Privacy & Cookies

How we collect, use and protect personal data — aligned with UK GDPR and NRLA guidance for landlords and letting agents.

This notice explains what information we collect, when we collect it and how we use it. During the course of our activities we process personal data (held on paper, electronically, or otherwise) about you, and we treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we handle your information.

Last updated: August 2026

Who we are

TurnKey Property Solutions Group (trading name of Sycamore WSM Ltd) (“we”, “us” or “our”), registered office 3 Pegasus House, Pegasus Court, Olympus Avenue, Warwick, Warwickshire, CV34 6LW, takes security and data protection seriously. We adhere to the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are the data controller of personal data that you provide to us in connection with our website, tenant applications, referencing, tenancies and related property services. We are registered with the Information Commissioner’s Office (ICO) under registration number ZB304706.

Any questions relating to this notice or our privacy practices should be sent to hello@turnkeypropertysolutions.co.uk or by post to our registered office above.

How we collect information and what we collect

We collect information about you:

From your application for accommodation and supporting documents you upload
From our website contact form and email or telephone enquiries
From referees you name (for example current or former landlords, agents, employers or accountants), where you have authorised us to contact them
From credit-reference or referencing checks you authorise us to carry out
During the course of a tenancy (including correspondence, payment records, inspection notes and compliance documents)
From local authorities, deposit schemes, utility or service providers and other parties involved in creating, managing or ending a tenancy, where relevant

Depending on your relationship with us, we may collect the following categories of information:

Prospective tenants and guarantors

Names, email address, telephone number, date of birth, nationality, National Insurance number (where provided)
Current and previous addresses, time at address, residential status, current rent and reason for leaving
Relationship to other prospective occupants or joint applicants; household/occupancy details
Employment or student status, employer or university/college details, job title, length of employment or study, income and other regular income (including any welfare benefits you tell us about)
Next of kin / emergency contact details
Guarantor name, contact details and relationship to the applicant (where applicable)
Property applied for, preferred move-in date, and any tenancy terms discussed (rent, deposit, utilities or services)
Bank statements, payslips or accountant references, photo ID, Right to Rent share codes and proof of address
Declarations about adverse credit, rent arrears, pets, smoking and other information you choose to provide

Tenants

The information above, plus ongoing contact details and tenancy correspondence
Rent, deposit, payment and arrears records; repair and inspection records
Deposit protection scheme details and utility/service arrangements connected with the property

Website and general enquiries

Name, email address and message content when you use our contact form or email us
Technical information needed to protect the site (for example reCAPTCHA signals on the application form)

Why we need this information and how it will be used

We need your information and will use it:

To undertake and perform our obligations and duties to you in accordance with any contract with you (including a tenancy agreement)
To take steps at your request before entering a contract — including assessing applications and carrying out referencing
To supply you with the services and information you have requested
To help you manage your tenancy
To carry out due diligence on any prospective tenant and/or guarantor, including affordability checks, references, and whether there are money judgments, bankruptcy or insolvency history (where authorised)
To meet our legal obligations, including Right to Rent checks under the Immigration Act 2014 and other landlord compliance duties
To analyse information we collect so that we can administer, support, improve and develop our business and the services we offer
To contact you about changes to suppliers or arrangements that may affect you
For other purposes consistent with the proper performance of our operations and business

Where we rely on consent (for example certain optional marketing, or specific checks you authorise on the application form), you may withdraw that consent at any time by contacting us — without affecting processing already carried out.

The information you provide is treated as confidential. It is processed by us and by carefully selected third parties acting on our behalf or as independent controllers where the law or your tenancy requires it.

We may disclose your information to other parties for the purposes set out in this notice or for purposes you have approved, including:

If we enter into a joint venture with or merge with another business, your information may be disclosed to our new business partners or owners
To carry out due diligence on you as a prospective tenant or guarantor — including affordability checks, referencing and obtaining references from parties whose details you have provided
Where authorised, to determine whether there are money judgments against you or a history of bankruptcy or insolvency (for example via a credit-reference or referencing agency)
If you are unable to make payments under your tenancy, to parties assisting with debt recovery or tracing
In the creation, renewal or termination of a tenancy, to the relevant local authority, tenancy deposit scheme administrator, service or utility provider, freeholder, managing agent, facilities manager or other relevant person or organisation
Service providers who help us operate our business, such as our email delivery provider (Postmark) for application and tenancy-related notifications, and Google (reCAPTCHA) to protect the application form from abuse

Unless required to do so by law, we will not otherwise share, sell or distribute your information without your consent.

Transfers outside the UK

Your application and tenancy records are stored and primarily processed in the United Kingdom. Some service providers (for example email delivery or reCAPTCHA) may process limited personal data outside the UK. Where that happens, we ensure adequate safeguards are in place in accordance with UK data protection law (such as the UK International Data Transfer Agreement / Addendum or other approved transfer mechanisms used by those providers).

Security

When you give us information we take steps to keep it secure and safe. In particular:

The tenant application form is submitted over an encrypted (HTTPS) connection
Application files and related records are stored on secured systems with access limited to people who need them for the purposes above
We use technical measures such as reCAPTCHA on the application form to reduce automated abuse
We review access and retention practices so that information is not kept longer than necessary

How long we will keep your information

We review retention periods regularly and only hold personal data for as long as necessary for the relevant activity, as required by law, or as set out in any contract with you.

Website enquiries: kept for as long as needed to respond and follow up, then deleted unless a continuing relationship is established
Unsuccessful or withdrawn tenant applications: application data and documents are deleted within 3 months
Successful applicants / tenants: relevant records are kept for the duration of the tenancy and up to 6 years afterwards, in line with statutory limitation periods and legitimate business needs (for example deposit, rent and compliance records)

If you would like more detail about a specific category of record, contact hello@turnkeypropertysolutions.co.uk.

Your rights

You have the right at any time to:

Ask for a copy of the information about you that we hold
Require us to correct any inaccuracies in your information
Request that we delete personal data we hold about you (where applicable under UK GDPR)
Object to receiving marketing communications from us
Object to or request restriction of certain processing, and request data portability, where those rights apply

To exercise any of these rights, email hello@turnkeypropertysolutions.co.uk.

Complaints

If you wish to complain about our use of your information, please contact us first at hello@turnkeypropertysolutions.co.uk so we can try to resolve the matter. We will acknowledge your complaint and take appropriate steps to respond without undue delay.

You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk

If your data changes

The accuracy of your information is important to us. Please help us keep our records updated by telling us of any changes to your email address, telephone number, address or other contact details — especially during an application or tenancy.

Tenant applications — summary

When you apply via our online form, the sections above apply in full. In short: we use your information and documents to assess suitability, carry out referencing and Right to Rent checks, and — if you proceed — to set up and manage your tenancy. Legal bases include taking steps prior to a contract, performance of a contract, compliance with legal obligations, and where relevant your consent for specific checks you authorise on the form.

Cookies

This site uses minimal cookies. Embedded Instagram images (when configured) may load media from Meta’s servers. Google Fonts are loaded from Google when you visit the site. On the tenant application page, Google reCAPTCHA sets cookies and collects usage signals to distinguish people from bots — see Google’s privacy policy and terms of service.

You can control cookies through your browser settings.

Company details

Trading name: TurnKey Property Solutions Group
Legal name: Sycamore WSM Ltd
Registered office: 3 Pegasus House, Pegasus Court, Olympus Avenue, Warwick, Warwickshire, CV34 6LW
Operating area: Weston-super-Mare, Somerset and the surrounding areas
Email: hello@turnkeypropertysolutions.co.uk
Phone: 01934 440062