Privacy Policy
Last updated: August 2026
Who we are
Hoose & Key Limited (“we”, “us”, “our”) is an independent letting and estate agent operating across Glasgow and the surrounding areas. Registered in Scotland, company number SC856583. Registered office: Clyde Offices, 2nd Floor, 48 West George Street, Glasgow, G2 1BP. Scottish Letting Agent Registration Number LARN2512003. We are the data controller for the personal information described in this policy and are registered with the Information Commissioner’s Office (ICO).
Contact: hello@hooseandkey.co.uk or 0141 459 0501.
The information we collect
Depending on how you deal with us, we may collect: your name and contact details (email, phone, address); property details and information relevant to a valuation, tenancy or sale; identity and verification documents where the law requires them (for example anti-money-laundering checks for sellers and buyers, and references for tenancy applications); financial information needed to run a tenancy or sale, such as bank details for rent or deposits; records of our communications with you, including website forms, email, phone and WhatsApp; and technical data about your use of our website (see our Cookie Policy).
How we use it, and our lawful bases
To respond to enquiries and provide what you ask for - responding to your messages, sending a landlord or sales pack, arranging valuations and viewings (legitimate interests, and steps taken at your request before entering a contract).
To deliver our services - letting, property management, tenancy administration and sales, including referencing, deposits, repairs and completion of a sale (performance of a contract).
To meet our legal and regulatory duties - including the Letting Agent Code of Practice (Scotland), landlord and tenancy law, anti-money-laundering regulations, and tax and accounting rules (legal obligation).
To send occasional property updates where you have opted in - you can unsubscribe at any time (consent).
Who we share it with
We share personal information only where necessary to deliver our services or meet legal obligations: our property software and client app provider (Street.co.uk); property portals when marketing a property (such as Rightmove); tenant referencing providers; tenancy deposit schemes (Safe Deposits Scotland) and deposit alternative providers (Reposit); contractors and tradespeople carrying out repairs and safety inspections; utility and move-in services (Help the Move) where applicable; our email and marketing platform (Brevo); analytics and advertising services (Google); and professional advisers, insurers, regulators and public authorities where required. We never sell your data.
How long we keep it
We keep personal information only as long as necessary for the purposes above and to meet legal requirements. As a guide: enquiry records that do not lead to business are kept for up to 2 years; tenancy and sales files are kept for 6 years after the relationship ends, in line with legal, tax and regulatory requirements; and anti-money-laundering records are kept for 5 years as required by law. Information is then securely deleted.
How we protect it
Your information is held on secure, access-controlled systems provided by reputable suppliers, and we limit access to those who need it to do their job. Where a supplier processes data outside the UK, we ensure appropriate safeguards recognised under UK GDPR are in place.
Your rights
Under UK GDPR you have the right to access your personal data, to have it corrected or deleted, to restrict or object to its use, to data portability, and to withdraw consent at any time. To exercise any right, contact us using the details above - we will respond within one month. You also have the right to complain to the ICO at ico.org.uk or on 0303 123 1113.
Marketing
Where you have opted in, we may send you property updates and insights by email. Every email includes an unsubscribe link, or you can contact us and we will remove you straight away.
Changes to this policy
We may update this policy from time to time. The latest version will always be published on this page, with the date above updated accordingly.