Privacy Policy

This privacy policy sets out how Swansea Property Agents Ltd uses and protects the personal information you give us when you use our website. It also covers personal information provided to us through offline business matters.

We are committed to ensuring that your privacy is protected. Should you freely give or have been asked to give certain information by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement for the purposes of accessing our services.

We may change this policy from time to time. This will be done by updating this page. It is advised that you check this page from time to time to ensure you are up to date and happy with any changes. This policy is effective from 25th May 2018.

As a letting agent, Swansea Property Agents Ltd will collect data from a wide range of clientele, which are listed below. When entering into communication with us, the least we will ask for in terms of personal information will be your name, telephone number and email address for each customer type. This is due to there being a legitimate interest in holding such information in each circumstance so we can provide an efficient service, relevant to a particular customer type.

Property Viewer (for sales and/or lettings purposes)

Outside Agencies

As a lettings agent, Swansea Property Agents Ltd are required to instruct the services of outside agencies to provide additional services imperative to the lettings/tenancy application process. We are bound by law to engage with relevant government approved schemes that protect tenant and landlord interests. Swansea Property Agents Ltd will never share personal information with any third

party that is not deemed a part of the tenancy process and will only share information with approved third parties/outside agencies that have a direct requirement in line with current regulations on property lettings. In the interest of clarity and for peace of mind for the tenant and landlord, we provide a list of the outside agencies we will share data with and the reason why the data is shared:

Rentshield Direct

For all referencing requirements, in line with the terms of a tenancy application

The Deposit Protection Scheme (DPS)

For the protection and tenant’s bonds (deposits)

City & County of Swansea (Local Authority) – For the purposes of Council Tax, Housing Benefit, Environmental Health matters for example

Utility Providers (Gas,Electricity, Water) – At the start and end of a tenancy to provide details of meter readings, names of tenants/landlords, start/end of tenancy dates, forwarding addresses (as may be required by provider)

Landlord/Tenant – Tenant and Landlord contact information may be shared between these parties, as required (if at all) for the purposes of efficient property management

Requests for Tenant Reference – From time to time, Swansea Property Agents Ltd may be required to provide a tenant reference to a third party referencing agent or lettings agent. By receiving this request, it will be assumed that the tenant has already authorised the agent to request this information and will therefore provide a reference accordingly.

Rent Smart Wales – Landlord information may be shared in accordance with legislation in place under the Rent Smart Wales scheme

Police/HMRC – When legally bound to, Swansea Property Agents Ltd will comply with any such requests in accordance with relevant laws in relation to matters concerning the Police or HMRC

Retention of Data

Swansea Property Agents Ltd will only retain data for as long as necessary. How long is necessary may depend on a variety of factors, however, we operate within the current regulations in relation to data handling/retention. In some cases, data will be retained for at least six years from the end of the business dealings between us and a client. This is for the reason that potentially an individual or company can submit a monetary court claim six years after and the information held may be required

should there be any court or insurance claim for a particular matter. Should a tenancy be on-going for some time or we have a valid legitimate reason for retaining data longer, then we will see fit to do so. In relation to a sale/purchase of a property Money Laundering Regulations 2017 state that we must retain the records of Purchasers, Vendors, Purchaser’s and Vendor’s Solicitors for a period of five years.

Security & Storage

Swansea Property Agents Ltd are committed to ensuring that your information is safe and secure. In order to prevent unauthorised access, we have put in place procedures to safeguard the information we hold by the methods of secure web databases, servers and software and locked facilities for the storage of paper files/documents.

We will not share any information or transfer data that we collect to locations outside of the European Economic Area. All our outside agencies are UK based and UK registered companies.

For information transferred via the internet, we cannot personally guarantee the safe transmission of the data as the internet is not completely secure. So any information sent to Swansea Property Agents Ltd electronically is sent at the sender’s own risk and we advise that the sender has adequate software securities in place for their own devices. For any parts of our website that require log in details or a password, you are responsible for keeping this safe and confidential.

How we use Cookies

The Internet pages of the Swansea Property Agents use cookies. Cookies are text files that are stored in a computer system via an Internet browser.

Many Internet sites and servers use cookies. Many cookies contain a so-called cookie ID. A cookie ID is a unique identifier of the cookie. It consists of a character string through which Internet pages and servers can be assigned to the specific Internet browser in which the cookie was stored. This allows visited Internet sites and servers to differentiate the individual browser of the dats subject from other Internet browsers that contain other cookies. A specific Internet browser can be recognized and identified using the unique cookie ID.

Through the use of cookies, the Swansea Property Agents can provide the users of this website with more user-friendly services that would not be possible without the cookie setting.

By means of a cookie, the information and offers on our website can be optimized with the user in mind. Cookies allow us, as previously mentioned, to recognize our website users. The purpose of this recognition is to make it easier for users to utilize our website. The website user that uses cookies,

    1. does not have to enter access data each time the website is accessed, because this is taken over by the website, and the cookie is thus stored on the user's computer system. Another example is the cookie of a shopping cart in an online shop. The online store remembers the articles that a customer has placed in the virtual shopping cart via a cookie.

      The data subject may, at any time, prevent the setting of cookies through our website by means of a corresponding setting of the Internet browser used, and may thus permanently deny the setting of cookies. Furthermore, already set cookies may be deleted at any time via an Internet browser or other software programs. This is possible in all popular Internet browsers. If the data subject

      deactivates the setting of cookies in the Internet browser used, not all functions of our website may be entirely usable.

      Links to other websites

      There may be links to other websites from our own website, however, once you have used these links to leave our website, please be aware that this privacy policy does not extend to any other website, therefore we cannot be held responsible for the protection and privacy of any information which you provide whilst visiting such sites. We would advise you to be cautious and view the privacy policy applicable to any other website.

      Individual rights

      General Data Protection Regulations (GDPR) gives individual the following rights:

      • The right to be informed

      • The right of access

      • The right to rectification

      • The right to erasure

      • The right to restrict processing

      • The right to data portability

      • The right to object

      • Rights in relation to automated decision making and profiling

Please visit the Information Commissioner’s Office (ICO) website for more information on your rights.

Direct Marketing

Swansea Property Agents Ltd do not as a general rule engage in direct marketing, however, as industry standards/regulations change and update, we may from time to time contact our Tenants and Landlords with industry specific information that would be beneficial in the form of email. If you think you may have previously agreed to us using your personal data for such purpose, and you wish to withdraw from any potential future direct marketing, you can do so any time by writing to us or emailing us at

Requests in relation to personal information

Under the Data Protection Act 1988 and General Data Protection Regulations you may request details of personal information which we hold about you by making a formal request to or by writing to us at 35 Mansel Street, Swansea, SA1 5SN. If you believe that any information we are holding on you is incorrect or incomplete, please email or write to us as soon as possible. We will swiftly correct any information found to be incorrect. You may request that any information we hold about you is deleted and we will do so unless there is a legal basis for to retain that information.


All intellectual property rights and other similar rights, including, without limit, copyright, in and to the website and content that appears or is published on the website (the "materials") are owned by

or licensed to Swansea Property Agents Ltd. All such rights are expressly reserved to Swansea Property Agents Ltd and/or the respective copyright owner or licensor. In accessing this website, you may only download the materials for your own personal non-commercial use. You are not permitted to copy, broadcast, download, store (in any medium), transmit, show or play in public, adapt or change in any way or communicate to the public the materials for any other purpose whatsoever without the prior written permission of Swansea Property Agents Ltd. Links to other third party sites are provided for your convenience, Swansea Property Agents Ltd accepts no responsibility or liability for the content of those sites or of any external third party site which links to this website. Requests for any further authorisation regarding proposed usage of the materials provided on this website should be addressed to:

Swansea Property Agents Ltd 35 Mansel Street

Swansea SA1 5SN