Privacy Policy
1. Introduction
Portobello Property Group (“we”, “our”, “us”) is a London-based property management company. We are committed to protecting the privacy and security of the personal data we collect from landlords, property owners, tenants, and visitors to our website.
This Privacy Policy explains how we collect, use, store, and share your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Data Controller
Portobello Property Group is the data controller responsible for your personal data. If you have questions about this policy or your data, please get in touch with us at:
Email: info@portobellopropertygroup.co.uk
Address: London, United Kingdom
3. Information We Collect
We may collect and process the following categories of personal data:
- Identity & Contact Data: Full name, email address, telephone number, postal address.
- Property Data: Property address, postcode, property type, tenancy status, number of units.
- Enquiry Data: Information you provide via our contact or enquiry forms, including your requirements and preferences.
- Financial Data: Payment information processed through our online payment gateway (we do not store full card details — these are handled by our PCI-compliant payment processor).
- Technical Data: IP address, browser type and version, device information, time zone, operating system, and browsing behaviour collected via cookies and analytics tools.
- Marketing Data: Your communication preferences and consent status.
4. How We Collect Your Data
We collect personal data through:
- Our website enquiry and contact forms
- Email, telephone, and written correspondence
- Our online payment gateway
- Cookies and analytics tools (see our Cookie Policy)
- Third parties such as referral partners or professional advisors
5. How We Use Your Data
We use your personal data for the following purposes:
- To respond to enquiries and provide information about our services
- To enter into and perform property management contracts
- To process payments and manage financial transactions
- To comply with legal and regulatory obligations (including landlord and tenant legislation)
- To send service-related communications
- To improve our website, services, and user experience through analytics
- To send marketing communications where you have given consent
6. Legal Basis for Processing
We process your data on the following legal bases under UK GDPR:
- Consent: Where you have opted in to receive marketing emails or accepted cookies.
- Contract: Where processing is necessary to perform our obligations under a property management agreement.
- Legal obligation: Where we are required to comply with applicable laws and regulations.
- Legitimate interests: Where processing is necessary for our business interests, provided these do not override your rights.
7. Data Sharing
We may share your personal data with:
- Our payment processor for secure transaction processing
- Analytics providers to help us understand website usage
- Contractors and service providers acting on our behalf in relation to property management
- Professional advisors (legal, accounting) where necessary
- Regulatory bodies where required by law
We do not sell your personal data to third parties.
8. Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Enquiry data is typically retained for up to 24 months. Contractual data is retained for the duration of the agreement plus any statutory retention period.
9. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or destruction. Payment data is processed through PCI-compliant payment gateways and is not stored on our systems.
10. Your Rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate or incomplete data
- Request erasure of your data (where applicable)
- Object to or restrict certain processing activities
- Request data portability
- Withdraw consent at any time (where consent is the legal basis)
To exercise any of these rights, please contact us at info@portobellopropertygroup.co.uk
11. Complaints
If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
12. Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this page periodically.
Disclaimer: This Privacy Policy is provided as a draft for informational purposes and should be reviewed by a qualified legal professional before publication.