Privacy notices

Website privacy

A deliberately simple website

This website does not use advertising trackers or analytics cookies. Standard technical logs may be processed by the hosting provider for security, abuse prevention and reliable delivery. The private application-review area uses sign-in information to ensure that only an authorised Alexander Property user can access applicant records.

When you contact us

If you message us on WhatsApp or email us, we use the information you provide to understand and respond to your enquiry, keep an appropriate record of the communication and take requested steps before entering into a contract where relevant.

The general enquiry form prepares an email in your own email application and does not save the message to the application database.

Tenancy applications

Information from applicants and guarantors

Alexander Property Holdings Ltd is the controller of information supplied through the prospective tenant and guarantor forms. We collect identity and contact details, address history, proposed household and occupancy information, current housing and landlord details, employment and income information, relevant credit-history disclosures, proposed guarantor details, uploaded evidence and the electronic declaration.

We deliberately do not ask for bank-account numbers, National Insurance numbers, marital status or broad criminal-history information through this form. Right to Rent checks apply to England rather than Wales and are not part of this Welsh application journey.

We use application information to take steps at your request before potentially entering into an occupation contract, assess affordability and suitability, prevent fraud, obtain references and meet legal or regulatory responsibilities. Our lawful bases may include steps before entering a contract, legitimate interests, legal obligations and consent where a particular check requires it.

Information about children is requested only to assess suitable occupancy. Information about benefits is used only as income the applicant asks us to consider. Neither having children nor receiving benefits is treated as a negative factor.

Who receives application information

Application information may be shared only where relevant with the NRLA tenant-referencing service and its providers, named employers, accountants, landlords, agents or referees, our professional advisers, regulators or authorities where legally required, and service providers operating the website, secure file storage and transactional email.

Completed application PDFs and uploaded documents are emailed to our IONOS-hosted mailbox through Resend and are also retained in private website storage for review. Those providers act under their own security and data-processing arrangements. Email is not an appropriate place to send information beyond what the application requests.

If a service provider processes information outside the UK, we require an appropriate lawful transfer mechanism and safeguards. Applicants can contact us for further information about the providers or safeguards relevant to their application.

How long applications are kept

When a property is marked as let and the successful applicant is selected, unsuccessful applications and their uploaded documents are deleted from the website database and document storage. Copies already delivered by email must also be deleted from the relevant mailbox; deleting a website record cannot recall an email. Resend may retain transactional email data for the period stated in its service plan.

The successful applicant's application is kept during the occupation contract. When the contract-holder vacates, the record is flagged for review and secure deletion when it is no longer required for a dispute, legal, regulatory or record-keeping purpose. We periodically review retained records and delete information that is no longer needed.

How application decisions are made

Alexander Property makes the decision. We do not use ChatGPT or another system to automatically accept, reject or rank applicants. Credit and reference results, affordability, property suitability, supporting information and any proposed guarantor are considered by a person. Applicants may contact us to correct inaccurate information or explain their circumstances.

A suitable UK homeowner guarantor may strengthen an application where affordability or referencing needs support, but not having one is not an automatic refusal.

Your data-protection rights

Depending on the circumstances, you may have rights to access, correct, erase or restrict the use of your information, to object to certain processing and to receive portable data. You may also complain to the Information Commissioner's Office.