How we collect, use and protect your personal data — written in plain English. This policy explains your rights under the UK GDPR and Data Protection Act 2018.
MDM Homes ("we", "us", "our") is a licensed, NRLA-accredited landlord operating residential properties across England. We are the data controller for personal information collected through this website, our tenancy applications, our maintenance portal (Tenant Cloud), and any direct correspondence.
You can contact us at the address above, or by email at contact@mdmhomes.co.uk for general enquiries, or oncall@mdmhomes.co.uk for out-of-hours matters.
The data we collect depends on your relationship with us. The most common categories are:
We only collect personal data where there is a clear, lawful reason. The main purposes are:
Under UK GDPR we must have a lawful basis for using your personal data. The bases we rely on are:
| Basis | When we rely on it |
|---|---|
| Contract | Setting up and running your tenancy — including referencing, rent collection, and routine landlord duties. |
| Legal obligation | Right to Rent checks, gas/electrical compliance, deposit protection, HMRC reporting, and responding to lawful requests from authorities. |
| Legitimate interests | Managing the property safely (e.g. inspections, contractor visits), preventing fraud, recovering arrears, and handling complaints. We balance our interests against your privacy rights. |
| Consent | Where you've opted in — for example, sending you marketing or non-essential communications. You can withdraw consent at any time. |
We don't sell your data. We share it only where necessary, and only with parties who have their own data-protection obligations:
We may also share anonymised, aggregated information for reporting and improvement purposes, but this can never be used to identify you.
We keep personal data only for as long as we need it. Indicative retention periods:
| Type of data | Retention period |
|---|---|
| Unsuccessful enquiries | Up to 12 months from last contact |
| Tenancy records (active) | For the duration of the tenancy |
| Tenancy records (after the tenancy ends) | 6 years (in line with the Limitation Act 1980) |
| Right to Rent documents | 1 year after the tenancy ends, then deleted (Home Office requirement) |
| Financial records (rent, deposits, accounts) | 7 years (HMRC requirement) |
| Maintenance and inspection records | 6 years |
| Compliance certificates (gas, EICR, EPC) | As required by relevant regulations, typically 6 years |
| CCTV / property security footage (where applicable) | 30 days, unless retained for an active investigation |
| ASB reports and case files | 3 years from case closure, longer where there's ongoing risk |
After these periods we delete or anonymise the data. Where we are required by law to keep certain records longer, we do so.
You have a number of rights over your personal data. We will respond to any request within one calendar month, free of charge:
To exercise any of these rights, contact us at contact@mdmhomes.co.uk with the subject line "Data request".
This website uses a small number of cookies. Cookies are small text files saved to your device that help websites work and provide information to the site owner.
| Cookie | Purpose | Lifetime |
|---|---|---|
| Essential session | Keeps your session active and secure as you navigate the site | Session |
| Cookie preference | Remembers your cookie preferences once you've made a choice | 12 months |
| Analytics (optional) | Anonymous, aggregated data on which pages are visited — only set if you opt in | Up to 24 months |
You can control cookies through your browser settings — most browsers let you block all cookies, allow only first-party cookies, or be alerted before a cookie is set. Disabling essential cookies may affect how the site works.
We take security seriously. Our practical measures include:
If a personal data breach occurs that's likely to result in a risk to your rights and freedoms, we'll notify you and the ICO within 72 hours of becoming aware, in line with UK GDPR.
If you have a question about this policy or about how we handle your data, please contact us first — we'd much rather resolve any concern directly:
If you're not satisfied with our response, you have the right to complain to the Information Commissioner's Office:
We may update this policy from time to time — when our practices change, when there's new guidance from the ICO, or simply where we can make it clearer. The "last updated" date at the top tells you when the current version was published. For material changes affecting current tenants, we'll notify you directly.
Your data exists to help us run a fair, lawful and well-managed tenancy. We will never use it for anything outside that purpose without telling you first.