Introduction

360 Property Management Services (“360 Property MS,” “we,” “us,” or “our”) is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable laws.

This policy applies to information collected through our website, email communications, phone calls, and any other interactions with our property management services.

Information We Collect

We collect and process the following categories of personal information:

Contact Information:

• Full name
• Email address
• Phone number
• Postal address (UK and UAE)
• Preferred contact method and suitable contact times

Property-Related Information:

• Property type and location
• Property ownership details
• Tenancy information
• Financial records related to property management
• Maintenance and repair records

Technical Information:

• IP address
• Browser type and version
• Device information
• Pages visited and time spent on our website
• Cookies and similar tracking technologies

Financial Information:

• Bank account details for rent collection and payment processing
• Transaction history
• Service charge records
• Deposit information

How We Use Your Information

We process your personal data for the following purposes:

Service Delivery:

• Managing residential, commercial, HMO, and serviced accommodation properties
• Tenant sourcing, screening, and verification
• Rent collection and financial oversight
• Maintenance coordination and contractor management
• Compliance monitoring and safety management
• Property marketing and presentation

Communication:

• Responding to enquiries within one working day
• Providing monthly statements and annual summaries
• Sending operational updates and notifications
• Emergency support coordination

Legal Compliance:

• Meeting statutory obligations under UK and UAE property regulations
• Maintaining compliance records and safety certifications
• Document retention for regulatory purposes
• Protecting against fraud and legal claims

Business Operations:

• Improving our services and systems
• Internal record-keeping and administration
• Quality assurance and training purposes

Legal Basis for Processing

We process your personal data under the following legal bases:

• Contract Performance: Processing necessary to fulfill our property management services
• Legal Obligation: Compliance with UK and UAE property laws, tax regulations, and safety requirements
• Legitimate Interests: Business operations, fraud prevention, and service improvement
• Consent: Marketing communications (where applicable and with your explicit permission)

Data Sharing and Disclosure

We may share your information with:

Service Providers:

• Trusted contractors for maintenance and repairs
• Professional photography and marketing services
• Financial institutions for payment processing
• Digital systems and technology providers

Legal and Regulatory Bodies:

• Local authorities for licensing and compliance purposes
• HM Revenue & Customs for tax obligations
• Law enforcement when legally required
• Court orders or legal proceedings

Professional Advisors:

• Legal counsel
• Accountants and auditors
• Insurance providers

We never sell your personal information to third parties. All service providers are bound by strict confidentiality agreements and data protection obligations.

International Data Transfers

As we operate in both the UK and UAE, your personal data may be transferred between these jurisdictions. We ensure appropriate safeguards are in place through:

• Standard contractual clauses approved by the UK Information Commissioner’s Office
• Adequate data protection measures in receiving countries
• Secure transfer protocols and encryption

Data Security

We implement robust security measures to protect your information:

• Secure digital filing systems with GDPR-compliant storage
• Encryption of sensitive financial and personal data
• Access controls limiting data access to authorized personnel only
• Regular security audits and system updates
• Secure communication channels for sensitive information
• Password-protected databases and document management systems

Data Retention

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

• Active Client Records: Duration of our management engagement plus 6 years
• Financial Records: 7 years from the end of the tax year (HMRC requirement)
• Compliance Documentation: As required by UK and UAE regulations (typically 6 years)
• Marketing Enquiries: 2 years from last contact (unless consent withdrawn earlier)
• Tenant Records: 6 years following tenancy termination

After these periods, data is securely deleted or anonymized.

Your Rights

Under UK GDPR, you have the following rights:

Right to Access: Request copies of your personal data Right to Rectification: Correct inaccurate or incomplete information Right to Erasure: Request deletion of your data (subject to legal retention requirements) Right to Restrict Processing: Limit how we use your information Right to Data Portability: Receive your data in a structured, machine-readable format Right to Object: Object to processing based on legitimate interests or direct marketing Right to Withdraw Consent: Where processing is based on consent

To exercise these rights, please contact us using the details below. We will respond within one month.

Cookies and Tracking Technologies

Our website uses cookies to:

• Ensure proper website functionality
• Analyze website traffic and user behavior
• Improve user experience
• Remember your preferences

You can control cookie settings through your browser. Please note that disabling certain cookies may affect website functionality.

For detailed information about our cookie usage, please see our separate Cookie Policy.

Marketing Communications

We only send marketing communications with your explicit consent. You can:

• Opt out at any time using the unsubscribe link in emails
• Contact us directly to update your preferences
• Use the thumbs down button in our interface to provide feedback

We do not use your data for automated decision-making or profiling.

Third-Party Links

Our website may contain links to external sites. We are not responsible for the privacy practices of these third-party websites. Please review their privacy policies before providing personal information.

Children’s Privacy

Our services are not directed at individuals under 18. We do not knowingly collect personal data from minors. If we become aware that we have collected information from a child, we will take immediate steps to delete it.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. The effective date at the top of this page indicates when the policy was last revised. Continued use of our services after changes constitutes acceptance of the updated policy.

Contact Information

If you have questions, concerns, or wish to exercise your rights regarding your personal data, please contact us:

360 Property Management Services

Email: info@360propertyms.com
 

Data Protection Officer: [Insert DPO Name/Contact if applicable]

Response Time: We aim to respond to all privacy-related enquiries within one working day.

This Privacy Policy demonstrates our commitment to transparency, security, and compliance with UK data protection laws. Your trust is paramount, and we handle your information with the professionalism and care that defines 360 Property MS.