Last updated: 26 September 2026
This notice explains how Holland Quarter Ltd, trading as Fabdiggs, collects and uses personal information when you visit our website, contact us, apply to rent one of our homes, act as a guarantor, or live in one of our homes. It also explains your rights and how to complain.
1. Who we are
Holland Quarter Ltd, trading as Fabdiggs, is the controller of your personal information. We are a company registered in England and Wales under company number 12777861. Our registered office is 120 Cavendish Place, Eastbourne BN21 3TZ.
For anything about your personal information, contact our data protection lead, C Okonkwo, by email at info@fabdiggs.co.uk, by phone on 07379 647269, or by post at the address above. We have not appointed a Data Protection Officer because the law does not require one for a business of our size and type.
2. The information we collect
When you use our website forms
Our website has four forms: the enquiry form on each property page, the contact form on our Contact page, the contact form on our home page, and the email sign-up box in the website footer. Depending on the form, we collect:
- your name, email address and phone number
- the property you are interested in and how you heard about us
- anything you write in the message box
- technical details sent with the form: the date and time, the page you were on and, depending on our form settings, your IP address and browser type
We use Cloudflare Turnstile to check that forms are completed by a person and not by a spam bot. Turnstile looks at information about your browser and device to do this.
When you contact us by email, phone or WhatsApp
We keep a record of your messages and our replies, and the contact details you use.
When you apply for a tenancy or act as a guarantor
- identity and contact details, date of birth, current and previous addresses
- documents that show your right to rent in the UK, as the law requires us to check
- student details (university, course, student number) or employment details, income and affordability information
- references from previous landlords, employers or your university
- referencing and credit check results provided by our referencing partner
- guarantor details and the guarantor’s own referencing results
- anything else you choose to tell us, for example about a disability so that we can make reasonable adjustments. We only use this for the purpose you give it to us.
When you rent a home from us
- your tenancy agreement, written statement of terms and related notices
- rent and payment records, and bank details if you give them to us for refunds
- deposit protection details
- repair requests, inspection notes, inventory reports and photographs of the property
- meter readings and utility account details where bills are included in your rent
- an emergency contact, if you give us one
When you browse our website
If you agree to analytics cookies, Google Analytics collects information about how you use the website, such as the pages you visit and the device you use. Maps and 3D tours come from Google and Matterport and only load when you choose to view them. Our cookie policy has the details.
3. How we use your information and our lawful basis
Data protection law requires a lawful basis for each use of your information. These are ours:
| What we do | Lawful basis |
|---|---|
| Reply to enquiries and arrange viewings | Taking steps at your request before entering into a contract. Where you are asking on someone else’s behalf, our legitimate interest in responding to people who contact us. |
| Assess tenancy applications, including referencing, affordability and credit checks | Taking steps at your request before entering into a contract, and our legitimate interest in letting homes to people who can meet the tenancy commitments |
| Check your right to rent | Legal obligation (Immigration Act 2014) |
| Prepare and manage your tenancy: rent, repairs, inspections, notices and communications | Performance of a contract with you |
| Protect your deposit and give you the required information about it | Legal obligation (Housing Act 2004) |
| Meet our landlord safety, licensing and information duties, and respond to councils, courts and other authorities | Legal obligation |
| Work with guarantors | Performance of the guarantee, and our legitimate interest in securing rent payments |
| Email you when rooms become available, if you sign up in the website footer | Consent. You can unsubscribe at any time using the link in each email. |
| Keep our website secure and free from spam | Our legitimate interest in protecting our website and the people who use it |
| Measure how our website is used | Consent, which you give or refuse in our cookie banner |
| Keep accounts and tax records, and deal with legal claims | Legal obligation, and our legitimate interest in defending or bringing legal claims |
Where we rely on legitimate interests, we have considered your interests and rights and believe our use is fair and expected. You can ask us for more detail.
You do not have to give us information, but if you apply for a tenancy we cannot proceed without the details the law or the tenancy requires, such as right to rent checks and referencing.
We do not make decisions about you based solely on automated processing. Our referencing partner may use automated scoring, but a person at Fabdiggs makes the final decision on every application.
4. Who we share your information with
We only share what each organisation needs.
- Oh Goodlord Ltd (Goodlord), our referencing partner, which we use through the National Residential Landlords Association. Goodlord is a separate controller for referencing and has its own privacy policy.
- mydeposits (run by HFIS Ltd), which protects tenancy deposits and is a separate controller. See its privacy policy.
- Local councils, for council tax, HMO licensing and housing standards, when the law requires
- Utility and broadband suppliers, where bills are included in your rent
- Contractors who carry out repairs, safety checks and inventories, so they can arrange access
- Our service providers, who handle information on our behalf: our email providers (Fasthosts for our fabdiggs.co.uk mailbox and Google for Gmail), our website hosting provider, Cloudflare (form spam checks) and Google (website analytics)
- WhatsApp, if you choose to message us there. WhatsApp handles your messages under its own privacy policy.
- Our professional advisers and insurers, such as accountants and solicitors
- The Home Office, police, courts or other authorities, where the law requires it or to prevent fraud or crime
We never sell your personal information.
5. Transfers outside the UK
Some of our service providers, including Google, Cloudflare, Matterport and WhatsApp, may process information outside the UK, for example in the United States. Where they do, the transfer is protected by UK adequacy regulations (such as the UK Extension to the EU-US Data Privacy Framework) or by the ICO’s International Data Transfer Agreement or Addendum. You can ask us for details.
6. How long we keep your information
| Information | How long |
|---|---|
| Enquiries and viewing requests that do not lead to an application | 12 months after our last contact |
| Applications that do not lead to a tenancy, including referencing results | 6 months after the decision |
| Right to rent check copies | For the tenancy and 1 year after it ends, as the Home Office code of practice requires |
| Tenancy, rent, deposit and repair records | 6 years after the tenancy ends, the period in which legal claims can be made |
| Gas safety records | At least 2 years, as the law requires |
| Accounting and tax records | 6 years from the end of the financial year they relate to |
| Email sign-up list | Until you unsubscribe. We then keep your email address on a “do not contact” list so we don’t email you again. |
| Website analytics | Up to 14 months, the retention setting in our Google Analytics account |
After these periods we securely delete or anonymise the information.
7. Your rights
You have the right to:
- ask for a copy of the personal information we hold about you
- ask us to correct information that is wrong or incomplete
- ask us to delete your information
- ask us to limit how we use your information
- object to our use of your information where we rely on legitimate interests, and object at any time to direct marketing
- ask us to transfer information you gave us to you or another organisation, where we rely on consent or a contract
- withdraw your consent at any time, where we rely on consent. For cookies, use the “Cookie settings” link at the bottom of any page.
Some rights have limits. For example, we may need to keep tenancy records the law requires. To use any of these rights, email info@fabdiggs.co.uk. We will reply within one month, and there is normally no charge.
8. How to complain
If you are unhappy with how we have handled your personal information, please tell us first at info@fabdiggs.co.uk so we can put it right. We will acknowledge your complaint within 30 days and keep you updated.
You also have the right to complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint, helpline 0303 123 1113, or Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
9. Changes to this notice
We will update this notice when our practices or the law change. The date at the top shows when it was last updated.