Privacy Policy

Introduction

Railton-Meeks Property Management Ltd is committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, store and protect your personal information when you use our website, services or communicate with us.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable privacy legislation.

By using our website or services, you agree to the collection and use of information in accordance with this policy.

Who We Are

Railton-Meeks Property Management Ltd is a residential lettings, property management and block management company operating in the United Kingdom.

Website: www.railtonmeeks.co.uk
Email: info@railtonmeeks.co.uk

For the purposes of data protection legislation, Railton-Meeks Property Management Ltd is the “Data Controller”.

Information We Collect

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

Identity Information

• Full name
• Date of birth
• Nationality
• Passport or driving licence information
• National Insurance number where legally required

Contact Information

• Address
• Email address
• Telephone numbers

Financial Information

• Bank details
• Payment history
• Credit history
• Income and employment details

Tenancy and Property Information

• Tenancy agreements
• Rental payment records
• Maintenance reports
• Deposit information
• Property ownership records

Technical Information

When using our website, we may automatically collect:

• IP address
• Browser type and version
• Device information
• Website usage data
• Cookies and analytics information

How We Collect Your Information

We collect information:

• Directly from you
• Through our website forms
• Through tenancy applications and referencing providers
• From landlords, tenants, guarantors and contractors
• Through payment providers and banking systems
• Through government agencies and regulatory checks where legally required

How We Use Your Information

We use personal information for legitimate business purposes including:

• Managing properties and tenancies
• Arranging repairs and maintenance
• Processing rent and service charge payments
• Carrying out referencing and Right to Rent checks
• Complying with legal and regulatory obligations
• Communicating with landlords, tenants and leaseholders
• Handling complaints and disputes
• Preventing fraud and financial crime
• Improving our services and website functionality

Legal Basis for Processing

Under UK GDPR, we rely on the following lawful bases for processing personal data:

• Performance of a contract
• Compliance with legal obligations
• Legitimate interests
• Consent where required

Sharing Your Information

We may share your information with:

• Landlords and property owners
• Contractors and maintenance providers
• Referencing companies
• Deposit protection schemes
• Legal advisers
• Insurance providers
• Local authorities and government agencies
• Regulatory bodies
• Payment processors and software providers

We only share information where necessary and appropriate safeguards are in place.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting and regulatory requirements.

Retention periods may vary depending on the nature of the information and legal obligations applicable to property management and tenancy matters.

Data Security

We take appropriate technical and organisational measures to protect personal information against unauthorised access, misuse, loss or disclosure.

However, no online transmission or storage system can be guaranteed to be completely secure.

Your Rights

Under UK GDPR you may have the right to:

• Request access to your personal data
• Request correction of inaccurate information
• Request erasure of your data
• Restrict or object to processing
• Request transfer of your data
• Withdraw consent where processing is based on consent
• Lodge a complaint with the Information Commissioner’s Office (ICO)

Cookies

Our website may use cookies and similar technologies to improve user experience and analyse website traffic.

You can control cookies through your browser settings.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of external websites.

Anti-Money Laundering and Identity Verification

Where legally required, we may carry out identity verification, anti-money laundering checks and fraud prevention checks using third-party providers.

These checks may leave a soft footprint on your credit file.

Marketing Communications

We may occasionally send information regarding our services, property updates or relevant industry information.

You may opt out of marketing communications at any time by contacting us or using the unsubscribe link where applicable.

Changes to This Privacy Policy

We reserve the right to update this Privacy Policy periodically to reflect changes in legislation, regulation or business practices.

The latest version will always be available on our website.

Contact Information

If you have any questions regarding this Privacy Policy or your personal data, please contact:

Railton-Meeks Property Management Ltd
Email: info@railtonmeeks.co.uk
Website: www.railtonmeeks.co.uk

Information Commissioner’s Office

If you are dissatisfied with how we process your personal data, you may contact the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Website: https://www.ico.org.uk