Last updated: September 2026
1. Who we are
Ridgewoodmed ("we", "us", "our"), a residential lettings and property management service operating in the United Kingdom. We are the data controller for the personal information described in this policy.
If you have any questions about this policy or how we use your information, please contact us at info@ridgewoodmed.com.
2. The information we collect
We collect and process the following categories of personal information:
- Identity and contact details — your name, email address, telephone number and, where relevant, postal address.
- Enquiry details — the information you give us about what you are looking for or the property you wish to let, including preferred area, budget or expected rent, number of bedrooms, timeframe and any message you send.
- Tenancy and referencing information (only if you proceed with a tenancy or instruction) — identity documents, Right to Rent evidence, employment and income details, credit history, previous landlord references, bank details and guarantor information.
- Marketing preferences — whether you have opted in to receive updates from us.
- Technical and usage information — the page you arrived on, the campaign or referral that brought you to our site (for example UTM parameters or advertising click identifiers), your IP address, browser type and, where you have consented, cookie data. See our Cookie Policy.
3. How we use your information and our lawful bases
| Purpose | Lawful basis |
|---|---|
| Responding to your enquiry, arranging viewings or valuations and communicating with you about your requirements. | Taking steps at your request before entering into a contract; our legitimate interest in responding to enquiries we receive. |
| Referencing applicants, carrying out Right to Rent checks and preparing tenancy agreements. | Performance of a contract; compliance with our legal obligations. |
| Managing tenancies, collecting rent, protecting deposits and arranging maintenance. | Performance of a contract; compliance with our legal obligations. |
| Sending you new homes, market insights and offers by email. | Your consent, which you can withdraw at any time. |
| Measuring the performance of our website and advertising campaigns. | Your consent (for non-essential cookies); our legitimate interest in understanding which campaigns generate enquiries. |
| Preventing fraud and misuse of our website, and complying with anti-money laundering rules where they apply. | Our legitimate interests; compliance with our legal obligations. |
4. Who we share your information with
We do not sell personal information. We share it only where necessary with:
- Service providers who help us operate our business, including the form-processing and spreadsheet tools that receive your enquiry, email and telephony providers, and IT support. These providers act on our instructions under contract.
- Landlords and property owners, to the extent needed to arrange viewings, consider an offer or manage a tenancy.
- Referencing agencies, tenancy deposit schemes, contractors and utility providers, where you proceed with a tenancy.
- Regulators, redress schemes, courts and law-enforcement bodies where we are required to do so by law.
5. International transfers
Some of our service providers may store or process information outside the United Kingdom. Where they do, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or a transfer to a country the UK has recognised as providing adequate protection.
6. How long we keep your information
- Enquiries that do not lead to a tenancy or instruction: up to 24 months from our last contact with you, unless you ask us to delete them sooner.
- Tenancy and landlord records: for the duration of the relationship and for six years afterwards, to meet legal, tax and contractual obligations.
- Marketing preferences: until you withdraw consent, plus a record of the withdrawal so that we respect it.
7. Your rights
Under UK data protection law you have the right to:
- access the personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to delete your information in certain circumstances;
- ask us to restrict or object to our processing, including objecting to direct marketing at any time;
- receive a copy of information you have provided to us in a portable format;
- withdraw consent at any time where we rely on consent.
To exercise any of these rights, contact us using the details in section 1. We will respond within one month. You will not usually have to pay a fee.
If you are unhappy with how we have handled your information, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113. We would appreciate the chance to resolve your concern first, so please contact us before approaching the ICO.
8. Marketing
We will only send you marketing emails if you have ticked the optional box on our enquiry form or otherwise given your consent. Every marketing email includes an unsubscribe link, and you can also opt out by contacting us. Opting out of marketing does not affect communications about an enquiry or tenancy you have asked us to progress.
9. Cookies and similar technologies
Our website uses strictly necessary cookies and, only with your consent, analytics and marketing cookies. You can change your choices at any time using the "Cookie settings" link in the footer. Full details are in our Cookie Policy.
10. Security
We use appropriate technical and organisational measures to protect personal information, including access controls, encrypted connections and staff training. No method of transmission over the internet is completely secure, so we cannot guarantee absolute security, but we take reasonable steps to protect your information and to respond promptly to any incident.
11. Children
Our services are intended for adults. We do not knowingly collect information from anyone under 18. If you believe a child has provided us with personal information, please contact us and we will delete it.
12. Changes to this policy
We may update this policy from time to time. The date at the top of the page shows when it was last revised. Significant changes will be highlighted on our website.
13. Contact
Ridgewoodmed. Email: info@ridgewoodmed.com.