1. Introduction Black and White Properties ("we," "us," or "our") is committed to protecting and respecting your privacy. This Privacy Policy outlines how we collect, use, store, and protect your personal information in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using our services, website, or communicating with us, you agree to the collection and use of information in accordance with this policy.
2. Information We CollectWe collect and process personal data to provide our services in Lettings, Property Management, and Property Investment. The types of data we may collect include:
• Personal Identification Information: Name, email address, phone number, postal address.
• Property Information: Rental history, landlord or tenant details, property preferences.
• Financial Information: Payment details, bank account information (where necessary for transactions).
• Identity Verification: Copies of identification documents such as passports or driver’s licenses (for compliance with legal and regulatory obligations).
• Communication Data: Emails, phone conversations, and other communications with our team.
• Technical Data: IP address, browser type, and usage patterns when using our website.We collect data when you:
• Contact us via our website, email, or phone.
• Register as a tenant or landlord.
• Use our property services.
• Subscribe to newsletters or marketing communications.
• Apply for a tenancy or property investment opportunity.
3. How We Use Your InformationWe process your personal data for the following lawful purposes:
• To provide and manage our Lettings, Property Management, and Property Investment services.
• To contact landlords, tenants, and property investors regarding their enquiries.
• To process rental applications, tenancy agreements, and property transactions.
• To comply with legal and regulatory obligations, including Anti-Money Laundering (AML) and Right to Rent checks.
• To improve our services and enhance the user experience.
• To send marketing and promotional materials (with your consent).
• To store contacts securely in our Customer Relationship Management (CRM) system for ongoing communication and service management.
4. Legal Basis for Processing Your DataWe process your data under the following legal bases:
• Contractual Obligation – Processing necessary to fulfill a contract with you (e.g., tenancy agreements).
• Legal Compliance – To comply with UK laws and regulations.
• Legitimate Interests – When processing is necessary for our business operations, provided it does not override your rights.
• Consent – Where you have explicitly given permission (e.g., for marketing communications).
5. How We Store and Protect Your DataYour data is stored securely in our CRM system and other protected databases. We take appropriate technical and organisational measures to safeguard your data against unauthorised access, loss, or misuse. These measures include:
• Secure servers and encrypted data storage.
• Access control and authentication mechanisms.
• Regular security audits and data protection training for our team.We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, or as required by law.
6. Sharing Your InformationWe do not sell or rent your personal data. However, we may share your information with:
• Service Providers – Third-party partners assisting with property management, referencing, and maintenance services.
• Legal and Regulatory Authorities – If required by law or to enforce legal claims.
• CRM and IT Providers – Secure platforms used for data storage and communication management.
7. Your Rights Under GDPRUnder the UK GDPR, you have the following rights regarding your personal data:
• Right to Access – Request a copy of your personal data.
• Right to Rectification – Request correction of inaccurate data.
• Right to Erasure (‘Right to be Forgotten’) – Request deletion of your data, subject to legal obligations.
• Right to Restrict Processing – Request limitation of data processing in certain circumstances.
• Right to Data Portability – Request transfer of your data to another service provider.
• Right to Object – Object to processing based on legitimate interests or for direct marketing purposes.
• Right to Withdraw Consent – Where processing is based on consent, you may withdraw at anytime to exercise your rights, please contact us at [Insert Contact Email].
8. Cookies and Website TrackingOur website may use cookies and similar technologies to enhance user experience and collect website usage data. You can manage your cookie preferences through your browser settings.
9. Third-Party LinksOur website may contain links to third-party websites. We are not responsible for their privacy practices, and we encourage you to review their policies.
10. Updates to This PolicyWe may update this Privacy Policy periodically. Any changes will be posted on our website with the updated revision date.
11. Contact UsIf you have any questions about this Privacy Policy or how we handle your data, please contact us at:Black and White PropertiesChiltern Court, St Peters Avenue, St Peter’s Hill, Caversham, Reading RG4 7AXEmail: [email protected]: 0118 918 9211