Privacy Policy

Effective Date: 1st February 2026

Responsive Property Management (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are (Data Controller)

Responsive Property Management
609 Delta Business Park
Welton Road
Swindon, SN5 7XF

Email: team@responsivepropertymanagement.co.uk | office@responsivepropertymanagement.co.uk
Phone: 0330 043 4038

We are the data controller responsible for your personal data.

Data Protection Officer
We are not required to appoint a Data Protection Officer under the UK General Data Protection Regulation (UK GDPR). Any questions about this Privacy Policy or how we handle personal data should be directed to us using the contact details above.

2. Information We Collect

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

• Contact Information: Name, address, email address, telephone number.

• Identification Information: Photo ID, Right to Rent documentation, National Insurance number (where legally required).

• Financial Information: Bank details, rent payment history, arrears records.

• Property Information: Property address, tenancy details, inspection records.

• Tenant Screening Information: Credit checks, references, background checks (via authorised third parties).

• Communication Records: Emails, letters, phone call notes.

• Maintenance Information: Maintenance requests, photos, contractor reports.

• Emergency Contact Details: Name and contact information.

• Other Information: Any information you voluntarily provide to us.

3. How We Collect Your Information

We collect personal information:

• Directly from you (e.g. applications, tenancy agreements, correspondence)

• From third parties (e.g. referencing agencies, credit reference agencies, landlords)

• From publicly available sources where lawful

4. Lawful Bases for Processing

We process your personal data under the following lawful bases:

• Performance of a Contract: To manage tenancy agreements and provide property management services.

• Legal Obligation: To comply with legal requirements (e.g. Right to Rent checks, HMRC obligations).

• Legitimate Interests: We process certain personal data where it is necessary for our legitimate business interests, provided that those interests do not override your rights and freedoms. These legitimate interests include:

– preventing fraud and protecting our business and clients from financial loss;

– managing and protecting properties and assets;

– administering our services, including record keeping, communications, and dispute resolution.

Where we rely on legitimate interests as our lawful basis, we have carried out assessments to ensure that our processing is proportionate and respects your privacy rights. You have the right to object to processing carried out on this basis.

• Consent: For marketing communications where required.

Special Category Data
Where we process special category data (such as identity documents or information relating to legal or immigration status), we do so only where necessary to comply with legal obligations or for the establishment, exercise or defence of legal claims, in accordance with Article 9 of the UK GDPR.

5. How We Use Your Information

We use your information to:

• Manage properties and tenancies

• Process applications and conduct tenant referencing

• Collect rent and manage accounts

• Arrange repairs and maintenance

• Communicate with tenants, landlords, and contractors

• Comply with legal and regulatory obligations

• Improve our services

• Send marketing communications (where permitted)

6. Disclosure of Your Information

We may share your personal data with:

• Employees and contractors who require access to perform their duties

• Landlords and property owners

• Tenants (where necessary for tenancy management)

• Third-party service providers (e.g. referencing agencies, maintenance contractors, accountants)

• Legal and regulatory authorities where required by law

We do not sell your personal data.

7. International Data Transfers

We do not routinely transfer personal data outside the UK. However, some of the third-party systems we use to store or process personal data (such as cloud-based property management, email, or accounting software) may involve data being stored or accessed outside the UK.

Where this occurs, we ensure that appropriate safeguards are in place in accordance with UK GDPR, such as UK adequacy regulations or approved contractual safeguards.

8. Data Retention

We typically retain tenancy records for up to six years after the end of a tenancy to comply with legal and contractual obligations. Financial records are retained for at least six years in line with HMRC requirements. Other records (including communications, identification documents, and maintenance records) are retained only for as long as necessary for the purposes for which they were collected and in accordance with applicable legal and regulatory requirements.

9. Data Security

We implement appropriate technical and organisational measures to protect personal data, including:

• Secure systems and access controls

• Staff training on data protection

• Regular review of security practices

10. Your Data Protection Rights

Under UK GDPR, you have the right to:

• Access your personal data

• Request correction of inaccurate data

• Request erasure of your data (where applicable)

• Restrict processing of your data

• Object to processing of your data

• Request data portability

• Withdraw consent at any time (where consent is the lawful basis)

• Automated Decision-Making: Where tenant referencing involves automated assessments carried out by third-party agencies, you have the right to request human intervention, express your point of view, and challenge the decision.

To exercise your rights, contact us using the details above.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
www.ico.org.uk

11. Marketing Communications

We may send marketing communications where permitted by law. You can opt out at any time by using the unsubscribe option in communications or by contacting us directly.

12. Children’s Data

We do not knowingly collect personal data relating directly to children, except for limited information required for occupancy and legal purposes.

Any limited information relating to children is processed only where necessary to fulfil legal or contractual obligations relating to occupancy.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The latest version will always be available upon request and, where applicable, on our website.

14. Contact Us

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

Responsive Property Management
609 Delta Business Park
Welton Road
Swindon, SN5 7XF

Email: team@responsivepropertymanagement.co.uk | office@responsivepropertymanagement.co.uk
Phone: 0330 043 4038