How LetPilot handles information shared through this website.
Prepared 9 September 2026. This page is not published. Confirm the privacy contact details, retention arrangements, providers and cookie information identified below before publication.
LetPilot Ltd is responsible for personal information collected through letpilot.co.uk. We are registered in England and Wales, company number 16459632.
This notice covers website visits, residential and commercial property enquiries, viewing requests and registration for updates about our forthcoming property management software. It does not describe every use of information within a tenancy or management service. We will provide relevant additional privacy information when collecting information for those services or when the software becomes available.
For privacy questions, requests or complaints, use our contact form and begin your message with “Privacy”. Existing clients can also use the contact details in their agreement. Please do not send identity documents or bank details through the website enquiry forms.
Most enquiry information comes directly from you. Technical information is generated when you use the website. Required fields identify the details needed to deal with a request; optional fields can be left blank. Without sufficient contact details, we may be unable to respond.
Responding to enquiries and arranging viewings: our legitimate interests in communicating with prospective customers, landlords and applicants, and administering property enquiries. Where you ask us to take necessary steps towards a contract with you, we rely on those pre-contractual steps instead.
Software development and launch emails: your consent, given through the separate signup choice. Making a property enquiry does not itself sign you up for software marketing.
Operating and protecting the website: our legitimate interests in maintaining a reliable service, preventing misuse and investigating technical problems.
Dealing with privacy requests and legal requirements: compliance with applicable legal obligations. We do not rely on blanket consent to this policy for all processing.
Website form submissions are stored in our WordPress system and are available to authorised staff handling enquiries. Hosting and technical support providers may process information where needed to operate, maintain or protect that system. The website is hosted with Fasthosts.
When arranging a viewing or responding to a property-specific enquiry, relevant details may need to be shared with the property owner or their authorised representative. Information may also be disclosed to professional advisers or authorities where necessary to handle a dispute or meet a legal obligation.
The current website loads font resources from Google. Requests for those resources involve a connection to Google’s servers. External websites linked from this site have their own privacy information.
Draft completion required: confirm all hosting, email, support and external-resource providers; where they process personal information; and any applicable overseas transfer arrangements and safeguards before publishing this notice. Do not assume that using UK hosting means all processing stays in the UK.
We assess retention according to the purpose of the information, whether an enquiry is still active, whether it has become an ongoing service relationship, and any relevant legal obligation or dispute. Information should be deleted or anonymised when no longer needed for those purposes.
Software signup information is retained while we have your consent and continue providing the updates you requested. If you withdraw consent, we stop those updates. A minimal record of your preference may be retained to avoid contacting you again. Backups and security records are subject to their own retention arrangements.
Draft completion required: confirm the practical deletion/review schedule for closed enquiries, software signup records, server logs and backups, and that it is implemented in the systems used.
Cookies and similar technologies can store or access information on your device. Website administration and login functions may use cookies for authentication and security. External resources and any future analytics or embedded services must also be considered.
Draft completion required: complete a browser-based cookie and storage check and add the actual names, providers, purposes and durations. Confirm whether any non-exempt technologies require a consent control before they are used. This privacy notice does not itself obtain cookie consent.
You can manage cookies through your browser, although blocking essential cookies may affect functions such as logging in. General information is available from the ICO’s guide to cookies.
Depending on the circumstances, you can ask for access to your personal information, correction of inaccurate details, deletion, restriction of its use, or a portable copy of information where the right to portability applies. These rights are subject to the relevant legal conditions.
Your right to object: you can object to processing based on legitimate interests for reasons relating to your circumstances. You can object to direct marketing at any time.
Withdrawing consent: you can withdraw your consent to software update emails at any time by contacting us through the contact route above. This does not affect the lawfulness of processing before withdrawal. Any email unsubscribe facility provided can also be used.
We may need enough information to verify a request and locate the relevant records. We will explain any applicable limits and respond within the legal timescale.
If you are unhappy with how we handle your information, please contact LetPilot using the privacy contact route above. You also have the right to complain to the Information Commissioner’s Office. Visit ico.org.uk/make-a-complaint for guidance and contact options.
We will update this notice when the website or relevant data handling changes. Registration for software updates does not create a landlord, tenant or contractor software account. Privacy information for that service must be supplied before account registration or operational property information is collected.