Privacy Policy

Your Privacy Matters to Us

At Propertiva, we are committed to protecting your privacy and ensuring your personal information is handled in a safe, secure, and responsible manner. This policy explains what data we collect, why we collect it, how we use it, and your rights in relation to that data.

This Privacy Policy applies to all individuals who interact with us including landlords, tenants, applicants, clients, and users of our website.

1. Who We Are

Propertiva is a property services company based in the UK offering:

  • Lettings and property management

  • HMO and short-term let services

  • Furnishing solutions

  • Property consultations

    We are the data controller responsible for the processing of your personal data.

    2. The Information We Collect

    We may collect and process the following types of personal data:

    a. From Landlords:

  • Name, address, contact details

  • Bank account information (for rent transfers)

  • Identification documents

  • Tenancy and property details

    b. From Tenants / Applicants:

  • Name, date of birth, address history

  • Employment and income information

  • ID and Right to Rent documentation

  • References and credit checks

  • Emergency contact details

    c. Website Visitors:

  • IP address, browser type, device type

  • Enquiry form submissions

  • Cookies (see Section 7)

3. How We Use Your Information

We process personal data for the following purposes:

  • To let and manage rental properties

  • To conduct referencing and affordability checks

  • To comply with legal obligations (e.g. Right to Rent, safety checks)

  • To respond to enquiries or complaints

  • To maintain records and communicate with clients

    4. Lawful Basis for Processing

    Under UK GDPR, we rely on the following lawful bases:

  • Performance of a contract (e.g. tenancy agreement, landlord service contract)

  • Legal obligation (e.g. Right to Rent checks, accounting)

  • Consent (e.g. direct marketing)

  • Legitimate interest (e.g. preventing fraud, improving services)

    5. Who We Share Data With

    We only share your data with trusted third parties when necessary:

  • Referencing agencies (e.g. for tenant screening)

  • Maintenance contractors (for property repairs)

  • Utility providers and councils (for tenant setup)

  • Government authorities (when legally required)

  • Our professional advisers (e.g. legal, accounting)

    All third parties are required to maintain strict data confidentiality and comply with data protection regulations.

    6. How We Protect Your Data

    We use a combination of technical and organisational security measures to keep your data safe:

  • Encrypted storage and secure servers

  • Restricted staff access to sensitive data

  • Regular security audits

  • Password protection and two-factor authentication where applicable

    7. Cookies and Website Tracking

    Our website uses cookies to improve user experience and monitor web traffic. You can manage or disable cookies via your browser settings.

    8. Data Retention

    We only retain personal data for as long as necessary:

  • For active tenancies or service contracts: up to 6 years

  • For prospective tenants/clients: up to 12 months

● For financial or legal reasons: in accordance with statutory requirements ●

9. Your Rights

You have the right to:

  • Access the data we hold about you

  • Correct any inaccuracies

  • Request erasure of your data (in some cases)

  • Object to or restrict processing

  • Withdraw consent for marketing at any time

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

    To exercise these rights, contact: privacy@propertiva.co.uk

    10. Changes to This Policy

    We may update this Privacy Policy from time to time. All changes will be posted on our website, and where appropriate, notified directly.

    Last updated: April 2025