Privacy Policy

This policy explains how RendezView (“RendezView”, “we”, “us”) handles personal data. It covers both the letting agents and landlords who hold an account with us, and the prospective tenants whose enquiries pass through the service.

1. Who we are

RendezView is operated by Samuel Bryce Jones, a sole trader established in the United Kingdom, trading as RendezView.

• Contact address: 9 Windsor Clive Drive, St Fagans, Cardiff, CF5 6HQ, United Kingdom
• Email: rendezviewhq@gmail.com

2. Our two different roles

This distinction matters, because it determines who is responsible for what.

We are the controller for account data

When you sign up as a landlord or letting agent, we decide how your account data is used. For that data, we are the data controller.

We are a processor for enquiry data

When we read, screen and reply to enquiries from prospective tenants, we do so on your instructions and on your behalf. For that data you are the controller and we are your processor. That means you are responsible for having a lawful basis for the screening, and for telling prospective tenants how their data is used — your own privacy notice needs to cover it. We are responsible for handling the data securely and only as you have instructed.

3. What data we handle

Account holders (landlords and letting agents)

• Name and email address
• Property details and the screening criteria you set
• Viewing agent names, email addresses and availability
• If you connect a calendar: an encrypted access token and the email address of the connected account. We request only the permissions needed to read busy times and create viewing events.
• A single session cookie so you stay logged in (see our Cookie Policy)

Prospective tenants

We handle whatever a prospective tenant includes in their enquiry, and what our screening extracts from it. In practice this typically includes:

• Name and email address
• The full text of their enquiry and any replies
• Information they volunteer, which commonly includes stated income, household size, whether they have pets, and their intended move-in date
• The screening outcome and the written reasoning behind it
• Any viewing booked, and when

We do not ask prospective tenants for identity documents, bank details, credit references, or any special category data (such as health, ethnicity or religion). If someone volunteers such information in free text it is stored as part of their message; we ask landlords not to solicit it through this service.

4. Automated screening and human review

RendezView uses an automated system to read enquiries and assess them against the criteria the landlord has set. It does not make final decisions on its own. Every reply and every proposed viewing time is presented to the landlord for approval before it is sent, unless the landlord has explicitly enabled automatic sending in their settings.

Prospective tenants have the right to ask for human involvement in a decision, to express their point of view, and to contest the outcome. Those requests usually need to go to the landlord or agent handling the property, because they control that decision — but you may also contact us using the details above and we will pass it on.

5. Why we handle it, and on what basis

6. Who else processes the data

We use the following providers to run the service. Each processes personal data only to deliver their part of it.

We do not sell personal data, and we do not use it for advertising.

7. Transfers outside the UK

Several of the providers above are based in the United States, so personal data handled by RendezView is transferred outside the UK. Where that happens we rely on those providers’ approved transfer safeguards — such as the UK Addendum to the EU Standard Contractual Clauses, or the UK extension to the EU–US Data Privacy Framework. You can ask us for details of the safeguards that apply to a particular provider.

8. How long we keep it

• Account data: for as long as your account is open, and up to 12 months afterwards.
• Enquiry and screening data: retained while it is needed for the letting it relates to. As the controller you can ask us to delete it at any time and we will do so.
• Calendar tokens: deleted as soon as you disconnect the calendar.

9. Security

Data is encrypted in transit. Calendar refresh tokens are encrypted at rest. Access to production systems is limited to the operator named above. No system is perfectly secure, and we will tell you and, where required, the ICO about any breach that affects you.

10. Your rights

Under UK data protection law you have the right to access your data, to have inaccurate data corrected, to have data erased, to restrict or object to processing, and to data portability. To exercise any of these, email rendezviewhq@gmail.com.

If you are a prospective tenant, your request usually needs to go to the landlord or agent you enquired with, because they control that data. Contact us anyway if you are not sure who that is and we will help you find them.

You can complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint. We would appreciate the chance to put things right first.

11. Changes

We will update this page when the service changes and revise the date at the top. If a change materially affects you, we will let you know by email.