Who we are
Wellington Property Services Limited (company no. 17451841), of 66 Paul Street, London EC2A 4NA, is the data controller for the personal information described here. We are registered with the Information Commissioner's Office, registration reference ZC268920. Contact us about anything in this notice at [email protected].
This notice covers our website, the WPS Portal (where letting agents can see reports), and our inventory, check-in, check-out and inspection services.
What we collect
- Details you give us: your name, email address, phone number, the property address, and anything you write to us.
- Details given to us on your behalf: when a letting agent or landlord books a visit, they give us the names and contact details of the tenants, landlord and agent staff we need to meet or send the report to.
- Information recorded during a visit: the condition and contents of the property, meter readings, keys, photographs of the property, and our spoken notes about each room. We do not photograph people, and we avoid photographing personal belongings where we can.
- If you have a portal login: your name, work email address, and the branch or company you work for. We record when you sign in and out, which jobs you look at, which reports and photos you download, and any attempt to open something your login isn't allowed to see. Our login provider also records the internet (IP) address and the type of browser and device used to sign in.
- Technical information: our hosting and security providers record the IP address, browser and pages requested, to keep the website and portal working and to block attacks.
How we use it, and why we are allowed to
- To provide the service: arranging visits, preparing reports and sending them. Necessary to perform our contract with whoever booked us, and in our legitimate interests and yours as a party to the tenancy.
- To give letting agents' staff access to their own branch's reports through the portal. Necessary for our contract with the agency, and in the legitimate interests of the agency and its staff.
- To keep a record of the tenancy: so a check-out can be compared with its check-in, and so evidence is there if the deposit is disputed. Legitimate interests (ours, the landlord's and the tenant's).
- To keep a reliable record of who did what in the portal: the activity record above lets us show that a report was sent, opened and downloaded, and spot misuse. Legitimate interests.
- To keep the portal secure: one-time sign-in codes by email, an anti-robot check on sign-in, a second step for our own staff, and alerts to us about unusual sign-ins. Legitimate interests.
- To run the business: invoicing, accounts, insurance and complaints. Legitimate interests and legal obligations.
- Marketing: only if you have asked for it, and you can stop it at any time.
We do not make decisions about you by computer alone.
Who we share it with
- The landlord, tenant and letting agent who are party to the tenancy the report is about. In the portal, a letting agent's staff see only the jobs of their own branch, including the names and contact details of the tenants and landlord on those jobs. An agency's head office can see all of its own branches, but only if the agency asks us for this in writing.
- The providers who run our systems for us, on our instructions (listed below).
- Our accountants, insurers and professional advisers where needed.
- A court, tenancy deposit scheme or public authority where we are required to.
We do not sell personal information and do not share it with anyone for their own marketing.
The providers who run our systems
| Provider | What it does for us | Where the data is |
|---|---|---|
| Supabase | The portal's database, logins and report files: jobs, contacts, reports and the activity record | London (UK). Supabase's own support and sub-processors may reach it from elsewhere under its data processing terms |
| Cloudflare | Hosts the portal's web pages, protects it from attacks, checks sign-ins are not robots, and stores property photos | Cloudflare's worldwide network; photos are stored in Western Europe |
| Our business email, calendar, the job spreadsheet and file storage (report PDFs and older photos) | Google's data centres, which may be outside the UK | |
| Resend | Sends the portal's emails (sign-in codes and alerts to us) | United States for account data; emails sent from Ireland (EU) |
| Adobe | Electronic signing of reports | Adobe's data centres, which may be outside the UK |
| UK2 | Photos for older reports (photos.wellingtonparker.com) | UK2's servers, which may be outside the UK |
| Tide | Invoices and payments (business clients only) | Tide's systems, which may be outside the UK |
Where data goes outside the UK, it is protected by the UK's adequacy rules (including the UK-US "data bridge" for providers certified to it) or by the UK's approved contract clauses (the International Data Transfer Addendum), which each provider's data processing terms include.
Our own office screens also use a few small outside services that never receive your name or contact details: postcodes.io (postcodes only, for maps), OpenStreetMap (map pictures), Open-Meteo (the weather) and two code libraries. The pages agents use do not use any of them: they talk only to our database and Cloudflare's anti-robot check.
How long we keep it
| What | How long | Why |
|---|---|---|
| Enquiries that don't lead to a booking | Deleted within 12 months | No longer needed |
| Reports, photos, dictation notes, comments and the contact details on them | Six years from the check-out report (or from the last report for that tenancy, if there is no check-out) | A claim about the tenancy or deposit can be brought for up to six years |
| The portal's activity record (sign-ins, views, downloads, changes, emails) | The same as the report it is about; records not tied to a report, two years | Shows the history of a report if it is challenged |
| Agent logins | Switched off as soon as the agency tells us someone has left, or asks us to | Fewer logins, less risk |
| Invoices and accounts | Six years from the end of the financial year | Required by law |
| Backups | Overwritten within 7 days | Our database provider's daily backups |
If you ask us to delete your information
You can ask us to delete your information at any time. We will delete or blank anything we no longer need. Reports and the evidence connected to them (photos and comments) are a shared record of the property for the landlord, the tenant and the agent, and may be needed if the deposit or the tenancy is disputed. While a claim could still be made, we keep that record and explain why; we remove your email address and phone number from it and switch your login off, but your name stays on the report. When the six years above end, we delete or anonymise it.
If you work for a letting agent and leave, ask your agency or us to switch your login off. The record of what your login looked at stays with the reports it relates to, for the same period.
How we keep it secure
- Everyone signs in with a one-time code sent by email; there are no passwords for us to lose. An anti-robot check runs on the sign-in page. Our own staff also need an authenticator app.
- Access rules in the database itself mean an agent's staff see only their own branch's jobs. Every request is checked again by the database, not just by the web page.
- Agents use their own site, separate from our office system, which only talks to our database.
- Every sign-in, view, download, change and email is recorded, and the record cannot be altered or deleted without it showing. We are alerted to unusual sign-ins and refused attempts.
- Report files are private and only handed out through links that stop working after a few minutes.
- Data is sent encrypted, and the database is kept in London with daily backups.
- If something goes wrong that puts your information at risk, we will tell the ICO within 72 hours where the law requires it, and tell you without delay if it is likely to affect you seriously.
Your rights
Under UK data protection law you have the right to ask for a copy of the information we hold about you; have it corrected; ask us to delete it or restrict how we use it (see above for reports); object to our use of it where we rely on legitimate interests; receive information you gave us in a portable form; and withdraw consent where consent is the basis.
To exercise any of these, or to complain about how we have handled your information, email [email protected]. We will acknowledge a complaint within 30 days and tell you the outcome without undue delay; requests for your information are answered within one month. If you are still unhappy, you can complain to the Information Commissioner's Office at ico.org.uk.
Cookies and browser storage
The website does not use analytics or advertising cookies. The portal keeps you signed in using storage in your browser (your sign-in and the time you last used it), which is strictly necessary for the portal to work and is cleared when you sign out. Cloudflare's anti-robot check on the sign-in page may set its own short-lived security cookies; these are strictly necessary to block automated attacks and are not used for tracking.
Changes to this notice
We will post any changes here. This notice was last updated on 6 November 2026.