Privacy Policy

Who we are

Proper Property Solutions LTD is the data controller for personal data collected through this website. We are registered in England and Wales, company number 17421884. Our registered office is 124 City Road, London, United Kingdom, EC1V 2NX.

You can contact us about this policy or any data protection matter at contact@properpropertysolutions.co.uk or 07533 975725.

Data we collect

When you submit an enquiry through this website, we collect:

• Your name, company (if provided), email address and phone number
• Your preferred contact method and preferred timeframe
• Details about the property, including the postcode, property type and a description of the work required
• Photographs you choose to upload

Tenant Refurb enquiries

The Tenant Refurb enquiry form may also collect:

• A property listing link (a listing URL can be provided instead of a postcode)
• Your tenancy situation and target date where supplied
• Budget range and priorities
• Rooms or areas involved
• Funding preferences and landlord position
• Whether you would like PPS to coordinate with your landlord or agent
• Photographs and a video walk-through (optional)

Where you are instructing work on behalf of someone else (for example, as a landlord or agent), we may also receive tenant or occupant details necessary to coordinate authorised access to the property.

Technical data processed by the website includes your IP address, browser type and the pages you visit. This is processed by the website hosting platform for security and operational purposes.

Please do not upload unnecessary sensitive personal information or photographs of people. Photographs should show the property or the issue requiring attention.

How we use your information and the lawful bases

We use your information for the following purposes:

• Assessing your enquiry and preparing a quote: We review the details, photographs and postcode you provide to assess the work and respond. This is necessary for steps taken before entering into a contract (UK GDPR Article 6(1)(b)).
• Carrying out agreed work and contract administration: If you proceed, we use your details to arrange access, coordinate the work and manage the service relationship. This is necessary for the performance of a contract (Article 6(1)(b)).
• Responding to your communications: We use your preferred contact method to respond to your enquiry. This is in our legitimate interest in responding to enquiries and conducting business (Article 6(1)(f)). Our legitimate interest is responding to potential customers and arranging work.
• Record-keeping and accounting: We retain records of enquiries and completed work for accounting, tax and business records. This is necessary for compliance with legal obligations (Article 6(1)(c)) and in our legitimate interest in maintaining accurate business records (Article 6(1)(f)).
• Defending or pursuing legal claims: In the event of a dispute, we may need to retain and use relevant records. This is in our legitimate interest in protecting our legal position (Article 6(1)(f)).

We do not use enquiry details for marketing without a separate, appropriate basis. Submitting an enquiry does not constitute consent to receive marketing.

Who we share your data with

Your data may be shared with:

• Website and hosting provider: This website is built and hosted on the Base44 platform. Base44 acts as our processor, storing enquiry records and uploaded photographs and providing the website infrastructure. Base44 publishes a Data Processing Addendum at base44.com/dpa.
• Communication providers: If you choose WhatsApp as a contact method, clicking the WhatsApp link takes you to WhatsApp's own service, operated by Meta. WhatsApp processes your message under its own terms, not ours. If you contact us by email or phone, your communication is handled by your own provider and by PPS's own communication and email providers.
• People involved in assessing or delivering agreed work: Where work is agreed, relevant details may be shared with individuals involved in assessing, quoting or carrying out the work, including contractors or specialists where their input is required.
• Landlords and managing agents (Tenant Refurb coordination): Where you ask PPS to coordinate with your landlord or managing agent, relevant details of your proposed improvements and plan may be shared with them for that purpose. This happens only with your authorisation.

We do not sell your data to third parties. Enquiry data is not made publicly accessible. Access to enquiry records is restricted to authorised users.

International transfers

Enquiry data and photographs are stored on the Base44 platform. Base44 is our processor and publishes a Data Processing Addendum at base44.com/dpa, which addresses compliance with the UK GDPR. Base44 may use sub-processors to deliver its services. We have not independently verified the countries in which Base44 or its sub-processors process data, and processing may take place outside the UK.

If you choose to contact us through WhatsApp, WhatsApp Ireland Limited processes your message and may transfer data to the United States. WhatsApp states that it relies on the EU-U.S. Data Privacy Framework, which the UK has extended to UK data through the UK-US Data Bridge (in force since 12 October 2023). Under this arrangement, transfers to US organisations certified under the Data Privacy Framework are treated as adequate for UK personal data. WhatsApp publishes its Business Data Transfer Addendum at whatsapp.com/legal/business-data-transfer-addendum, and information about the UK-US Data Bridge is available from the ICO at ico.org.uk.

If you contact us by email or phone, your communication is handled by your own provider under their own transfer arrangements.

Website fonts are stored on this website's own servers. No data is sent to any third-party service for font delivery.

For further information about international transfers, contact us at contact@properpropertysolutions.co.uk or 07533 975725. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk or 0303 123 1113.

Retention

Enquiry records are retained for as long as needed to assess the enquiry and respond, and for a reasonable period afterwards in case the enquiry leads to agreed work. Records relating to completed work, accounts, tax, disputes or legal obligations are retained for as long as necessary to meet those obligations — typically up to six years for accounting and tax records, or longer where a specific legal requirement applies.

Unsuccessful enquiries that do not lead to work are retained for a shorter, reasonable period and then deleted, unless needed for record-keeping or dispute purposes. Uploaded photographs are retained while needed for assessing and completing the agreed work, and then deleted unless needed for records.

We do not maintain a fixed automated deletion schedule. Retention decisions are based on the purpose, whether work was agreed, and any legal or accounting requirements.

Security

We take proportionate steps to protect enquiry data and photographs. Access to enquiry records is restricted to authorised users. Photographs uploaded through the enquiry form are stored in private storage and are not publicly accessible. The website uses HTTPS for data in transit.

Your rights

Under UK data protection law, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate personal data
• Request erasure of your personal data in certain circumstances
• Object to or restrict the processing of your data
• Request data portability
• Withdraw consent where consent is the lawful basis (note that we rely primarily on other bases as described above)

These rights are not absolute and may be limited in certain circumstances, for example where we need to retain records for legal or accounting reasons. To exercise any of these rights, contact us at contact@properpropertysolutions.co.uk.

If you have a concern about how we handle your data, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

Automated decision-making

We do not use automated decision-making or profiling that produces legal or similarly significant effects. Enquiries are reviewed by a person.

Required information

The standard enquiry form requires your name, customer type, service, property postcode, description of the work and a preferred contact method with the corresponding contact detail (email or phone). This information is necessary for us to assess and respond to your enquiry. Other fields are optional. Photographs are optional.

The Tenant Refurb enquiry form requires your name, tenancy situation and a preferred contact method with the corresponding contact detail. A property listing link can be provided instead of a postcode. All other fields — including budget, photographs, video and target date — are optional.

Contact

For any privacy-related questions, contact us at contact@properpropertysolutions.co.uk or 07533 975725.