contractors that we use to remedy any snagging issues or carry out or coordinate maintenance or repairs to your property; third parties who carry out market research/feedback on our behalf (such as customer surveys); third parties who run advertising campaigns for us to inform our marketing strategy and not for their own purposes; the council for the area in which your property is located; the utility service providers for your property; other service providers for your property or property development (e.g. estate gym operators); payment processing providers using technology to capture credit/debit card information to use for online payments when paying a holding deposit; professional advisors including solicitors, auditors, etc.; and any other service provider that may service our managed properties from time to time in connection with your occupation of the property and/or its maintenance and/or repairs.

When we use data processors to process your data on our behalf, we will retain control over and we will remain fully responsible for your personal data and we will use appropriate safeguards as required by applicable law to ensure the integrity and security of your personal data when engaging such service providers.

Where you have consented to receive marketing in relation to properties for sale, your personal data may be shared with and used by other Berkeley companies that may have properties that are suitable for you, or where another Berkeley company becomes responsible for a particular development which you may be interested in. In this case, the relevant Berkeley company which markets the development will be responsible for your personal data, and you should refer to their privacy policy which can be found here. 

The Berkeley Group plc operates the Group’s email and IT network which is used by Berkeley Living Limited to send email communications. We may also use a third party service provider, including our third party rental platform provider, to send email communications on our behalf.

We may also share your personal information with law enforcement, regulatory and government agencies; local authorities; companies that are party to joint ventures with a Berkeley Group company; or other third parties outside the Berkeley Group that acquire an interest in the freehold or superior lease of your property and/or in all or part of a Berkeley Group company or joint venture or where necessary  to protect the safety, rights and/or property of Berkeley Living and its staff.

Corporate Transactions

In the unlikely event of any transfer or sale of some or all of Berkeley Living’s rental business and properties or a corporate reorganisation, we may share your information in connection with such a transfer, sale or reorganisation with a third party but in doing so we will take steps to ensure your data is handled appropriately and in compliance with data protection laws.

When we do use third party providers, we disclose only the personal information that is required for them to perform their services.

Personal information you provide us about other people

If you give us information on behalf of someone else, you confirm that the other person has appointed you to act on his/her/their behalf and that:

  • They have given their consent for their details to be passed to Berkeley Living;
  • You will pass on a copy of this Privacy Policy to them.

Keeping your personal information safe

We will use technical and organisational measures to safeguard your personal information, for example:

  • Access to your Resident Portal is controlled by a username and password of your choice;
  • Our IT systems are protected by firewalls; regular software updates; anti-virus protections and intrusion detection systems; and
  • We store your personal information on secure servers located in the UK and EEA.

While we will use all reasonable efforts to safeguard your personal information, you acknowledge that the use of the internet and email is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal information that is transferred from you or to you via the internet or email. If you have any particular concerns about your information, please contact us (see ‘How to contact us’ below).

Transferring your personal information abroad

We do not intend to transfer your personal information outside the UK or the EEA. If we believe a transfer of your personal information outside of the UK or the EEA will arise, we will implement contractual or other measures to comply with legal requirements on the transfer of personal information, ensuring that there is an adequate level of protection in place.

Where you are located outside the UK or the EEA then we will transfer your personal information to the UK and Europe where our systems and servers are located. This will naturally entail your personal information being exported back out to the jurisdiction that it originated from or from where you are located (for example when we reply to your emails or we write to you).

How long will we keep your personal information for?

Your personal information will be deleted when it is no longer reasonably required for the relevant purposes and we are not legally required or otherwise permitted to continue storing such information. Berkeley will, in particular, retain your personal information where required for us to assert or defend legal claims until the end of the relevant retention period or until the claims in question have been settled.

The criteria that we use to assess how long to hold your personal information for in our leasing and marketing database is a combination of whether or not you have previously rented from us and when you last interacted with us.

Where you have rented a property from us, your information will be retained as necessary for the performance of ongoing contractual and legal obligations which will have been entered into and to exercise and defend legal claims.

Your rights in relation to your personal information

Subject to certain legal conditions, you have the following rights in relation to the personal information that we hold about you. These are:

  • The right to request a copy of the information we hold about you;
  • The right to correct any mistakes in your information;
  • The right to erase certain information;
  • The right to request a restriction of the processing of your information;
  • The right to object to certain information and automated decisions being processed;
  • The right to withdraw your consent to direct marketing;
  • Your right to file a complaint;
  • The right to transferring your personal information in a structured file (data portability).

Should you wish to exercise any of your rights, please contact us directly (see ‘How to contact us' below) and we will be happy to assist.

Please note that we may ask for proof of your identity and address (such as a copy of your driving licence or passport – please do not send any original documents).

Additionally, you should be aware that not all of these rights are absolute and there may be circumstances in which we will not fully comply with your request because of a specified legal ground or exemption. For example, you will not be able to request that we delete all of your information if you have rented a property from us because it will be necessary for the contract you have entered into. We will always let you know the legal basis for this.

We reserve the right to charge you a reasonable administrative fee for any manifestly unfounded or excessive requests concerning your access to your information, and for any additional copies of the personal information you request from us.

Changes and updates to this Privacy Policy

We reserve the right to update and change this Privacy Policy from time to time in order to reflect any changes to the way in which we process your personal information or changing legal requirements. In case of any such changes, we will post the changed Privacy Policy on our website or publish it otherwise. The changes will take effect as soon as they are posted on this website.

This policy was last updated on 16 March 2026.

How to contact us

If you want to contact us to know more about the use of your information, ask us to correct it, or to exercise any of your rights, please contact us by post. Postal Address: Legal Department, Berkeley House, 19 Portsmouth Road, Cobham, Surrey, KT11 1JG.

If you wish to email us, please use [email protected]. We will endeavour to send you a response as soon as possible. Your patience is much appreciated during busy periods.

If you wish to make any changes to your personal data, you can either email your property management team directly, or log into your Resident Portal account.

You have the right to complain to the Information Commissioner's Office ("ICO") if you believe we have not handled your request in an appropriate manner. However, we encourage you to contact us before making any complaint and we will seek to resolve any issues or concerns you may have.

For information on contacting the ICO please see their website at www.ico.org.uk.