Privacy Policy

Last updated: 3 September 2026

This privacy policy explains how Property Stop Lettings (“Property Stop”, “we”, “us”) processes personal data when you use the Property Stop Partner Portal at forms.property-stop.com (the “Portal”).

We are the data controller for personal data processed in connection with the Portal. You can contact us at:

• Unit 1 Kingsdale Business Centre, Regina Road, Chelmsford, Essex CM1 1PE
• Email: rentals@property-stop.com
• Telephone: 01245 244033

1. Whose data we process

Depending on how the Portal is used, we may process personal data about:

• Partner agency users who hold Portal accounts
• Landlords and tenants named in memos of let and related documents
• People who receive documents for electronic signature
• Administrators who manage partner access

2. What data we collect

We may process:

• Account data — name, email address, agency affiliation, login credentials and authentication events
• Memo of let / instruction data — property addresses, tenancy terms, landlord and tenant details, deposits, pets and related letting information submitted by partners
• Document signing data — signature status, signed documents, and related audit information from our e-signing provider
• Technical data — IP address, browser type, device information and session cookies needed to keep you signed in securely
• Support communications — emails or calls you send to us about Portal use

3. Why we use personal data

We process personal data to:

• Provide secure partner access to the Portal
• Receive and process memos of let and related letting instructions
• Generate, send and store terms of business and other documents for signature
• Communicate with partners, landlords and others about Portal activity
• Maintain security, prevent misuse and improve Portal reliability
• Meet legal and regulatory obligations that apply to lettings businesses

Our lawful bases under UK GDPR typically include performance of a contract (providing the Portal and related lettings services), legitimate interests (running a secure partner portal and supporting agency workflows), and compliance with a legal obligation where applicable.

4. Cookies

The Portal uses essential cookies only — for example authentication and session cookies required to keep you signed in and to protect forms against cross-site request forgery. We do not use non-essential analytics or advertising cookies on the Portal.

5. Sharing your data

We may share personal data with:

• Service providers who host or support the Portal (for example hosting, email delivery and e-signing platforms), under appropriate contracts
• Partner agencies in connection with instructions they submit
• Professional advisers, regulators or law enforcement where required by law

We do not sell personal data.

6. International transfers

Some providers may process data outside the UK. Where that happens, we take steps required by UK data protection law, such as using appropriate transfer safeguards.

7. How long we keep data

We keep Portal account, memo of let and signed document records for as long as needed to provide the service, meet lettings and business record-keeping requirements, and resolve disputes. When data is no longer required we delete or anonymise it where reasonably practicable.

8. Your rights

Under UK data protection law you may have the right to:

• Access your personal data
• Ask us to correct inaccurate data
• Ask us to erase data in certain circumstances
• Restrict or object to certain processing
• Receive a copy of data you provided in a portable format
• Withdraw consent where processing is based on consent

To exercise these rights, contact us using the details above. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk.

9. Security

We use technical and organisational measures appropriate to the risk, including authenticated access, HTTPS and role-based controls for administrative functions. No online service can be guaranteed completely secure.

10. Children

The Portal is intended for business users and is not directed at children.

11. Changes

We may update this policy from time to time. The “Last updated” date at the top of this page will change when we do. Continued use of the Portal after an update means you should review the revised policy.