Privacy policy

Last updated date: 26 September 2021

This Privacy Policy is effective upon acceptance by new users as amended from time to time while using the facilities or services provided by RentOnCloud (a trading name of Company “Free Property Agent Limited”) or through any other website connected / linked through this website by RentOnCloud. You shall be bound by this Cookie Policy.

    1. The website (the Site) is operated by FREE PROPERTY AGENT LIMITED (“we”, “us”, “our”), a company incorporated in England and Wales under company number 11739486. Our registered office is at 7 Bell Yard, London, WC2A 2JR.
    2. We are committed to protecting your privacy and complying with our data protection obligations under the Data Protection Act 2018 (the DPA 2018), the General Data Protection Regulation 2016/679 (theGDPR) and any other applicable UK legislation (together, Data Protection Law).
    3. When you interact with us or use the Site, we act as the data controller of your personal data. This means that we are responsible for processing your personal data and deciding how to use it. This privacy Policy explains the types of personal data we may collect about you when you interact with us, why we collect it, what we use it for and what rights you have over that data. Personal data is any information about an identifiable person. Processing is anything we do with your personal data, including using, storing, sharing and deleting it.
    4. This policy was last updated on the date shown at the top. We may change this policy at any time by posting an updated version on the Site and will make reasonable efforts to bring any material changes to your attention. You may wish to check it before using the Site as any changes will be effective from the date that they are made.
    1. If you have any concerns or would like further information about our use of data or this notice in general, you can contact us via or or write letter to us at 7 Bell Yard, London, WC2A 2JR.
    1. We collect, store and use the types of personal data set out in the table at the end of this notice.
    1. We will use your personal data for the purposes set out in the table at the end of this notice.
    2. We perform various checks during profile screening on user consent including Identity check, AML (Anti-money laundering) check, address validation, phone and Bank data validations, Land registry - title ownership checks, Bankruptcy & adverse history, income affordability.
      We collect personal data including name, Date of birth, Address, employment, business and landlord reference data including evidences to support given information by users. Most of our program algorithm makes automatic decision by gathering information sourced from connected partnered 3rd parties APIs including zyPass, Credit bureau agencies (Equifax / Experian / Transunion) , HM land registry, Companies house, Loqate GBG.
    3. Subject to paragraph 8.5, you have the right to object to profiling activities where these are carried out for the purposes of direct marketing, for our legitimate interests or for a task which is in the public interest.
    1. We will store your information on our secure servers and When we share personal data, we do so in accordance with Data Protection law. We may share certain personal data:
      1. with group, associated or affiliated companies (which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006) and third party service providers who assist us for internal administrative purposes, in targeting certain audience types, tailoring advertising, improving, and optimizing our website;
      2. with employees, contractors, consultants or advisers, Our technical IT, consultants and administration team do server maintenance, monitor failed profile screening orders, application code deployment, book-keeping, accounting, auditing and support production issues. In order to perform these activities, team may process at personal data.;
      3. with parties who provide products or services to us, such as software development, user analytics, email services, payment processing, advertising, user notification and feedback functionality etc;
      4. with government or quasi-governmental organisations, law enforcement and other regulatory authorities or third parties when required or permitted by law, including but not limited to in response to court orders, for the prevention and detection of crime and to protect intellectual property and any other legal rights;
      5. if the Company or part of the business is sold, transferred or integrated with another business, with our advisers, a prospective purchaser, a prospective purchaser’s advisers or the new owner of the Company to facilitate the process; and
    2. We may also provide third parties with aggregated but anonymised information and analytics about our customers. Before we do so we will make sure that it does not identify you.
    3. In some cases, when we share personal data, it will involve the transfer of that personal data to countries outside the EEA which have different data protection standards to those which apply in the EEA.
    4. Where we transfer personal data outside the EEA we will ensure that there are adequate safeguards to protect your privacy rights under Data Protection Law.
  6. Privacy policy

    We gather and/or use certain cookie in order to make your experience better when using a website or web application. Please see our separate Cookie Policy page for more information (

    1. This Site contains links to other websites over which we have no control. We are not responsible for and do not review or endorse the privacy policies or practices of other Sites which you choose to access from this Site. We encourage you to review the privacy policies of those other Sites, so you can understand how they collect, use and share your personal information.
    1. We respect your rights to privacy and will respond to requests for access or control over information about you in accordance with Data Protection Law. We may require you to verify your identity before we take any action.
    2. Depending on the reason we have your personal data, you have a right to:
      1. access the personal information we hold about you (commonly known as subject access);
      2. request that we correct or complete personal information we hold about you that is inaccurate or incomplete;
      3. request that we erase your personal information in some circumstances, or object to our processing it as detailed at paragraph 8.5;
      4. restrict how we use your personal information, in certain circumstances;
      5. request that we provide you with copies of your personal information in a machine-readable format or transfer it across different services; and
      6. where we have asked for your consent to process your data, to withdraw this consent.
    3. These rights are limited in some situations under Data Protection Law – for example, where we can demonstrate that we are under a legal obligation to process your data.
    4. If you wish to exercise any of these rights, please contact us using the details in paragraph 2 above.
    5. Your right to object
      You have a right to object to our processing of your personal data and ask us to stop doing so. If we are processing your personal data or direct marketing purposes (which includes profiling to the extent that it is related to such direct marketing) and you object to this, we will stop processing your personal data immediately.
      If our processing of your personal data is in the public interest or pursuant to our legitimate interests and you object to this, we will stop processing your personal data unless we have compelling reasons which override your interests, or our use of your personal data is for the establishment, exercise or defence of legal claims.
    6. We hope that we can satisfy any queries you may have about the way we process your data. However, if you have unresolved concerns you also have the right to complain to data protection authorities (in the UK, the Information Commissioner’s Office). You can call the ICO on 0303 123 1113 or go to their website:
    1. Your personal data will only be kept for as long as necessary for our purposes. Specific periods are set out in the table at the end of this notice.
    1. We process your personal data in accordance with the following principles:
      1. we process your personal data lawfully, fairly and in a transparent way;
      2. we collect your personal data for specified, explicit and legitimate purposes; any further processing we do is compatible with the original purposes for which for which we collected it;
      3. we only process personal data which is adequate, relevant and limited to what is necessary to achieve the purpose for which it is processed;
      4. we take reasonable steps to ensure that all personal data is accurate and kept up to date where necessary;
      5. we do not store personal data in a form which identifies you for any longer than is necessary for the purposes of processing; and
      6. we process personal data securely and in a way that protects against unauthorised or unlawful processing, accidental loss, destruction or damage.
    2. When we ask for your personal data we will tell you whether you are required by law or contract to provide it, and what will happen if you do not provide the data.
    3. Any request for consent to the processing of your personal data will be made directly to you and will include information about why we require the personal data and what will be done with it.
    1. We will only process personal data when we have a lawful basis for doing that processing. The table at the end of this notice sets out the lawful basis we rely on for each type of data we process.
    2. We will choose one of the lawful bases in the GDPR to justify how we use your personal data. These are:
      1. Consent: You have given consent to the processing of your personal data for one or more specific purposes.
      2. Contract: The processing is necessary for the performance of a contract with you or in order to take steps at your request before entering into a contract.
      3. Legal obligation: We need to process your personal data to comply with a legal obligation.
      4. Vital interests: The processing is necessary to protect the vital interests of you or another person.
      5. Public interest: Processing is necessary for the performance of a task carried out in the public interest or in the exercise of some official authority.
      6. Legitimate interests: Processing is necessary for the purposes of legitimate interests pursued by us or someone else, except where such interests are overridden by your interests or fundamental rights and freedoms requiring the protection of your personal data.


The table below sets out detailed information about our purposes for processing, the basis for processing and the retention period for the personal data.

Category of personal data

Purpose of processing

Lawful basis for processing

Retention period

Name and contact details

To deliver your profile screening and For fraud prevention and detection

Performance of contract
Compliance with legal obligations

For three years since you last logged on to the site, or until you withdraw consent earlier.

Date of birth

To ensure legal Identity check and for fraud prevention and detection

Performance of contract
Compliance with legal obligations

For three years since you last logged on to the Site.

Payment information

To take payment and give refund, For fraud prevention and detection

Performance of contract

For three years since you last logged on to the Site

Contact history

To provide customer service and support, To train our staff

Performance of contract
Compliance with legal obligations

For six years since you last logged on to the site

Browser, device and Site usage information

To improve site, To protect the Site against fraud, To set default options for you, such as language and currency

Performance of contract

For three years since you last logged on to the Site.

Information from linked accounts

To enable you log in to the Site simply without having to create a specific account.

Performance of contract

For three years since you last logged on to the Site

Responses to surveys, competitions and promotions

To run the survey, competition or promotion.

Performance of contract

For six years.

Customer comments and product reviews

To improve our products and services, Where relevant, to establish, exercise or defend legal claims.

Performance of contract

For six years.

Information generated in the course of the use of our products and services

For internal research and development purposes, To improve and test the features and functions of our Site.

Performance of contract

For four years

Information collected through cookies and similar technologies

To conduct and store site usage analytics, statistical and trend analysis and market research, To generate customer profile to facilitate marketing initiatives.


Three years after you last visited the Site

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