FREE LANDLORD GUIDES Start with the route you are considering: Route 1 — Supported Accommodation Route 2 — Temporary Accommodation Route 3 — Lease to an Operator

Privacy

Privacy Policy

Last reviewed: 20 October 2026

1. About this privacy notice

Supported Accommodation Systems (SAS) is the public-facing name of a UK landlord education and supported accommodation training service. This notice explains how personal information is used when you visit supportedaccommodationsystems.com, request a free guide, contact us, register for training, purchase a service, or enquire about or engage our proposed benefits advice, Housing Benefit, Universal Credit and tribunal appeal support services. The benefits sections apply if you enquire about or use those services.

Data controller: High Yield Property Management Limited, company number 10079813, registered in England and Wales. Registered office: Sophia House, 28 Cathedral Road, Cardiff CF11 9LJ. For privacy enquiries about SAS, use support@SupportedAccommodationSystems.com.

2. Information we collect

  • Contact information such as name, email address and information submitted in enquiries or guide requests.
  • For free-guide requests: the guide chosen, whether the email address has been verified, the verification date, optional marketing consent and limited anti-abuse information such as a protected hash of the request IP address.
  • Business-related information voluntarily provided, such as your property location, portfolio position, interests and training requirements.
  • Records of communications, preferences, requests and any education or training services you use.
  • Technical information, such as IP address, browser information and site usage or cookie data, where collected by our website tools.
  • Transaction information where you purchase a service, such as the product purchased, date, amount and order status. Payment details may be processed separately by the relevant payment service provider.

Property Match registrations: We may collect information about a property or required accommodation, including the general location, number of rooms, intended use, availability, preferences, organisation and contact details. We use it to assess potential compatibility and communicate about a possible introduction. We do not publish individual registration details as public property listings. Before disclosing identifying contact information or identifiable property information to another party, we will ask for permission to share the relevant details and explain with whom they would be shared. Submitting a Property Match form is not permission to add you to marketing lists.

Additional information for benefits and appeals enquiries: At first contact we ask for contact details, the benefit or housing-payment issue, the case stage and relevant deadlines. If you later instruct us and it is necessary for agreed work, case records may include benefit decisions and calculations, PIP and Work Capability Assessment materials, evidence for reconsiderations or First-tier Tribunal appeals, correspondence with DWP, local authorities or HM Courts & Tribunals Service, National Insurance numbers, financial and housing information, tenancy and rent records, overpayment notices, and authority-to-act records.

Sensitive information: Where genuinely needed for a particular PIP, LCW/LCWRA or appeal case, we may handle information about physical or mental health, disability, support needs and medical evidence. Such health information is special category data under UK GDPR. If other particularly sensitive data, including criminal-offence information, is relevant, we will assess separately whether collection and processing is lawful and necessary.

Sources: Information usually comes from you. With suitable authority and an appropriate legal basis, case information may also come from an authorised representative, landlord or provider, DWP, a local authority, a tribunal, or a health or other professional. We may also receive limited information about other individuals referred to in a case. We ask organisations and representatives not to disclose another person’s confidential information without the appropriate authority and legal basis.

3. Why we use your information

  • To send a requested free guide and respond to enquiries, including reasonable follow-up about the request.
  • To verify access to the email inbox provided when requesting a guide and help detect or restrict automated or abusive form submissions.
  • To administer services or training you have asked us to provide or purchase.
  • To assess whether we can assist with a benefits enquiry; where agreed, prepare claims, mandatory reconsiderations, revision requests, rent-payment applications, appeals, evidence schedules, submissions and associated correspondence, and manage deadlines and client instructions.
  • To check identity, authority to act, potential conflicts and case suitability, and keep appropriate records of advice, decisions, work performed, complaints and disputes.
  • To manage the security, functionality and performance of the website.
  • To send optional email marketing where permitted and to honour opt-out requests.
  • To keep records needed for accounting, legal obligations and dealing with complaints.

4. Lawful bases

Depending on the purpose, our lawful bases under Article 6 UK GDPR are: taking steps at your request before a contract or performing a contract (including agreed casework and training); legitimate interests in responding to enquiries, administering appropriate business records, managing conflicts and protecting website security, subject to your rights; compliance with legal obligations (including relevant financial and data-protection requirements); and consent where required for optional marketing or non-essential cookies. The appropriate lawful basis is assessed for each activity and may differ for information about third parties. Health and other special category data also requires a separate Article 9 condition, explained below. You can object to processing based on legitimate interests, subject to applicable law.

5. Health, disability and other special category information

Health, disability and some other sensitive details may be necessary to help prepare a PIP claim, a Work Capability Assessment, a reconsideration or an appeal. We will only request and use such information where it is relevant and necessary to the agreed purpose. As well as an Article 6 lawful basis, we must identify a valid condition under Article 9 UK GDPR before processing special category information.

Where we rely on explicit consent (Article 9(2)(a)), we will seek a separate, clear affirmative statement describing the health or other special category information and the specific casework purposes. Consent to contact you through an initial enquiry form is not explicit consent to process medical records. You may withdraw explicit consent by contacting us, although withdrawal does not make earlier lawful processing unlawful and may affect whether we can continue the service. Where genuinely relevant to establishing, exercising or defending legal claims, Article 9(2)(f) may apply instead. We assess the proper condition for each case and do not assume it applies to every benefits application.

Information collected for benefits casework is not used for unrelated marketing, advertising audience selection or the SAS landlord education mailing list unless a separate, valid basis and clear permission apply. We do not promise or determine DWP, local authority or tribunal outcomes.

6. Instructions, client authority and sharing case records

Before acting for an individual, landlord or provider, we may require proof of identity, evidence of entitlement to instruct us and a written authority where appropriate. A client authorisation to communicate with DWP, a council, HM Courts & Tribunals Service or another party is separate from, and does not replace, a valid UK GDPR lawful basis. Landlords, managing agents and accommodation providers should provide a tenant’s or claimant’s personal information only where they have a lawful basis and any necessary permissions or authority.

Where necessary for agreed casework, and with appropriate legal basis and authority, we may disclose relevant information to DWP, local authorities, HM Courts & Tribunals Service, appointed advisers or advocates, and other organisations that are properly involved in the matter. Some of these bodies act as independent data controllers. We may also use contracted hosting, form, email and document-handling suppliers, or share information where required by law or to establish, exercise or defend legal claims. We limit disclosure to what is necessary for the particular purpose. Personal data about residents supported by other organisations is not automatically shared with SAS simply because those organisations have a connection with the service.

7. Initial enquiries and safeguarding case information

Please do not put National Insurance numbers, full dates of birth, bank details, tenant names, diagnosis details, medical evidence, identity documents, decision letters or tribunal bundles into our general website enquiry forms or unsolicited ordinary emails. At first contact, give only an outline of the issue and any decision or appeal deadline. If we agree to assess or take on a case requiring sensitive documents, we will explain the arrangements for supplying them and the applicable service terms and case-specific privacy information before requesting the documents.

We aim to protect case information with measures appropriate to its sensitivity, including limiting access to people with a legitimate need, using suitable document-transfer and storage arrangements, reducing unnecessary copies and reviewing how information is handled. No online transmission is completely risk-free. If sensitive material is sent to us unexpectedly, we will assess what is necessary to retain, secure or delete. We will consider whether a data protection impact assessment is needed before introducing any higher-risk or large-scale sensitive-data processing.

8. Marketing choices

Optional email marketing is separate from requesting a free guide. Where consent is required, it is optional and may be withdrawn at any time. You can opt out using the unsubscribe facility in a marketing email, where available, or by contacting us. We may keep limited suppression records to respect unsubscribe requests.

9. Website providers, cookies and sharing

Information may be processed by suppliers providing website hosting, form handling, email communications, customer relationship management, analytics or payments, and disclosed where required by law. These suppliers are authorised to handle relevant information for their functions. We do not sell personal information. Some suppliers may process information outside the UK; where the UK GDPR requires safeguards, those transfers must be covered by an adequacy decision or an appropriate transfer mechanism. The website may use necessary cookies for operation and optional analytics or similar technologies, subject to any required consent. Please consult your browser controls and any website cookie settings.

Verified free-guide access: When you confirm a guide-request email address, SAS uses a secure, signed, strictly necessary browser cookie lasting up to 30 days so that you can access other free guides without repeating email verification on that browser. The cookie is not used for advertising. We record the guide downloaded and download date against the associated verified guide request for service administration and to understand resource usage; these individual download records are automatically deleted after 12 months. Clearing cookies or changing browser or device requires verification again. Accessing additional guides does not change your optional marketing-consent choice.

10. How long we keep information

Enquiry and guide-request details are kept for the time reasonably needed to answer requests, maintain useful correspondence and handle follow-up enquiries, then reviewed for deletion when no longer required. Under the new verified free-guide process, requests that have not completed email verification are normally deleted automatically after seven days. Verified requests are retained for appropriate delivery, service and record-keeping purposes, subject to review. Marketing contact details are retained while you remain subscribed; a minimal suppression record may be retained after opting out. Records of purchases, invoices or contracts are held for periods required by applicable accounting, tax or legal obligations. Website security and technical logs are retained for an appropriate operational period. We review records and delete or anonymise them when they are no longer needed.

Benefits and appeals records: If you only make an enquiry, we keep enough information to respond, assess whether we can help and deal with necessary follow-up, then delete or anonymise it when no longer needed. If you become a client, necessary instructions, correspondence, evidence and submissions are retained for the duration of the matter and afterwards only so far as justified by legal, contractual, professional, safeguarding, complaint-handling or potential legal-claim requirements. Relevant invoices and accounting records are retained for applicable statutory periods. We consider the nature and sensitivity of each record, the reason it was collected and the applicable limitation or statutory periods; we do not keep medical or benefits documents indefinitely by default. You may request details of the retention approach for your particular case using the privacy contact above.

11. Your rights

Under UK data protection law, you may have rights to access, correct or erase your personal data; restrict or object to some processing; request portability where applicable; and withdraw consent where relied upon. Rights are not absolute and may be limited where information must lawfully be retained, for example for legal claims or statutory obligations. We may verify your identity before dealing with a request. You may complain to the Information Commissioner’s Office (ICO). Contact support@SupportedAccommodationSystems.com to make a request.

12. Changes to this notice

We may update this notice to reflect changes to our services, website tools or legal requirements. The latest published version will appear on this page.