This Privacy Policy explains how Tenant Select, a trading name of Selectwise Ltd, collects and uses personal information. Tenant Select provides structured applicant interview and reporting services for landlords and their authorised representatives.

1. Who we are

Tenant Select is a trading name of Selectwise Ltd, a company registered in England and Wales.

• Company number: 17156170

• Registered office: 82A James Carter Road, Mildenhall, IP28 7DE

• Contact: Please use our Contact page.

In this Policy, “Tenant Select”, “we”, “us” and “our” means Selectwise Ltd trading as Tenant Select.

2. Who this Policy applies to

This Policy applies to people whose personal information we process, including:

• Clients who order, receive or use our services;

• tenant applicants invited to complete interviews;

• website visitors; and

• people who contact us.

For information aimed specifically at tenant applicants completing an interview, please also see our Applicant Notice.

3. Personal information we collect

We may collect and use personal information including:

• names and contact details;

• property or tenancy application details;

• order, billing and payment-related information;

• applicant interview invitations and completion information;

• applicant video and/or audio responses;

• applicant interview transcripts and answers;

• reports, summaries, key points and supporting detail prepared from applicant responses;

• messages and enquiries sent to us;

• website, device, cookie and analytics information; and

• other information provided to us in connection with our services.

We do not usually need highly personal or sensitive information. Applicants are asked to avoid sharing sensitive information unless they feel it is directly relevant and are comfortable with it being shared with the landlord or authorised representative.

4. How we use personal information

We may use personal information to:

• provide and manage our services;

• set up applicant interviews;

• send interview invitations;

• record, transcribe, review and organise applicant responses;

• prepare reports for Clients;

• communicate with Clients and applicants;

• process payments and manage orders;

• handle questions, support requests, refunds and complaints;

• operate, secure and improve our website and services;

• keep business, accounting and legal records;

• comply with legal obligations; and

• protect our rights, users and services.

5. Legal reasons for using personal information

We only use personal information where we have a lawful basis to do so. Depending on the circumstances, this may include:

• performing a contract or taking steps connected with a contract;

• our legitimate interests in providing, managing, improving and protecting our services;

• complying with legal obligations;

• consent, where required; and

• establishing, exercising or defending legal rights where necessary.

6. Applicant interview information

Where a Client asks us to invite an applicant to complete an interview, we may process the applicant’s name, contact details, interview responses, recordings, transcripts and related information.

Applicant responses may be used to prepare a report for the Client. The report may include summaries, key points, supporting detail, comparison points, response indicators and/or transcribed responses.

The Client may use the report to support their own tenancy application decision-making. Tenant Select does not make the final tenancy decision and does not carry out referencing, affordability checks, right-to-rent checks, ID checks or legal checks unless expressly stated.

7. Sharing personal information

We may share personal information with:

• Clients who order or receive our reports;

• landlords, letting agents, managing agents, property managers or other authorised representatives involved in the relevant tenancy application;

• specialist technology providers who help us operate our interview, transcription, reporting, website, email, payment and support systems;

• payment processors and professional advisers;

• insurers, regulators, authorities, courts or law enforcement where required or appropriate; and

• other parties where needed to provide our services, comply with the law or protect our rights.

We do not sell personal information.

8. Third-party providers

We use third-party providers to help us deliver our services. This may include providers for online interviews, transcription, payments, website hosting, analytics, email and customer support. Where appropriate, these providers process personal information for us or in connection with our services.

9. How long we keep personal information

We keep personal information only for as long as reasonably necessary. How long we keep information depends on factors such as:

• the type of information;

• the reason it was collected;

• the stage and status of the tenancy application;

• whether the information is needed for service delivery, records, complaints, accounting, legal or business purposes;

• any legal or regulatory requirements; and

• whether the information is still needed to protect our rights or resolve a dispute.

When information is no longer needed, we will delete, anonymise or securely dispose of it where appropriate.

10. Cookies and website information

Our website may use cookies and similar technologies to help it work properly, understand how it is used and improve our services. For more information, please see our Cookie Policy.

11. Your rights

You may have rights under data protection law, including rights to request access to your personal information, correction, deletion, restriction, objection or data portability. These rights do not apply in every situation.

To contact us about your personal information, please use our Contact page. You also have the right to complain to the UK Information Commissioner’s Office.

12. Security

We take reasonable steps to protect personal information. However, no online service, website or email system can be guaranteed to be completely secure.

13. Changes to this Policy

We may update this Privacy Policy from time to time. The latest version will be posted on our website.