Privacy Policy

At Property Management Company, we are committed to protecting your privacy and ensuring the security of your personal data. This Privacy Policy outlines how we collect, use, store, and safeguard your information when you visit our website or use our property management services in London.

Information We Collect

We may collect and process the following types of personal data:

  • Full name, phone number, and email address
  • Property details (for landlords, tenants, and applicants)
  • Financial and payment information for rent or deposits
  • Tenancy history and reference data
  • IP address, browser type, and device data (via cookies)

How We Use Your Information

Your data may be used for the following purposes:

  • To provide property management and letting services
  • To respond to enquiries, requests, and complaints
  • To process applications, contracts, and tenancy agreements
  • To carry out tenant referencing and landlord verification
  • To send updates, alerts, or legally required communications
  • To improve the performance and usability of our website

Legal Basis for Processing

Under UK GDPR, we process personal data on the following legal grounds:

  • Consent – When you submit forms or opt in for communication
  • Contractual necessity – To fulfil agreements with landlords or tenants
  • Legal obligation – To comply with property laws or regulatory duties
  • Legitimate interests – To manage and grow our property services

Data Sharing and Disclosure

We do not sell your data. We may share your data with:

  • Service providers (e.g., tenant referencing, maintenance teams)
  • Legal or regulatory authorities, as required by law
  • Payment processors or tenancy platforms used in service delivery

All third parties are required to maintain data confidentiality and process your information in compliance with data protection laws.

Data Retention

We only retain personal data for as long as necessary to:

  • Fulfil contractual or legal obligations
  • Maintain accurate property records
  • Resolve disputes or enforce agreements
  • Meet regulatory or financial reporting requirements

When no longer needed, data is securely deleted or anonymised.

Your Rights Under GDPR

As a data subject in the United Kingdom, you have the right to:

  • Access the personal data we hold about you
  • Request corrections to inaccurate information
  • Request erasure of your data under certain conditions
  • Object to processing or request data portability
  • Withdraw consent at any time
  • Complain to the Information Commissioner’s Office (ICO)

To exercise any of these rights, please contact us using the information provided below.

Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to provide a better user experience and ensure site functionality. Cookies are small text files stored on your device that allow us to:

  • Track website usage and performance analytics
  • Remember your preferences and form inputs
  • Deliver personalised content and relevant property listings
  • Improve website speed, security, and navigation

Types of Cookies Used:

  • Essential Cookies – Necessary for website operation
  • Performance Cookies – Help us understand site usage
  • Functional Cookies – Save user preferences
  • Marketing Cookies – Deliver targeted property promotions

Security Measures

We implement robust security measures to protect your data, including:

  • SSL encryption
  • Secure servers and firewalls
  • Access control protocols
  • Regular data audits and staff training

While we strive to protect your data, no online transmission is 100% secure. Please contact us immediately if you suspect a breach.

Third-Party Links

Our website may contain links to third-party websites (e.g., property portals, service providers). We are not responsible for their content, terms, or privacy practices. We encourage you to review their respective privacy policies.

Acceptable Use Policy

By using our website, you agree to comply with this Acceptable Use Policy, which promotes safe, lawful, and respectful usage of our online services.

Prohibited Uses Include:

  • Using the site for unlawful, fraudulent, or harmful purposes
  • Uploading or transmitting malicious software or harmful content
  • Attempting to gain unauthorised access to data or systems
  • Infringing on the rights of others, including intellectual property
  • Using automated tools (e.g., bots, scrapers) to extract data
  • Impersonating another person or entity
  • Violating local, national, or international laws

Enforcement:

We reserve the right to:

  • Suspend or terminate access to users who violate these terms
  • Remove or block harmful content
  • Report unlawful activity to the relevant authorities
  • Update this Acceptable Use Policy at any time

Continued use of the website indicates your acceptance of this policy.

Updates to This Privacy Policy

We may update this Privacy Policy occasionally to reflect changes in laws, services, or technology. Any changes will be posted on this page with a revised “Effective Date.” We encourage you to review this page regularly.

Contact Us

If you have any questions, concerns, or data requests related to this Privacy Policy or how we handle your information, please contact us: info@propertymanagementcompany.uk