Privacy Policy

Last updated: October 2025
Company Name: Abbeywood Property Management
Email: abbeywoodproperty@gmail.com
Telephone: 07487686983

Abbeywood Property Management is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and safeguard your information when you contact us, use our services, or visit our website.

1. What Personal Data We Collect

We may collect the following types of personal data:

a) Information you provide directly

Name
Address
Email address
Telephone number
Property details
Enquiry information
Tenancy-related documents
Payment information (for rent collection)

b) Information collected automatically

IP address
Browser type and device information
Website usage data (via analytics cookies - only with consent)

c) Information from third parties

Tenant referencing agencies
Landlords
Contractors
Local authorities (if related to housing services)

2. How We Use Your Personal Data

We use your personal data to:

Respond to enquiries
Provide property management and maintenance services
Collect rent and manage arrears
Arrange repairs or visits with contractors
Comply with legal and regulatory obligations
Maintain safety and compliance records
Manage tenancy agreements and housing applications
Send service updates or essential notices
Improve our website and services (analytics with consent)

3. Lawful Bases for Processing

We process personal data under the following lawful bases:

Contract: To deliver services such as property management, rent collection, and tenancy support.
Legal obligation: Compliance with property regulations, safety checks, and HMRC requirements.
Legitimate interests: Managing operations efficiently, preventing fraud, maintaining communication.
Consent: When sending marketing emails or using non-essential cookies.

4. How We Share Your Data

We may share your data with trusted third parties, including:

Maintenance contractors
Utility companies (with permission)
Local authorities or housing providers
Payment processors
IT and website hosting services
Professional advisers (accountants, legal)

We only share what is necessary and ensure all partners comply with GDPR.

We never sell your data.

5. Data Storage & Security

We store your data securely using:

Encrypted systems
Password-protected devices
Secure cloud storage providers
Access restrictions for authorised staff only

We take reasonable steps to prevent loss, misuse, or unauthorised access.

6. How Long We Keep Your Data

We only keep your data for as long as necessary for:

Providing services
Meeting legal requirements
Resolving disputes

Typical retention periods:

Tenancy records: 6 years after tenancy end
Financial records: 6 years (HMRC requirement)
Enquiry forms: 12 months

7. Your Rights Under GDPR

You have the right to:

Access your personal data
Correct inaccurate data
Request deletion (“right to be forgotten”)
Restrict processing
Object to processing
Data portability
Withdraw consent at any time
Make a complaint to the ICO

ICO Contact: www.ico.org.uk