Privacy Policy

Contact forms on our website when you request information or services.

Email and phone communications when you get in touch with us.

Property inspections and assessments when we evaluate your property.

Tenant applications and reference checks during the tenant sourcing process.

Cookies and website analytics tools that track how you use our website.

Third-party references and background checks from credit agencies and previous landlords.

Providing property management services, including guaranteed rent and property maintenance.

Processing guaranteed rent payments and managing financial transactions.

Marketing your property and sourcing suitable tenants.

Compliance with legal obligations, including gas safety certificates, licensing requirements, and right to rent checks.

Communication about your property, including updates, maintenance schedules, and important notices.

Improving our services and website functionality.

Legal and regulatory compliance, including tax reporting and record-keeping requirements.

Contractual necessity: We process your data to fulfill our property management agreement with you.

Legal obligation: We must process certain data to comply with laws, such as gas safety certificates and right to rent checks.

Legitimate interests: We process data to deliver our services effectively, prevent fraud, and improve our business.

Consent: For marketing communications, we will only contact you if you have given your consent.

We share information with contractors and service providers, including Gas Safe engineers, plumbers, electricians, and other tradespeople necessary for property maintenance.

We share information with legal and regulatory bodies when required by law, such as local councils for licensing or HMRC for tax purposes.

We share information with payment processors and banks to facilitate rent payments.

We share information with professional advisors, such as solicitors or accountants, when necessary for service delivery.

We only share the minimum information necessary and ensure all third parties handle your data securely and in accordance with data protection laws.

Your data is stored and processed within the UK and European Economic Area (EEA).

We do not routinely transfer your data outside the UK/EEA. If we need to do so in the future, we will ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the European Commission.

Property owner data: We retain your data for the duration of our management contract plus 6 years for tax and legal requirements.

Tenant data: We retain tenant data as required by law, typically for the duration of the tenancy plus 6 years.

Financial records: We retain financial records for a minimum of 6 years as required by HMRC.

When data is no longer needed, we will securely delete or anonymize it in accordance with our data retention policy.

Right to access: You can request a copy of the personal data we hold about you.

Right to rectification: You can ask us to correct any inaccurate or incomplete data.

Right to erasure: You can request that we delete your data in certain circumstances ("right to be forgotten").

Right to restrict processing: You can ask us to limit how we use your data in certain situations.

Right to data portability: You can request a copy of your data in a machine-readable format.

Right to object: You can object to certain types of processing, such as direct marketing.

Rights related to automated decision-making: You have rights regarding any automated decisions we make about you.

To exercise any of these rights, please contact us through our website contact form or email.

We use technical measures to protect your data, including encryption, secure servers, and secure data transmission.

We use organizational measures to protect your data, including staff training, access controls, and regular security reviews.

In the unlikely event of a data breach, we will notify you and the ICO within 72 hours if the breach poses a risk to your rights and freedoms.

We use essential cookies that are necessary for our website to function properly.

We use analytics cookies to understand how visitors use our website and improve our services.

We may use marketing cookies to show you relevant content, but only with your consent.

You can control cookies through your browser settings. However, disabling essential cookies may affect website functionality.

We use third-party services like Google Analytics to track website usage. These services have their own privacy policies.

Our website may contain links to external websites operated by third parties.

We are not responsible for the privacy practices of these external websites.

We encourage you to read the privacy policies of any external websites you visit.

Our services are not directed at children under 18 years of age.

We do not knowingly collect personal information from children under 18.

If you believe we have collected information from a child under 18, please contact us immediately.

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements.

We will notify you of significant changes by email or through a notice on our website.

The "Last Updated" date at the top of this policy indicates when it was last revised.

We encourage you to review this policy periodically to stay informed about how we protect your data.

If you have questions about this Privacy Policy or how we handle your data, please contact us through our website contact form.

If you have a complaint about how we have handled your personal data, please contact us first, and we will do our best to resolve the issue.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you are not satisfied with how we have handled your data.

You can contact the ICO at: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, or visit ico.org.uk.