Privacy & Cookie Policy – Truva Lettings Ltd
Last updated: March 2026
1. Introduction
Truva Lettings Ltd is committed to protecting the privacy and personal data of landlords, tenants, contractors and website visitors.
This policy explains how we collect, use, store and protect personal data when you use our website or engage our property management and letting services.
For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018,
Truva Lettings Ltd is the Data Controller responsible for the personal data described in this policy.
2. Company Information
Truva Lettings Ltd
Correspondence Address:
Third Floor
3 Hill Street
Edinburgh
EH2 3JP
Registered Office:
12A Chester Street
Edinburgh
EH3 7RA
3. Categories of Personal Data We Collect
Identity Data
• Name and title
Contact Data
• Email address
• Telephone number
• Postal address
Property Data
• Property details provided by landlords or prospective tenants
Technical Data
• IP address
• Browser type
• Device type
• Operating system
Usage Data
• Pages visited on our website
• Website interactions and usage patterns
4. How We Collect Data
Personal data may be collected when:
• You submit an enquiry through our website
• You contact us by phone or email
• You request information about property management services
• You apply to rent a property
• You interact with our website through cookies or analytics tools
5. How We Use Personal Data
We process personal data for the following purposes:
• Responding to landlord and tenant enquiries
• Providing letting and property management services
• Conducting tenant referencing and compliance checks
• Managing landlord and tenant relationships
• Arranging maintenance and repairs
• Improving our website and services
• Complying with legal and regulatory obligations
6. Legal Basis for Processing
We process personal data under the following lawful bases:
Contractual Necessity
Processing required to perform our agreement with landlords or tenants.
Legal Obligation
Processing necessary to comply with housing, financial and regulatory requirements.
Legitimate Interests
Operating and improving our business and services.
Consent
Where you have agreed to marketing communications or cookie usage.
7. Sharing Personal Data
We may share personal data with trusted third‑party service providers where necessary to deliver our services.
These may include:
• Tenant referencing providers
• Property maintenance contractors
• Tenancy deposit protection schemes
• Property management software providers
• Professional advisers including accountants and solicitors
• Regulatory authorities where required by law
All third‑party providers are required to process personal data securely and only for the specified purpose.
8. International Data Transfers
Some of our service providers (such as Google Analytics or advertising platforms) may process data outside the UK or European Economic Area.
Where this occurs, we ensure appropriate safeguards are in place in accordance with UK data protection law.
9. Data Retention
We retain personal data only for as long as necessary.
Typical retention periods include:
• General enquiries – up to 12 months
• Landlord and tenancy records – up to 6 years after tenancy ends
• Financial records – up to 6 years for accounting and legal purposes
10. Your Data Protection Rights
Under UK GDPR you have the right to:
• Access the personal data we hold about you
• Request correction of inaccurate information
• Request deletion of your data in certain circumstances
• Restrict processing of your personal data
• Object to certain types of processing
Requests can be submitted via our website contact form or by writing to our correspondence address.
11. Data Security
We implement appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse or disclosure.
12. Cookies
Our website uses cookies to improve functionality and analyse website usage.
Strictly Necessary Cookies
Required for the website to operate correctly.
Analytics Cookies
Used to analyse website traffic and visitor behaviour. We use Google Analytics for this purpose.
Marketing Cookies
Used to measure advertising performance and deliver relevant advertising. These may include technologies such as Meta (Facebook) advertising pixels and Google advertising tools.
13. Managing Cookies
You can control or disable cookies through your browser settings.
Please note that disabling cookies may affect website functionality.
14. Complaints
If you have concerns about how your personal data is handled you may contact the UK data protection regulator:
Information Commissioner’s Office (ICO)
15. Changes to this Policy
We may update this policy from time to time. The latest version will always be published on our website.