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Draft dated 5 September 2026

Privacy notice

This notice explains the proposed handling of applicant, advertiser, payment and case information in the Dynasty Accommodations search system.

Pilot notice: this document is an operational draft for private review. Payment collection remains disabled until Dynasty Accommodations has approved the final wording and completed the required legal and compliance checks.

1. Who controls the information

Dynasty Accommodations is responsible for deciding how personal information in this service is used. Questions can be sent to Book@dynastyaccommodation.com or by WhatsApp to 07498 225517.

2. Information collected

  • Name, email address, telephone number and unique case reference.
  • Household size, accommodation requirements, preferred areas, budget, moving date and resident-landlord preference.
  • Income-source categories, pets and optional property or accessibility requirements.
  • Shortlisted adverts, viewing selections, requested appointment times, offers, viewing feedback, progress updates and support messages.
  • Account profiles and whether you are looking to rent, a landlord or an agent; property, maintenance and partnership enquiries.
  • Reported payment details and an optional payment-receipt image.
  • Advertiser contact information and the source URL recorded by authorised staff.
  • System records showing when terms were accepted and actions were taken.

Applicants should describe the property feature they require rather than providing medical diagnoses. Copies of identity documents, bank statements or Right to Rent evidence are not requested through the initial search form.

3. Why the information is used

  • To respond to a search request and perform the requested service.
  • To arrange requested viewings, communicate appointment decisions and review offers.
  • To compare stated requirements with suitable available rental options.
  • To prepare a shortlist and release contacts after authorised payment verification.
  • To maintain case history, follow up on outcomes and respond to urgent support requests.
  • To maintain security, prevent fraud, resolve disputes and meet legal obligations.

The service does not use household composition or benefit income to exclude applicants unlawfully. No decision with a legal or similarly significant effect is intended to be made solely by automated means. A human reviews matches and reported payments.

4. Who receives information

Information may be accessed by authorised Dynasty staff and technology suppliers used to host and operate the service. Only the minimum relevant applicant information should be shared with a selected property provider, and only when necessary to arrange a viewing or after the renter has authorised Dynasty to progress an offer. Applicant information is not sold as a marketing list.

Postcodes.io receives the search-centre and property postcodes to calculate an approximate straight-line search radius. This lookup does not send your name, contact details, budget or case reference. A postcode-centre distance is not a walking or driving distance.

If you choose “Check journey times”, TfL receives the destination coordinates you selected and approximate coordinates of the public properties being checked, without your name or contact details. Estimates depend on departure time and current service information.

5. How long information is kept

Active cases are retained while the search and any resulting dispute remain open. Closed applicant cases should ordinarily be reviewed for deletion or anonymisation after 24 months unless a longer period is required for a legal claim, accounting or regulatory obligation. Advertiser records are periodically rechecked and contact details removed when they are no longer relevant or appropriate to retain.

6. Security

Customer and staff dashboards are protected by sign-in, and each customer case is restricted to the matching account or an authorised Dynasty administrator. Payment receipts are stored separately from the searchable case data. Access and important actions are logged. No online system is completely risk-free, so unnecessary documents should not be uploaded.

7. Individual rights

Depending on the circumstances, a person may ask for access, correction, deletion, restriction, objection or transfer of their personal information. Requests should include the case reference and be sent to Book@dynastyaccommodation.com. A person may also complain to the UK Information Commissioner’s Office.

8. Changes

This notice will be updated before the pilot becomes a live paid service and whenever the uses of personal information materially change.