Privacy Policy

Introduction

This Privacy Policy explains how UPMV ("we", "us", or "our") collects, uses, and protects your personal information when you use our property management services or visit our website. We are committed to protecting your privacy and ensuring your personal data is handled in accordance with UK data protection laws, including the UK GDPR and the Data Protection Act 2018.

Information We Collect

We may collect the following types of personal information:

• Contact details (name, email address, phone number, postal address)
• Property information (address, ownership details, rental history)
• Financial information (bank account details for rent payments, payment history)
• Identity verification documents (for tenant referencing and landlord verification)
• Communication records (emails, phone calls, messages)
• Website usage data (IP address, browser type, pages visited, cookies)

How We Use Your Information

We use your personal information for the following purposes:

• Providing property management services including tenant placement, rent collection, and maintenance coordination
• Processing rental agreements and financial transactions
• Conducting tenant referencing and credit checks
• Communicating with you about your property or tenancy
• Complying with legal obligations (tax reporting, safety regulations, anti-money laundering)
• Improving our services and website functionality
• Sending relevant updates and marketing communications (with your consent)

Legal Basis for Processing

We process your personal data based on:

• Contract performance: To fulfill our property management services agreement with you
• Legal obligation: To comply with legal requirements including tax, safety regulations, and tenant deposit protection
• Legitimate interests: To operate our business efficiently, prevent fraud, and improve our services
• Consent: For marketing communications and non-essential cookies (which you can withdraw at any time)

Data Sharing and Third Parties

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

• Tenant referencing agencies for credit and background checks
• Contractors and maintenance providers for property repairs
• Solicitors and legal advisors for tenancy agreements and disputes
• Accountants and financial advisors for tax reporting
• Tenant deposit protection schemes as required by law
• Insurance providers for property insurance purposes
• Regulatory authorities when legally required

We ensure all third parties handle your data securely and in accordance with UK data protection laws. We do not sell your personal information to third parties.

Data Security

We take appropriate technical and organizational measures to protect your personal information from unauthorized access, loss, or misuse. These measures include:

• Secure data storage with encryption
• Access controls limiting who can view your information
• Regular security assessments and updates
• Staff training on data protection requirements
• Secure communication channels for sensitive information

Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy or as required by law. Property and tenancy records are typically retained for 6-7 years after the end of a tenancy to comply with tax and legal requirements. You may request earlier deletion of your data where legally permissible.

Your Rights

Under UK data protection law, you have the following rights:

• Access: Request a copy of the personal information we hold about you
• Rectification: Request correction of inaccurate or incomplete information
• Erasure: Request deletion of your personal data (subject to legal retention requirements)
• Restriction: Request limitation of how we process your data
• Portability: Request transfer of your data to another service provider
• Objection: Object to processing based on legitimate interests or for marketing purposes
• Withdraw consent: Withdraw consent for processing where consent is the legal basis

To exercise any of these rights, please contact us using the details below. We will respond to your request within one month.

Cookies and Website Tracking

Our website uses cookies to improve your browsing experience and analyze website traffic. Cookies are small text files stored on your device. You can control cookie preferences through your browser settings. We use:

• Essential cookies: Required for website functionality
• Analytics cookies: To understand how visitors use our site
• Marketing cookies: To deliver relevant advertisements (with your consent)

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

Contact Us

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us: