Privacy Notice and Cookie Policy

Portello Limited & Portello Lettings Limited

Last updated: 29 April 2026

Welcome to Portello Limited and Portello Lettings Limited’s privacy notice.

We respect your privacy and are committed to protecting your personal data. This privacy notice explains how we look after your personal data, how we use it, the conditions under which we may disclose it to others, how we keep it secure, and your privacy rights under data protection law.

1. Important Information and Who We Are

Purpose of This Privacy Notice

This privacy notice aims to give you information on how Portello Limited and Portello Lettings Limited collect and process your personal data, including any data you may provide through our website when you use our services, register interest in a property, or request marketing communications.

This website is not intended for children, and we do not knowingly collect data relating to children.

It is important that you read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you, so that you are fully aware of how and why we are using your data.

Data Controller

Portello Limited and Portello Lettings Limited are the data controllers and responsible for any personal information provided to us when you use our services (collectively referred to as “Portello”, “we”, “us” or “our” in this privacy notice).

Contact Details:

Email address: hello@portello.co.uk
Postal address: 3 Clifton Mews, Clifton Hill, Brighton, BN1 3HR
Telephone number: 01273 359 222

If you have any questions about this privacy notice or our data protection practices, please contact our Data Protection Officer using the contact details above.

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to address your concerns before you approach the ICO, so please contact us in the first instance.

Changes to This Privacy Notice

We may update this privacy notice from time to time. Any changes will be posted on this page with an updated revision date. Please check back periodically to stay informed.

Third-Party Links

Our website may include links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

2. The Data We Collect About You

Personal data means any information about an individual from which that person can be identified. We may collect, use, store, and transfer different kinds of personal data about you, grouped as follows:

Identity Data – first name, last name, title, date of birth, and similar identifiers
Contact Data – address, email address, and telephone numbers
Client Due Diligence Data – company information, copies of proof of identity (e.g., passport) and proof of address (e.g., utility bill)
Financial Data – bank account and payment card details
Transaction Data – details about payments to and from you and details of services we provide to you
Technical Data – internet protocol (IP) address, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our website
Profile Data – username and password, preferences, interests, and related information
Usage Data – information about how you use our website and services
Marketing and Communications Data – your preferences in receiving marketing from us and your communication preferences

We also collect, use, and share Aggregated Data such as statistical or demographic data. Aggregated Data may be derived from your personal data but is not considered personal data in law, as it does not directly or indirectly reveal your identity. However, if we combine Aggregated Data with your personal data so that it can identify you, we treat the combined data as personal data.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

If You Fail to Provide Personal Data

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel the service, but we will notify you if this is the case at the time.

3. How Your Personal Data Is Collected

We use different methods to collect data from and about you, including:

Direct Interactions

You may give us your Identity, Contact, and Financial Data by filling in forms or by corresponding with us by post, phone, email, or otherwise. This includes personal data you provide when you:

Enquire about or use our services
Register interest in a property (including through our website)
Subscribe to our property updates or newsletters
Request a property valuation
Enter into a tenancy or management agreement
Give us feedback

Automated Technologies or Interactions

As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions, and patterns. We collect this personal data using cookies, server logs, and other similar technologies. Please see our cookie policy below for further details.

Third Parties or Publicly Available Sources

We may receive personal data about you from various third parties and public sources, including:

Analytics providers such as Google
Advertising networks
Search information providers
Credit reference agencies
Publicly available sources such as the electoral register

4. How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Performance of a contract – where we need to perform the contract we are about to enter into or have entered into with you
Legitimate interests – where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests
Legal obligation – where we need to comply with a legal or regulatory obligation
Consent – where you have given clear consent for us to process your personal data for a specific purpose

Purposes for Which We Use Your Personal Data

Purpose	Legal Basis
To register you as a new client or tenant	Performance of a contract
To provide property letting and management services	Performance of a contract; Legitimate interests
To collect and manage rent payments on behalf of landlords	Performance of a contract
To process and collect service charges, deposits, and fees	Performance of a contract
To conduct identity verification and right-to-rent checks	Legal obligation
To respond to enquiries and provide customer support	Legitimate interests; Performance of a contract
To send you property updates and marketing communications	Consent; Legitimate interests
To administer and protect our business and website	Legitimate interests; Legal obligation
To use data analytics to improve our website and services	Legitimate interests

5. Marketing

We may use your Identity, Contact, Technical, Usage, and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which services and offers may be relevant for you.

You will receive marketing communications from us if you have requested information from us, or if you provided us with your details when you registered on our website, and in each case you have not opted out of receiving that marketing.

Opting Out

You can ask us to stop sending you marketing messages at any time by:

Following the opt-out links on any marketing message sent to you
Contacting us using the details provided above

Where you opt out of receiving marketing messages, this will not apply to personal data provided to us as a result of a service which you have requested that we provide.

Third-Party Marketing

We will obtain your express opt-in consent before we share your personal data with any third party for marketing purposes.

6. Disclosures of Your Personal Data

We may share your personal data with third parties in the following circumstances:

Service providers – contractors, maintenance providers, and other third parties who assist in delivering our services
Professional advisers – solicitors, accountants, and insurers
Landlords and property owners – where necessary for the performance of tenancy and management agreements
Regulatory authorities – HM Revenue & Customs, the ICO, and other authorities where required by law
Deposit protection schemes – as required by law for tenancy deposits
Credit reference agencies – for tenant referencing purposes

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes; they may only process your personal data for specified purposes and in accordance with our instructions.

7. International Transfers

Some of our external third-party service providers may be based outside the United Kingdom, which means their processing of your personal data may involve a transfer of data outside the UK.

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

Transfers to countries that have been deemed to provide an adequate level of protection
Use of specific contracts approved for use in the UK which give personal data the same protection it has in the UK (UK International Data Transfer Agreement or Addendum)

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

8. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions and are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

9. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Specific retention periods:

Tenancy records – retained for six years after the end of the tenancy
Landlord records – retained for six years after the end of the management agreement
Financial records – retained for six years as required by law
Marketing preferences – retained until you withdraw consent or opt out

In some circumstances, we may anonymise your personal data so that it can no longer be associated with you, in which case we may use this information indefinitely without further notice to you.

10. Your Legal Rights

Under data protection laws, you have rights in relation to your personal data, including the right to:

Request access to your personal data (commonly known as a “subject access request”)
Request correction of incomplete or inaccurate personal data
Request erasure of your personal data in certain circumstances
Object to processing of your personal data where we are relying on a legitimate interest
Request restriction of processing of your personal data in certain circumstances
Request transfer of your personal data to you or a third party (data portability)
Withdraw consent at any time where we are relying on consent to process your personal data

If you wish to exercise any of these rights, please contact us using the details provided above.

No fee usually required – You will not have to pay a fee to access your personal data or to exercise any of your other rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive.

What we may need from you – We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it.

Time limit to respond – We aim to respond to all legitimate requests within one month. Occasionally it may take us longer if your request is particularly complex or you have made a number of requests.

11. Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.

Types of Cookies We Use

Cookie Type	Purpose	Consent Required
Strictly Necessary Cookies	Essential for the website to function properly, enabling you to navigate and use its features	No
Performance Cookies	Collect information about how visitors use our website, helping us improve its functionality	Yes
Functionality Cookies	Allow the website to remember choices you make and provide enhanced, personalised features	Yes
Targeting/Advertising Cookies	Used to deliver advertisements relevant to you and your interests	Yes

Managing Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.

Third-Party Cookies

Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.

12. Contact Us

If you have any questions about this privacy notice or our privacy practices, please contact us:

Email: hello@portello.co.uk
Post: 3 Clifton Mews, Clifton Hill, Brighton, BN1 3HR
Telephone: 01273 359 222

This privacy notice was last updated on 29 April 2026.

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