Privacy Policy

Last updated: 10 September 2026

Who we are

Calbra Sourcing Limited (company number 17380941, registered office 124 City Road, London, England, EC1V 2NX) is the data controller for the personal information described in this policy. We are registered with the Information Commissioner’s Office (ICO) under registration number ZC243502.

Questions about this policy, or about your data, should go to Inquiries@calbrahomes.com.

Who this policy applies to

• Landlords and letting agents who enquire with us, or whose property details we collect from public listings and then contact.
• Operators and investors who give us a brief or become clients.
• Visitors to this website.
• Anyone who contacts us by email, phone, WhatsApp or through a booking link.

What we collect and where it comes from

From you directly — when you fill in a form on this site, book a call, message us on WhatsApp, email us, or speak to us on the phone: your name, phone number, email address, and what you tell us about your property or your requirements (for example address, number of bedrooms, asking rent, areas of interest, budget and timing).

From public sources — if you have advertised a property to let on a public platform (for example OpenRent, SpareRoom, Rightmove, Zoopla or Gumtree), we may collect the details shown in that listing, including the property address or area, the rent, the description and any contact details you have published, so that we can contact you about that property.

From our operators and clients — if an operator or investor tells us about a property or a landlord they would like us to approach.

Automatically from this website — technical data such as your IP address, browser type, the pages you visit and how you got to the site. See our Cookie Policy for details.

Call recordings — we may record calls with landlords and operators for training and to keep an accurate record of what was discussed. We will tell you at the start of the call if it is being recorded.

We do not knowingly collect information from anyone under 18.

Why we use your information and our lawful basis

We use your information to contact you about a property you have advertised, assess whether it suits a company let, and introduce landlords to operators (and vice versa) — this is based on our legitimate interests in running an introduction business, or on the steps needed to set up a contract you have asked us to arrange. Once you are a client, we use your information to deliver our service under that contract. We may keep in touch about future opportunities on the same legitimate interests basis (individuals can opt out at any time), and we record and keep notes of calls for the same reason.

We run and improve this website, and comply with our legal and accounting obligations, on the basis of our legitimate interests and legal obligations respectively. Cookies for analytics and advertising are only set with your consent — see our Cookie Policy. Where we rely on legitimate interests, we have checked that our interests do not override your rights, and you can object at any time — see “Your rights” below.

Marketing

If you are an individual (for example a private landlord), we will only send you marketing by email, SMS or WhatsApp with your consent, or where you have enquired about our service and have not opted out. If you are a business, we may contact you about our services where we think they are relevant to you. Every message we send will tell you how to stop further messages, and you can opt out at any time by replying or emailing Inquiries@calbrahomes.com.

Who we share your information with

• Operators and investors. When we introduce a landlord to an operator, we share the property details and the landlord’s name and contact details with that operator, so they can arrange a viewing and discuss terms. We only share with operators we are actively introducing. We do not publish landlord details to open lists or groups.
• Landlords. When we introduce an operator to a landlord, we share the operator’s business name and contact details with the landlord.
• Service providers who help us run the business, acting on our instructions: our CRM and database provider (Notion), Google (Workspace, Drive, Analytics and Ads), Meta (WhatsApp Business, Instagram, Facebook and advertising), our booking tool (Calendly), call recording and transcription tools (Loom and Fathom), our automation tools (Zapier, n8n), our form provider (Jotform), our messaging and telephony providers, and our website hosting and development agency.
• Professional advisers — accountants, solicitors and insurers where needed.
• Authorities — where the law requires it, or to protect our legal rights.

We do not sell your information.

International transfers

Some of the providers above store or process data outside the UK, including in the United States. Where that happens we make sure appropriate safeguards are in place, such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or a UK adequacy decision (including the UK-US Data Bridge where the provider is certified).

How long we keep your information

• Enquiries that do not lead to an introduction: up to 24 months from our last contact, so we can get back in touch if a property becomes available or a brief changes.
• Landlords and operators we have introduced: for the length of our relationship and then 6 years, because our client agreements include obligations that last that long and we may need the records for legal reasons.
• Call recordings and transcripts: up to 12 months, unless they relate to a completed introduction, in which case they are kept with that file.
• Website analytics data: as set out in our Cookie Policy.
• Accounting records: 6 years, as the law requires.

If you ask us to stop contacting you, we keep the minimum needed to make sure we honour that request.

How we keep your information safe

We use reputable cloud providers with access controls, two-factor authentication and encrypted connections. Access is limited to team members who need it for their role. No system is completely secure, so we cannot guarantee security, but we take reasonable steps to protect your data and we will tell you and the ICO if there is a breach that affects you and the law requires it.

Your rights

Under UK data protection law you can ask us to:

• tell you what information we hold about you and give you a copy;
• correct anything that is wrong;
• delete your information;
• stop using your information, or limit how we use it;
• give you your information in a portable format;
• stop sending you marketing;
• stop processing based on legitimate interests, where your situation gives you grounds to object.

To use any of these rights, email Inquiries@calbrahomes.com. We will respond within one month. We may ask you to confirm your identity first.

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed. Significant changes will be flagged on the website.