Last Updated: May 2026

At Proletz Services Ltd (“we”, “us”, “our”), we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you use our property management, letting, sales, and serviced apartment services, or visit our website.

For the purpose of the UK General Data Protection Regulation (UK GDPR), Proletz Services Ltd is the Data Controller.

1. THE DATA WE COLLECT ABOUT YOU

Personal data means any information about an individual from which that person can be identified. We may collect, use, store, and transfer different kinds of personal data about you, categorized as follows:

• Identity Data: Full name, maiden name, marital status, date of birth, gender, and proof of identity/national insurance number (e.g., passport, driving license for Right to Rent checks).
• Contact Data: Billing address, delivery address, property address, email address, and telephone numbers.
• Financial Data: Bank account details, payment card details, income status, employment details, and credit history (for referencing).
• Transaction Data: Details about payments to and from you, and other details of services or properties you have inquired about, rented, or purchased through us.
• Technical & Usage Data: IP address, login data, browser type, time zone setting, and details of how you use our website.

2. HOW WE COLLECT YOUR PERSONAL DATA

We use different methods to collect data from and about you, including:

• Direct Interactions: You may give us your Identity, Contact, and Financial Data by filling in forms, using our website, or by corresponding with us by post, phone, email, or otherwise. This includes registering as a landlord, applying to rent a property, or inquiring about our serviced apartments.
• Third Parties or Publicly Available Sources: We may receive personal data about you from various third parties, including credit reference agencies (e.g., for tenant referencing), employers (for references), utility companies, local authorities, and public registers like the Land Registry.

3. HOW WE USE YOUR PERSONAL DATA (LEGAL BASES)

We will only use your personal data when the law allows us to. Most commonly, we will use your data under the following legal bases:

Purpose / Activity	Type of Data	Lawful Basis for Processing
To register you as a new client (Landlord, Buyer, Tenant, or Guest).	Identity & Contact	Performance of a contract with you.
To carry out statutory checks (e.g., Right to Rent, Anti-Money Laundering checks).	Identity, Contact, & Financial	Necessary to comply with a legal obligation.
To manage property lettings/tenancies (Rent collection, maintenance coordination, deposits).	Identity, Contact, Financial, & Transaction	Performance of a contract; Necessary for our legitimate interests.
To market our services (Sending updates on new properties or market insights).	Identity & Contact	Your explicit Consent (which can be withdrawn at any time).

4. DISCLOSURES OF YOUR PERSONAL DATA

To provide our property management services effectively, we may have to share your personal data with selected third parties:

• Contractors & Maintenance Teams: To carry out requested or emergency repairs at a managed property.
• Utility Companies & Local Authorities: To manage council tax and utility account transitions between tenancies.
• Tenancy Deposit Schemes (TDS): To legally protect tenancy deposits.
• Referencing & Credit Agencies: To assess tenant suitability.
• Professional Advisers: Including lawyers, bankers, auditors, and insurers providing professional services.
• Regulators & Government Authorities: Such as HMRC, law enforcement, or the independent Landlord Redress Scheme if required by law.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

5. DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know.

We have procedures to deal with any suspected personal data breach and will notify you and the Information Commissioner’s Office (ICO) where we are legally required to do so.

6. DATA RETENTION

We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

By UK law, we must keep basic information about our clients and contracts (including Identity, Contact, Financial, and Transaction Data) for six years after they cease being clients for tax and legal liability purposes.

7. YOUR LEGAL RIGHTS

Under UK data protection laws, you have rights in relation to your personal data, including the right to:

• Request access to your personal data (commonly known as a “data subject access request”).
• Request correction of the personal data that we hold about you.
• Request erasure of your personal data (where there is no good reason for us continuing to process it).
• Object to processing of your personal data where we are relying on a legitimate interest.
• Request restriction of processing of your personal data.
• Withdraw consent at any time where we are relying on consent to process your personal data (e.g., marketing emails).

If you wish to exercise any of these rights, please contact us using the details below.

8. CONTACT DETAILS & COMPLAINTS

If you have any questions about this privacy policy or our data protection practices, please contact us at:

• Full Name of Legal Entity: Proletz Services Ltd
• Email Address: info@proletz.com

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us first.