Privacy Policy

1. Who We Are

This Privacy Policy describes how Hoxha Rentals LLC collects, uses, keeps and protects information in the course of running a rental management practice. The practice is operated by the developer and office team known as Hoxha Rentals and is registered under the business name Hoxha Rentals LLC. The company operates from its porch office at the following address, and all written correspondence about privacy matters should be sent to the postal address or the email address shown in this paragraph and repeated at the end of this document.

The practice works in computer systems design and related services within the professional, scientific and technical services sector, and it applies the same record discipline to tenancy paperwork that a systems team would apply to an operational environment. This means the company keeps structured records, uses consistent identifiers, and retires superseded documents rather than deleting them. The privacy commitments in this document describe how that habit of care extends to the personal information of tenants, owners, prospects and visitors.

The company is the controller of the personal information that it collects for its own rental management purposes. Where the company acts on written instructions from an owner and does not decide the purpose of the processing, the company treats itself as a processor for that specific work and follows the owner written direction within the limits of applicable law. This distinction matters because it determines who answers a request from a tenant, and the company will always tell a person which role it is acting in when a question arises.

2. Scope of This Policy

This policy applies to the website published at hoxharentals.buzz and to all information that the company handles in the ordinary course of rental management, whether that information arrives across the porch table, by telephone, by email, through a written note, or through a document handed over at move-in or renewal. It does not apply to websites operated by other businesses, to portals run by banks or utility companies, or to any service that the company does not control.

The policy is written for the practical reader rather than the lawyer. Each section explains what the company does, why it does it, and what a person can ask for. Where the company relies on a legal basis for processing, the basis is named plainly. Where a practice might surprise a reader, the practice is described in advance rather than hidden in a summary.

Some information that the company handles is not personal information at all. For example, the company keeps unit condition reports, building rules, floor plans and maintenance schedules. Those records are still protected because they often sit alongside personal details, but this policy focuses on information that can identify a person, a household or a tenancy.

3. Information We Collect

The company collects information that a person gives directly, information that is created as part of managing a tenancy, and a limited amount of technical information generated when the website is visited. The categories below describe the ordinary range. The company does not collect more than it needs for a stated purpose, and it does not buy personal information from data brokers.

Information provided directly

• Names, postal addresses, email addresses and telephone numbers of tenants, owners, prospects and guarantors.
• Identity details needed to prepare a lease sheet, such as the name on a government issued document and the date on which it was checked.
• Household details volunteered during a showing or a renewal sitting, including the number of occupants and any accessibility need that affects a move.
• Payment references and deposit confirmations, where these are shared to evidence a transfer rather than to store a card number.
• The content of messages sent through the contact form, by email, by telephone or across the porch table.

Information created during management

• Lease sheet records, including clause notes, agreed terms and signature dates.
• Tenant note entries, including the date reported, a description of the matter and the resolution.
• Showing notes, including the units visited and the questions raised.
• Move-in pages, including the reserved window and the documents presented.
• Inspection round records, including dated photographs labelled with a unit reference.
• Renewal sitting pages, including the terms discussed and the outcome.

Technical information

When a person visits the website, the hosting service may record standard technical details such as the browser type, the operating system family, the approximate region derived from an internet address, and the pages requested. The company uses that information to keep the website working and to understand whether a page is reaching readers. The company does not build advertising profiles from it.

4. Lease Desk Records

The lease sheet is the anchor of the company record. Each sheet carries a reference, the names of the parties, the rent and deposit terms, the dates that govern the tenancy, and the special terms that have been agreed. Preparing a sheet involves collecting the identifiers that a tenancy requires and checking them against source documents. The company keeps a note of which document was checked and on what date, because that note is what allows a future reader to trust the record without repeating the check.

Lease sheets contain personal information and are treated as sensitive business records. They are kept in a locked cabinet at the porch office and in a controlled digital folder that only the desk team can open. When a sheet is superseded by a renewal, the old sheet is marked as superseded rather than destroyed, because the history of a tenancy is part of the evidence that protects both parties. Access to superseded sheets is limited to the same desk team.

The company does not reveal the content of a lease sheet to a third party without the consent of the parties, except where disclosure is needed to perform the tenancy, to pursue a legitimate legal claim, or to comply with a legal obligation. Where an owner asks to see a sheet for a unit the owner controls, that request is honoured within the role of the company as manager of the property.

5. Tenant Notes

Tenant notes record the ordinary life of a tenancy. A note may describe a repair request, a question about parking, a concern about noise, or a simple request to confirm a date. Each entry records the date, the unit, the person who reported the matter, the description given at the time, and the owner of the fix. Notes are kept in sequence so that a recurring fault can be recognised and addressed as a pattern rather than as a series of separate surprises.

The company keeps tenant notes for the length of the tenancy and for a reasonable period afterwards. A note that led to a repair may be relevant to a deposit discussion, to a warranty claim, or to an insurance question, so it is kept in the same file as the inspection rounds rather than discarded once the tradesperson has reported the work complete. The company treats the description supplied by the tenant with respect and does not rewrite it to make the record tidier than the experience.

A note may name a neighbour or another resident. The company handles such a note with particular care: it records only what is needed to understand the issue, it does not circulate the note beyond the people who need it, and it avoids retelling the substance of a complaint in casual conversation. Where a note concerns safety, the company may need to act quickly and to inform the owner or a relevant authority, and it will say so to the person who raised the matter.

6. Showings and Visit Records

A showing is a short appointment during which a prospect views a unit and asks questions. The company keeps a showing note for each run, which records the units visited, the date, the name of the contact and the questions raised. The note helps the company answer follow-up questions accurately and helps the owner understand what the market is asking. The company does not record the content of a showing as a transcript, and it does not keep background information about a prospect beyond what is needed for the letting decision.

When a prospect requests a showing, the company collects a name, a telephone number or email address, and the preferred window. That information is used to confirm the appointment and to send the door code and the parking note. If a prospect does not proceed, the company keeps the appointment record only for the short period needed to close the file, and then removes the contact details unless there is a legal reason to keep them.

Visitors to the porch office are received at the address given above. A visitor who comes for a review or a sitting will be asked for a name for the appointment record. A visitor who prefers not to give a name may still be helped, but the company may ask for a contact detail so that it can follow up on any document handed over.

7. Move-in Windows and Inspection Rounds

A move-in window generates a short set of records: the reserved hours, the documents presented, the condition note made at handover and the signature that acknowledges the key transfer. These records protect the tenant as much as the owner, because they establish the condition of the unit on the day the tenancy began. The company keeps them with the lease sheet so that they can be read together at the end of the tenancy.

Inspection rounds produce dated photographs and a written summary. Photographs are labelled with a unit reference and stored beside the round note, not in a general photo library. The company avoids capturing personal possessions more than is necessary to describe the condition of a room, and it does not publish inspection photographs. A tenant may ask to see the photographs that relate to the tenant unit, and the company will provide them unless doing so would reveal information about another person.

The company may share a round summary with a trade asked to price a repair, with an owner deciding on a budget, or with an insurer handling a claim. In each case the company shares only the part of the summary that the recipient needs and keeps a note of what was shared and when.

8. Renewal Sitting Records

A renewal sitting is a conversation, and the company records the outcome rather than the dialogue. The record states the terms that were discussed, the changes that were agreed, the date of the sitting and the page that both parties received. The company does not make a secret recording of a sitting and does not use transcription tools on a conversation in the porch office.

Where a tenant decides not to renew, the company records the stated reason in general terms so that the owner can improve the property or the practice. That note does not name the tenant in any summary shared outside the desk, and it is kept with the same care as the rest of the file. If a tenant asks that a particular comment not be recorded, the company will respect that request where the comment is not needed for a legal or safety purpose.

9. Information Collected Through the Website

The website is a plain informational site. It does not create an account, it does not process a payment, and the contact form does not transmit a message through the website server. When a person submits the contact form, the page prepares an email in the visitor own mail application, and the visitor sends that email from a mailbox the visitor controls. The company therefore receives only the email that the visitor chooses to send, and the company does not see a copy of a draft that the visitor decides not to send.

The website loads a small style sheet and a small script from the same domain. It does not load an advertising network, a social media tracker or a third party analytics product. The hosting provider may keep standard access logs for security and reliability, including the internet address that made a request and the time of the request. Those logs are used to prevent abuse and to diagnose faults, and they are not used to build a profile of a reader.

A person who emails the company creates a record in the company mailbox. That email is handled like any other business correspondence: it is read by the desk team, it is answered, and it is kept while it remains relevant to an open matter. A person who prefers a telephone conversation may call the number given in this policy instead of writing.

10. Cookies and Similar Technologies

The website does not set an advertising cookie, a cross site tracking pixel or a persistent identifier for marketing purposes. A hosting service may set a strictly necessary cookie to protect a form against automated abuse or to remember a technical setting for the duration of a visit. Such a cookie is used only to deliver the page safely and is not shared for advertising.

If the hosting provider later changes the default configuration and a new cookie becomes necessary for security, the company will describe it in this policy before it is relied upon. A reader who wishes to block all cookies can do so in the browser settings. The informational pages of this website are designed to remain readable without cookies, and a blocked cookie will not prevent a visitor from reading the policy or finding the contact details.

11. How We Use Information

The company uses personal information for the purposes that a rental management practice must serve. Each purpose below is specific and is tied to a record that the company can point to if asked.

• To prepare, review and store lease sheets, and to keep the terms of a tenancy in one place.
• To arrange showings, confirm appointments and record the questions raised by a prospect.
• To log tenant notes, assign an owner of the fix and review the note until it is settled.
• To reserve move-in windows, issue the move-in page and confirm the key transfer.
• To carry out inspection rounds, label photographs and prepare a plain-language summary.
• To book renewal sittings, record the agreed terms and issue one page to both parties.
• To answer questions about a unit, a rule or a document, whether asked in person, by telephone or by email.
• To meet accounting, insurance, audit and legal obligations that apply to the business.
• To keep the website and the desk records secure and to detect misuse.

The company does not sell personal information. The company does not share a tenant list with a marketing partner, and it does not use a tenancy record to build an audience for advertising. Information is used to run the practice, to serve the people in the record, and to satisfy the obligations that come with managing property.

12. Legal Bases for Processing

Where data protection law requires a legal basis, the company relies on the following grounds. The performance of a contract covers the processing needed to prepare a lease sheet, manage a tenancy, run a showing or complete a move-in. Legitimate interests cover the operation of a small business that must keep accurate records, protect property and respond to reasonable enquiries, balanced against the rights of the people concerned. Legal obligation covers records that must be kept for tax, accounting, insurance or dispute purposes. Consent covers optional communication, such as a request to be told about a future vacancy, and may be withdrawn at any time.

Where the company processes sensitive information, such as an accessibility need that affects a move, it does so only because the information is needed to provide the service safely and with dignity, and access is limited to the desk team coordinating the move. A person may ask the company to explain which legal basis applies to a particular record, and the company will answer in plain language.

13. When We Share Information

The company shares personal information only when there is a clear need. The categories of recipient are limited, and each category receives only the part of a record that the task requires.

• Owners of the property, who receive the summaries needed to make decisions about a unit.
• Licensed trades and contractors asked to repair or maintain a property, who receive the note relevant to the work.
• Utility companies, building managers and insurers, where a move-in, a claim or a handover requires a detail.
• Professional advisers, such as an accountant or a lawyer, where advice is needed on a specific matter.
• A court, regulator or law enforcement body, where the company is legally required to respond.

When the company shares information, it keeps a note of what was shared, with whom and on what date. A tenant who wants to know whether a particular detail was shared can ask, and the company will explain the reason unless a legal restriction prevents disclosure.

14. Service Providers and Trades

The company works with a small number of service providers: a hosting service for the website, a mailbox provider for email, a bookkeeper for ordinary accounts, and a roster of licensed trades for repairs. Each provider is chosen for reliability and is asked to handle information only for the purpose for which it was engaged. The company does not use a provider that reserves the right to use a tenant record for its own marketing.

A trade that visits a property receives the unit reference and the description of the task. The trade is asked to report completion and any new finding to the desk rather than to the tenant directly, so that the record stays in one place. Where a trade must speak to a tenant to arrange access, the trade is told to keep the conversation to the appointment and not to discuss other matters. This is a practical safeguard that keeps private details inside the desk.

15. How Long We Keep Records

The company keeps records for as long as they serve a purpose. A lease sheet and the related move-in and inspection records are kept for the length of the tenancy and for a period afterwards that is long enough to answer a deposit question, a warranty claim or an insurance enquiry. Tenant notes follow the same rule when they relate to a repair or a condition finding.

Showing notes and prospect contact details are kept only for the short period needed to close the letting file. Enquiry emails that do not lead to a tenancy are kept while the question is open and for a reasonable short period afterwards, then removed. Accounting records are kept for the period required by tax and company law. When a retention period ends, the company reviews the file and removes the personal content while keeping any statistical or property record that does not identify a person.

A person may ask the company whether a particular record is still held and, where it is, for how long it is expected to remain. The company answers such questions directly and does not require a formal letter.

16. How We Protect Records

The porch office is a working space with a lockable cabinet for paper records and a controlled digital folder for electronic files. Access to the folder is limited to the desk team, and a departing team member loses access on the day of departure. Paper records are returned to the cabinet at the end of each working day, and a document is not left on the porch table overnight.

Electronic records are protected by a strong password, a second verification step where the provider supports one, and regular backup copies kept in a separate location. The company tests that it can restore a backup rather than assuming that a backup is useful. Device operating systems are updated promptly, and a lost device is reported and locked on the same day.

No system is perfect, and the company does not promise absolute security. If a breach occurs that is likely to affect a person, the company will notify the affected people without undue delay, describe what happened in plain language, and explain what it has done to reduce the risk. The company will also notify a relevant authority where the law requires it.

17. Your Choices and Rights

A person whose information the company holds may ask for several things. The company will honour a reasonable request within a reasonable time and will not charge a fee unless a request is clearly excessive. The rights below apply subject to the legal obligations that require the company to keep certain records.

• The right to be told what information the company holds about you and why.
• The right to receive a copy of the personal information held about you.
• The right to ask for a correction where a detail is inaccurate or out of date.
• The right to ask for a record to be deleted where there is no longer a legal reason to keep it.
• The right to object to a particular use, including a use based on legitimate interests.
• The right to withdraw consent for optional communication at any time.
• The right to complain to a data protection authority if a concern is not resolved.

To make a request, write to rentals@hoxharentals.buzz with the heading Privacy Request and describe the record or the matter. The company may ask for enough information to confirm identity before releasing a record, because it will not hand a tenancy file to a person who has not shown that the file is theirs. The company will explain any part of a request it cannot meet and the reason for that limit.

18. Privacy for Children

The company service is intended for adults who enter into a tenancy or who own a property. The website is not directed at children, and the company does not knowingly collect information from a child through the website. A lease sheet may name the occupants of a unit, including a child, because a tenancy record must describe who lives in the home. That information is collected from the adult tenant and is kept only as part of the tenancy file.

If a parent or guardian believes that a child has sent information to the company without adult involvement, they should write to the company and it will remove the information promptly. The company asks that a child not use the contact form or send an email about a private matter. Where a renewal sitting involves a household with children, the company keeps the conversation appropriate to the setting and does not record details that are not needed for the tenancy.

19. Third Party Websites

This website may link to a utility company, a bank or another resource that a tenant or owner finds useful. Those sites are run by other organisations, and the company does not control their privacy practices. A person who follows a link leaves the company site and should read the privacy notice of the site that they reach. The company does not receive a record of a page that a visitor opens on another website.

The company does not endorse a third party privacy practice by linking to it, and it does not place a tracker on a page that would follow a visitor after that visitor leaves. Any suggestion that a link implies a shared data practice is mistaken, and the company will correct such an impression if it becomes aware of one.

20. Changes to This Policy

The company reviews this policy at least once a year and whenever a practice changes in a way that affects how personal information is handled. A material change is described at the top of this page with a new effective date, and the previous version is kept in the legal folder at the desk so that a reader can see what changed. The company does not apply a new practice retroactively to a record that was collected under a different description without telling the people concerned.

Where a change is significant and the company holds a current email address for a person who may be affected, the company will send a short notice that names the change and links to this page. A person who does not wish to receive such notices may ask to be contacted only about an active tenancy, and the company will respect that request while still meeting any legal duty to inform.

21. How to Reach Us

Questions about this policy, a request about a record, or a concern about how information has been handled should be sent to the porch desk. The company prefers a written note because it keeps a dated record, and it aims to acknowledge every privacy message within two working days and to give a substantive answer within a reasonable period after that.

A person who is not satisfied with the response may raise the matter with the data protection authority that covers their region. The company will cooperate with a regulator that examines a complaint and will explain its record-keeping practice in full. The company would rather resolve a concern directly and early, and it treats a privacy question as a normal part of running a careful desk rather than as a nuisance.