INTRODUCTION

Prebook Homes (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website www.prebookhomes.com, use our property listing platform, or subscribe to our Rent2Credit service.

We value your trust and are dedicated to handling your personal information with transparency and care. Please read this Privacy Policy carefully. If you do not agree with the terms of this Privacy Policy, please do not access the site or use our services.

1. INFORMATION WE COLLECT

1.1 Personal Information

We may collect personal information that you voluntarily provide to us when you:

For Property Listing Platform:

• Register as a landlord or property manager
• List properties on our platform
• Search for properties as a tenant
• Contact landlords through our platform
• Sign up for marketing communications
• Contact our customer service

For Rent2Credit Service:

• Subscribe to our Rent2Credit service
• Provide tenancy agreements and landlord contact details
• Authorize us to contact your landlord for verification

This information may include:

Property Platform Data:

• Identity information (name, contact details)
• Property details and descriptions
• Images and documentation
• Contact preferences
• Login credentials and account preferences
• Monthly subscription and platform usage fees

Rent2Credit Data:

• Identity information (name, date of birth)
• Contact information (email address, phone number, address)
• Tenancy agreement documents
• Landlord contact information
• Rental payment verification data
• Subscription payment details

1.2 Automatically Collected Information

When you use our website or platform, we may automatically collect certain information, including:

• Device information (IP address, browser type, operating system)
• Usage data (pages visited, time spent, click patterns)
• Location data (approximate location based on IP address)
• Cookies and similar technologies (as described in our Cookie Policy)
• Referral information (how you found our platform)

1.3 Information from Third Parties

We may receive information about you from third parties, including:

Property Platform:

• Property listing platforms (Rightmove, Zoopla, etc.) for listing distribution
• Social media platforms (if you use social login features)
• Marketing partners and referral sources

Rent2Credit Service:

• Landlords (rental payment confirmation)
• Credit reference agencies (for verification purposes)
• Payment processors for subscription management

2. HOW WE USE YOUR INFORMATION

We use your information for various purposes, including:

2.1 Property Platform Services

• Creating and managing your landlord account
• Processing and distributing property listings to third-party platforms
• Facilitating communication between landlords and prospective tenants
• Providing search and filtering functionality for tenants
• Processing monthly platform subscription fees from landlords
• Providing customer support and responding to inquiries

2.2 Rent2Credit Services

• Managing your Rent2Credit subscription
• Contacting landlords for monthly rental payment verification
• Reporting verified payment information to credit reference agencies
• Processing subscription payments
• Providing account dashboard and progress tracking
• Sending service-related notifications

2.3 General Business Purposes

• Personalizing your experience and delivering tailored content
• Improving our platform, features, and user experience
• Developing new products, services, and features
• Conducting research and analysis to better understand our users
• Sending administrative notifications about your account or services
• Providing updates about our services and platform
• Sending marketing communications and promotional offers (subject to your preferences)
• Conducting surveys and collecting feedback

2.4 Security and Compliance

• Protecting our platform against fraud, spam, and abuse
• Verifying your identity and preventing unauthorized access
• Complying with legal obligations and regulatory requirements
• Establishing, exercising, or defending legal claims
• Ensuring the security of transactions and user accounts

3. HOW WE SHARE YOUR INFORMATION

We may share your information with the following categories of recipients:

3.1 Property Platform Sharing

Property Listing Platforms:

• Rightmove, Zoopla, OnTheMarket, and other property portals
• Social media platforms (Facebook Marketplace)
• Classified advertising sites (Gumtree, etc.)

Other Platform Users:

• Property details visible to prospective tenants
• Contact information shared when inquiries are made
• Limited profile information for messaging purposes

3.2 Rent2Credit Sharing

Credit Reference Agencies:

• With your explicit consent, we share verified rental payment information with credit reference agencies (Equifax, Experian, TransUnion) to help build your credit history

Landlords:

• We contact your landlord monthly to verify rental payments
• No personal financial information is shared beyond payment confirmation

3.3 Service Providers

Essential Service Providers:

• Payment processors and financial institutions
• Cloud storage and hosting providers
• Customer support and communication services
• Analytics and data processing services
• Marketing and advertising partners (with appropriate safeguards)

3.4 Legal and Regulatory Authorities

• Government agencies and regulators
• Law enforcement authorities
• Tax authorities
• Courts and tribunals
• Other third parties where required by law

3.5 Business Transfers

In connection with any merger, sale of company assets, financing, or acquisition where user information is transferred as a business asset, subject to appropriate confidentiality agreements.

We ensure that any third parties with whom we share your information respect its confidentiality and process it in accordance with applicable data protection laws.

4. COOKIES AND TRACKING TECHNOLOGIES

We use cookies and similar tracking technologies to enhance your experience on our platform. These technologies help us understand how you interact with our services, remember your preferences, and improve your browsing experience.

Our Cookie Policy, which forms part of this Privacy Policy, provides detailed information about the types of cookies we use, how you can control them, and how you can manage your preferences.

5. YOUR CHOICES AND RIGHTS

Under data protection laws, you have various rights concerning your personal information:

5.1 Access and Information

You have the right to request access to the personal information we hold about you and receive information about how we process it.

5.2 Correction and Update

You can request correction of inaccurate personal information and complete any incomplete personal information we hold.

5.3 Erasure

You can request deletion of your personal information in certain circumstances, such as when:

• The information is no longer necessary for the purpose it was collected
• You withdraw consent (where processing is based on consent)
• You object to processing based on legitimate interests

Important Note for Rent2Credit: Due to credit reporting requirements, some information may need to be retained for up to 6 years even after service cancellation.

5.4 Restriction of Processing

You can request that we restrict the processing of your personal information in certain circumstances.

5.5 Data Portability

You have the right to receive your personal information in a structured, commonly used, and machine-readable format and to transmit it to another controller.

5.6 Objection

You can object to our processing of your personal information based on our legitimate interests, including for marketing purposes.

5.7 Withdrawal of Consent

For Rent2Credit specifically: You can withdraw consent for credit reporting at any time through your account settings. Withdrawal will stop future reporting but will not affect information already reported to credit agencies.

5.8 Automated Decision-making

You have the right not to be subject to a decision based solely on automated processing that produces legal effects or similarly significantly affects you.

To exercise any of these rights, please contact us using the details provided at the end of this Privacy Policy. We may need to verify your identity before processing your request.

6. DATA RETENTION

We retain your personal information for as long as necessary to fulfill the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements.

6.1 Property Platform Data

• Account Information: Retained while your account is active plus 1 year after closure
• Property Listings: Retained during active listing period plus 1 year for record-keeping
• Communication Records: Retained for 2 years for customer service purposes

6.2 Rent2Credit Data

• Subscription Information: Retained during active subscription plus 6 years after cancellation (credit reporting requirement)
• Verification Records: Retained for 6 years after service ends (regulatory requirement)
• Credit Reporting Data: Once reported to credit agencies, retention is governed by their policies (typically 6 years)

6.3 Marketing Information

We retain marketing preferences until you opt out or request deletion. After you opt out, we maintain a record of your preference to ensure we respect your request.

7. DATA SECURITY

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Our security measures include:

• Encryption of sensitive personal information (AES-256 standard)
• Secure transmission protocols (TLS 1.3)
• Multi-factor authentication for account access
• Regular security assessments and testing
• Access controls and authentication procedures
• Staff training on data protection
• Incident response procedures
• Secure document storage for tenancy agreements

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security.

8. INTERNATIONAL DATA TRANSFERS

Prebook Homes is based in the United Kingdom, and your information may be stored and processed in the UK and other countries where we or our service providers operate.

Property Platform Data: Primarily processed within the UK and EEA, with some transfers to property listing platforms that may have international operations.

Rent2Credit Data: Credit reporting is conducted with UK-based credit reference agencies. Where international transfers are necessary, we ensure appropriate safeguards are in place such as:

• Standard contractual clauses approved by UK authorities
• Adequacy decisions for transfers to approved countries
• Binding corporate rules for transfers within corporate groups

9. CHILDREN’S PRIVACY

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately, and we will take steps to delete the information.

10. LINKS TO OTHER WEBSITES

Our platform may contain links to third-party websites or services that are not owned or controlled by Prebook Homes, including property listing platforms and credit reference agency websites. This Privacy Policy applies only to our platform. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party websites or services.

11. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service offerings. We will notify you of any material changes by:

• Posting the updated Privacy Policy on our platform
• Updating the “Last Updated” date at the top
• Sending email notifications for significant changes affecting your rights
• Providing in-app notifications for Rent2Credit service changes

We encourage you to review this Privacy Policy periodically. Your continued use of our platform after any changes indicates your acceptance of the updated Privacy Policy.

12. SPECIFIC RENT2CREDIT PRIVACY NOTICES

12.1 Credit Reference Agency Information Notice (CRAIN)

By subscribing to Rent2Credit, you consent to us sharing your rental payment information with credit reference agencies. This information may be used by these agencies to:

• Create and maintain your credit file
• Provide credit scores and reports to authorized users
• Assist in identity verification
• Prevent fraud and money laundering

12.2 Landlord Verification Process

As part of our Rent2Credit service:

• We will contact your landlord monthly to verify rental payments
• We only confirm whether rent has been paid, not specific amounts or dates
• Your landlord’s contact information is used solely for verification purposes
• You can update landlord contact details through your account settings

12.3 Data Accuracy Responsibility

While we take reasonable steps to verify information accuracy:

• Payment verification depends on landlord confirmation
• You are responsible for ensuring your tenancy agreement is current and accurate
• You can dispute any inaccurate information reported within 21 days
• We will investigate disputes and make corrections where necessary

13. CONTACT US

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Data Protection Officer
Prebook Homes
Contact Us

For Rent2Credit specific inquiries:
Contact Us

For Property Platform inquiries:
Contact Us

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues:

Information Commissioner’s Office
Website: https://ico.org.uk/
Telephone: 0303 123 1113