RentCafe Privacy Statement

By using RentCafe.com (RentCafe ILS) or any property websites powered by RentCafe (RentCafe Portal) (collectively, “RentCafe”), you acknowledge you have read and understand the latest version of the RentCafe Privacy Policy (posted at https://resources.yardi.com/legal/rentcafe-privacy-policy/), which describes RentCafe’s privacy practices and will be updated from time to time. The property may have its own Privacy Policy that describes the property’s privacy practices.

Tenant Privacy Notice

Overview

Leaf Living (“we”, “us”, “our”) is committed to protecting the privacy and security of our tenants (“you”, “your”) Personal Data. This Tenant Privacy Notice sets out how your Personal Data is handled when you are a prospective tenant, tenant, and after your tenancy ends. The Privacy Notice also outlines how we handle your Personal Data in accordance with the UK General Data Protection Regulation (“UK GDPR”).

Leaf Living refers to Leaf Living OpCo trading as Leaf Living, registered business address C/O Revantage Real Estate Limited, 13^th Floor, Nova South, 160 Victoria Street, London, United Kingdom, SW1E 5LB.

Personal Data is any information relating to an identified or identifiable natural person (“Data Subject”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, or an identification number, location data, on online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

This Privacy Notice together with your tenancy agreement sets out:

Information we collect about you and how we use it
How we use your information for marketing purposes
Who we give your information to
Where we store your information
Payment processing
How we protect your information
How long we keep your information
Your rights
Changes to this Privacy Notice
How to contact us

Please read the following carefully to understand how we manage your Personal Data.

By signing a tenancy agreement with us, you acknowledge that you have been directed to this Privacy Notice, which we strongly recommend you read.

For the purposes of UK and European Economic Area data protection law, (the Data Protection Law”), the Data Controller is:

Leaf Living Ltd, registered company number 13254167, and registered address C/O Revantage Real Estate Ltd, 13^th Floor, Nova South, 160 Victoria Street, London, SW1E 5LB, and also the Leaf Living group company with which you sign your tenancy agreement.

In the first instance, please contact Leaf Living with any queries you may have about this Privacy Notice or how we handle your Personal Data using the email address [email protected].

Data Protection Law states that the Personal Data must be:

Used lawfully, fairly, and in a transparent manner
Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
Relevant to the purposes we have told you about and limited only to those purposes
Accurate and kept up to date
Kept only as long as necessary for the purposes we have told you about
Kept secure

Information we collect about you and how we use it

We set out examples below of the categories of information we collect from you, how we collect this, the purposes for which we collect, and the lawful basis under which we are permitted to collect and process your information. From time to time, we may collect other categories of data about you, for example, if we provide and/ or you request additional services from us or when you voluntarily provide information to us.

For the purpose of this policy, information we collect about you shall be referred to personal information. This includes, but is not limited to:

Name
Address
Mobile number
Previous landlord
Budget
Property type you are interested in
Employment status
Salary

We may also collect the above information from you about your Guarantor and other people who will be in your household.

The above information is collected so we are able to assist you in finding suitable accommodation within the Leaf Living property portfolio.

We may also use this information to send you promotional communications but only with your consent. Please see “Our Communications with You” section below for more information.

Marketing activities

Leaf Living collects data for property marketing purposes from its website. Details such as name, email address, and phone number are stored and used to contact individuals regarding available properties within the Leaf Living portfolio.

Individuals can contact Leaf Living at any time and request for their details to no longer be used for this purpose.

Information you give us in the steps taken before you become a tenant

For a list of information you give us in the steps taken before becoming a tenant, please see Appendix 1.

Where children will be residing in your household, information will be collected regarding each child, usually provided by a parent on the child’s behalf. Data protection law requires us to give such information additional protection. In particular, Leaf Living will need to establish the age of each child, to determine whether a Right to Rent check will be required. Leaf Living are obligated by law to carry out such checks on all residents who are aged 18 and over.

Information we collect from you about you once you become a tenant

For a list of information we collect from you once your tenancy has started, please see Appendix 2.

Leaf Living do not ask for any Sensitive Personal Data. However, in certain circumstances you may choose to share information with us regarding your health or a disability. This data is given special protection under data protection law.

Information we collect about you from your use of our website and tenant portal

If you have visited our website ahead of becoming a tenant, we may be able to associate information you have already provided to us with the information we collect in accordance with this Privacy Notice. Our website and tenant portal are provided by Rent Café, which is a Yardi Systems product. Their terms of service can be found at this location on our website: Leaf Living | Terms and Conditions

We strongly recommend you read the Rent Café terms of service prior to registering for our tenant portal.

Our tenant portal is available to you once you become a tenant. Through this, you can access billing information, raise repairs, and manage personal information. This system is provided by Yardi, a third party which we work with to deliver this service.

Information we receive from other sources

Where there are multiple occupants on a tenancy agreement, in the first instance, the lead tenant will provide the details of the other occupants to us. Also, in multi occupancy tenancies, it’s possible that other tenants that you live with will provide information to us.

We work with third parties to help deliver tenant services, sometimes these third parties may collect information directly from you and share it with us. For a list of information collected by third parties and shared with us, please see Appendix 3.

If you found out about us through a letting agent, we may also obtain your email address, name and contact number from that letting agent to which you provided your details for such a purpose.

We also liaise with local councils regarding payment of council tax.

In addition to the above means by which we collect information we may also sometimes collect other information from other third parties in appropriate circumstances and/ or subject to applicable regulation and (where required) your consent including government or other public authorities (for example, HMRC).

As above, we set out example circumstances in which we collect your information, how and why we collect this, and our lawful basis for doing so. We will also collect other appropriate information from you in connection with your tenancy, and services you request from us. Many of the categories of information listed above or those additional types of Personal Data we collect, from time to time, allow us to perform our contract with you and to enable us to comply with legal obligations. In some cases, we may use your Personal Data to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests.

During your tenancy, we may also collect Personal Data verbally or via the tenant portal on various topics such as ad hoc maintenance requests and may record this information. It’s in our legitimate interests to collect this information, and at times may be required by law so that we are aware of persons in our buildings. Where we collect this information, we are always careful to balance collecting this information with the privacy rights of individuals.

Leaf Living also generates and uses data internally for monitoring purposes, e.g. rent payment and arrears records.

Our communication with you

We will send you emails from Leaf Living in accordance with your tenancy agreement. For example, this could include information about utilities to the development and your tenancy specifically. We may also email you about events or services as part of our service offering to you. If there are some service updates which you don’t want to receive from us, do let us know as set out below.

With your prior consent (where required by law), we may send you promotional communications by email about other Leaf Living offerings.

If you no longer wish to receive further marketing, you can tell us at any time by selecting the “unsubscribe” link at the end of all our marketing and promotional communications to you.

Who we give your information to

We may give your information to:

Any member of our group, which means our ultimate holding company, and its subsidiaries, who support our processing of Personal Data under this Privacy Notice.
Selected third parties as set out below.
Organisations who process your Personal Data on our behalf and in accordance with our instructions and Data Protection Law. This includes supporting the services we offer within your home, including the provision of internet services, and any other service providers we engage. These organisations (which may include third party suppliers, agents, sub-contractors and/ or other companies within our group) will only use your information to the extent necessary to perform their functions.
Third party organisations who process your Personal Data on our behalf for the purposes of customer satisfaction surveys.
The development company who built your home and their associated subcontractors. This is to facilitate the rectification of defects within the first 12 months of a property being completed.
Business partners who provide services to you and with whom we have entered into agreements in relation to the processing of your Personal Data. For example:
- A third-party referencing agency who completes our reference and Right to Rent checks
- A government approved tenancy deposit scheme to register your deposit in accordance with the law.
- Local authorities for the purposes of administering Council Tax.
- Solicitors or lawyers to enable us to adhere to the tenancy agreement terms.

We will also disclose your Personal Information to third parties:

In the event that we buy or sell any business or assets, we will disclose your Personal Data to the prospective buyer or seller of such business or assets subject to the terms of this Privacy Notice.
If all or substantially all our assets are acquired by a third party, in which case Personal Data held by us about our customers will be one of the transferred assets.
If we are under a duty to disclose or share your Personal Data in order to comply with any legal obligation, or in order to enforce or apply our supply terms and other agreements with you.
If we are under a duty to protect the rights, property, or safety of Leaf Living.
If we are under a duty to protect the rights, property or safety of our tenants or others.
For the purposes of fraud prevention and credit risk reduction and to prevent cybercrime.

Examples of locations in which third parties which we share information for the above processing activities are based include:

European Economic Area
United Kingdom
United States of America
Jersey

Sharing data with third party service providers

In order to facilitate the provision of services such as utilities, utility brokerage, broadband, and other tenancy-related offerings, we may share relevant tenant data (including name, contact details, and property address) with carefully selected third-party providers. This data is shared solely for the purpose of enabling those providers to offer and deliver services to you. These providers may contact you directly via email, SMS, or post to arrange service setup or provide information related to their offerings. All data sharing is conducted in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, and we ensure that appropriate safeguards are in place to protect your personal information.

Where we store your information

The Personal Data that we collect from you may be transferred to, and stored at, a destination outside the UK and European Economic Area (EEA) that may not be subject to equivalent Data Protection Law.

To ensure your Personal Data is protected in accordance with the applicable Data Protection Law we will only transfer Personal Data outside the UK and/ or EEA where appropriate safeguards as required by the applicable Data Protection Law are in place. This includes where a jurisdiction has been deemed adequate by the EU Commission or Information Commissioner’s Office (ICO) or, where there is no adequacy decision, by putting in place appropriate UK or EU Standard Contractual Clauses as required.

We may transfer your personal information outside the UK and/ or EEA:

In order to store it.
In order to enable us to provide services to you and fulfil our contract with you. This includes order fulfilment, processing of payment details, and the provision of other services.
Where we are legally required to do so.
In order to facilitate the operation of our group of businesses, where it is in our legitimate interests, and we have concluded these are not overridden by your rights.

We may transfer your personal information to the following countries outside of the UK and EEA:

United States of America
Jersey

Payment processing

Our payment provider is Stripe. You will be providing debit card information directly to Stripe when you make a payment. Information which you supply to Stripe is not within our control and is subject to Stripe’s privacy policy and terms and conditions. If at the end of your tenancy with us you are owed a balance greater than the sum of your deposit, we will request bank details of your associated tenancy in order to refund this amount to you.

How we protect your information

Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Our services may link to external sites or third-party services. We are not responsible for the privacy policies of such third parties.

How long we keep your information

We retain a copy of your email, name, and phone number for marketing purposes where you have not objected to our doing so.

We may otherwise retain your Personal Data where we are permitted or required by applicable law.

Automated decision making

There are no automated decision-making processes within Leaf Living. All decisions are taken and reviewed by members of the Leaf Living team.

Your rights

Under certain circumstances, by law you have the right to:

Request access to your Personal Data (commonly known as a Data Subject Access Request). This enables you to receive a copy of the Personal Data we hold about you and to check that we are lawfully processing it.
Request rectification of the Personal Data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your Personal Data. This enables you to ask us to delete or remove your Personal Data where there is no good reason for us to continue processing it. You also have the right to ask us to delete or remove your Personal Data where you have exercised your right to object to processing (see below).
Object to processing of your Personal Data where we are relying on legitimate interest (or those of a third party) and the circumstances of your particular situation mean you wish to object to processing on this ground. You also have the right to object where we are processing your Personal Data for direct marketing purposes (including profiling).
Request the restriction of processing of your Personal Data. This enables us to suspend the processing of your Personal Data, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your provided Personal Data to another party.

Please note that certain Personal Data may be exempt from such access, correction, and deletion requests pursuant to applicable data protection laws or other laws and regulations.

You will not ordinarily be required to pay a fee to access your Personal Data (or to exercise any of the other rights), but where your request is manifestly unfounded or excessive, we may also charge a reasonable fee or alternatively, we may refuse to comply with the request.

If your request or concern is not satisfactorily resolved by us, you may approach the Information Commissioners Office (ICO). The Information Commissioner is the supervisory authority in the UK and can provide further information about your rights and your obligations in relation to your Personal Data, as well as deal with any complaints that you have about our processing of your Personal Data.

Your right to withdraw consent

Where the processing of your Personal Data by us is based on consent, you have the right to withdraw that consent without detriment at any time by contacting us. You can also change your marketing preferences at any time.

Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law. If we have another legitimate basis for processing information in law, we may still process the same data, and we will not require your consent to do so.

Exercising your rights

You can exercise the rights listed above at any time by contacting us at [email protected].

Please note that we may be required to ask you for further information in order to confirm your identity before we provide the information requested.

Changes to this privacy notice

Any substantive changes we make to this Privacy Notice in future (for example, changes that significantly affect your rights or, to the extent we are permitted to do so, significantly change how or why we use Personal Data) will be communicated by email to tenants who have signed a tenancy agreement and have provided us with email addresses.

For non-substantive changes, we will make the updated Privacy Notice available on our website and can supply a copy to tenants if requested.

Any changes to this Privacy Notice will become effective once sent to you by email.

This Privacy Notice was last updated 1 October 2025.

Questions, comments and requests regarding this Privacy Notice are welcome and can be sent to [email protected].

Appendix 1 – Information you give us in the steps taken before becoming a tenant

Document/ information	Type of personal data	Why we collect it	Lawful basis for processing	Data retention period
Deal agreement	Personal information including the information required to complete referencing statutory checks.	We collect this information prior to you signing your tenancy agreement. We need this information to assess your application and grant a tenancy agreement.	Contractual necessity/ legitimate interest	12 years if application successful, 6 months if unsuccessful.
Tenancy agreement	Personal information including details pertaining to your home and related service provisions.	Required to execute a tenancy agreement and to fulfil our due diligence.	Necessary for the performance of a contract.	12 years if application successful, 6 months if unsuccessful.
Prescribed information	Personal information	We collect information within the tenancy agreement as it is required to complete our statutory obligations.	Necessary to comply with our legal obligations.	12 years if application successful, 6 months if unsuccessful.
Cancellation policy	Personal information	Should the cancellation policy apply we would retain the financial information provided as required by applicable regulations.	Necessary to comply with our legal obligations.	12 years if application successful, 6 months if unsuccessful.
Referencing and credit checks	Personal information including financial information	As a landlord, we carry out Right to Rent checks and other referencing and affordability checks. We are legally required to carry out these checks and may therefore collect/ receive Personal Data from third parties. We work with a third-party referencing agency to complete these checks. We will always consider your privacy rights and risks when we handle your Personal Data.	Necessary to comply with legal obligations. We also have legitimate interests in collecting and processing this information as landlord.	12 years if application successful, 6 months if unsuccessful.
Deposits	Personal information	We register deposits with the Tenancy Deposit Scheme (TDS). We are required under the Housing Act 2004 to protect deposits under such a scheme. We may record your personal information in relation to the TDS scheme.	Necessary to comply with our legal obligations under the Housing Act 2004.	12 years if application successful, 6 months if unsuccessful.
Phone communications	All telephone calls to Leaf Living offices are recorded.	Phone calls are recorded for the purposes of staff training and customer service improvement. Calls are also recorded for record keeping purposes.	Consent based	90 days

Appendix 2 – Information we collect from you once your tenancy has started

Document/ information	Type of personal data	Why we collect it	Lawful basis for processing	Data retention period
Pet information	Personal information including details about pets	In order to provide you with a service.	Necessary to provide you with a service.	12 years after end of tenancy.
Inventory report	Personal information	We record an inventory and meter readings at the beginning and end of your tenancy. We need this information to execute your tenancy agreement and comply with our obligations under law.	Necessary for the performance of a contract.	12 years after end of tenancy
Complaints procedure	Personal information including details of your complaint	Any information provided to us as part of the complaints procedure which you feel is relevant will be processed in order to deal with that complaint and retained for the duration of the tenancy or applicable regulations.	Necessary for the performance of a contract.	12 years after end of tenancy
Communication method	Personal information	We collect these details in order to communicate with you. These communications may relate to: Your tenancy agreement. Information concerning the wider estate or building Promotional materials with your consent.	Necessary for the performance of a contract. We have legitimate business interests. We have obtained your consent to receiving promotional communications.	12 years after end of tenancy
Phone communications	All telephone calls to Leaf Living offices are recorded.	Phone calls are recorded for the purposes of staff training and customer service improvement. Calls are also recorded for record keeping purposes.	Consent based	90 days

Appendix 3 – Information collected by third parties and shared with us

Third party provider	Type of information collected	Why we collect it	Lawful basis for processing	Data retention period
Third party organisations	Personal information	This information is collected to deliver coordinated services to tenants.	Necessary for the performance of contract.	12 years after end of tenancy