Privacy Policy | Smart Property Service Ltd

 

Introduction

Smart Property Service Ltd (“we”, “us”, “our”) is committed to protecting your privacy. This policy explains what personal information we collect when you use our website or our services, how we use it, how we protect it, and what rights you have over it.

This policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We may update this policy from time to time, so please check back periodically to stay informed of any changes.

Who We Are

Smart Property Service Ltd is the data controller responsible for your personal information. Our registered address is:

Smart Property Service Ltd 7A, Forsyth Business Centre 39 Mark Road Hemel Hempstead HP2 7DN

If you have any questions about this policy or how we handle your data, contact us at info@smartpropertyservice.co.uk or on 01442 939006.

Information We Collect

We may collect the following types of information when you use our website, contact us, or book a service:

  • Name and job title
  • Contact details, including email address, phone number, and postal address
  • Property address and details relevant to the service booked
  • Demographic information such as postcode, preferences, and interests
  • Information provided through booking forms, surveys, or correspondence
  • Technical information such as IP address, browser type, and how you use our website (via cookies — see below)

Why We Collect Your Information

We collect and use personal information for the following purposes:

  • To provide the services you have requested, such as EPC certificates, Legionella Risk Assessments, property inventories, or floor plans
  • To manage bookings, appointments, and communications relating to your service
  • For internal record keeping and administration
  • To improve our website, products, and services
  • To send you information about our services where you have agreed to receive it
  • To comply with our own legal and regulatory obligations

Where we rely on your consent to contact you for marketing purposes, you can withdraw that consent at any time (see “Your Rights” below).

Lawful Basis for Processing

Under UK GDPR, we only process personal information where we have a valid lawful basis to do so. Depending on the circumstances, this may include:

  • Contract: where processing is necessary to provide a service you’ve booked with us
  • Legitimate interests: where processing helps us run and improve our business, provided this doesn’t override your rights and interests
  • Consent: where you have actively agreed to receive marketing communications
  • Legal obligation: where we need to process information to comply with the law

How Long We Keep Your Information

We only keep personal information for as long as necessary to fulfil the purposes we collected it for, including to satisfy any legal, accounting, or reporting requirements. Retention periods vary depending on the type of information and the service provided; please contact us if you would like specific details relating to your own data.

Sharing Your Information

We will not sell, rent, or trade your personal information to third parties. We may share your information with:

  • Trusted service providers who help us operate our business (for example, IT and website hosting providers), under appropriate confidentiality and data protection agreements
  • Regulatory bodies, local authorities, or law enforcement where we are legally required to do so
  • Third parties involved in a business transfer, merger, or sale, where relevant

We will only share your information with other third parties where you have given us permission to do so, or where we are required by law.

Security

We take the security of your personal information seriously. We have put in place appropriate technical and organisational measures to protect your information against unauthorised access, loss, misuse, or disclosure.

How We Use Cookies

Our website uses cookies, which are small files stored on your device to help the site function properly and to help us understand how visitors use our website.

We use cookies to:

  • Analyse website traffic and page usage to improve our website
  • Remember your preferences where relevant

You can control or disable cookies through your browser settings at any time. Please note that disabling cookies may affect how well parts of our website work.

Links to Other Websites

Our website may contain links to other websites. This privacy policy applies only to our website, and we are not responsible for the privacy practices of other sites. We encourage you to review the privacy policy of any third-party website you visit, including our full Terms and Conditions.

Your Rights

Under UK GDPR, you have the following rights over your personal information:

  • Right to be informed about how we use your data (which this policy covers)
  • Right of access to the personal information we hold about you
  • Right to rectification if any information we hold is inaccurate or incomplete
  • Right to erasure, sometimes known as the “right to be forgotten”
  • Right to restrict processing in certain circumstances
  • Right to data portability, allowing you to obtain and reuse your data
  • Right to object to processing based on legitimate interests or for direct marketing purposes
  • Rights related to automated decision-making, where applicable

To exercise any of these rights, contact us at info@smartpropertyservice.co.uk. We will respond within one month, as required by law. In most cases, there is no charge for this.

If you believe we have not handled your personal information correctly, you also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s independent regulator for data protection, at ico.org.uk or by calling 0303 123 1113.

Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on this page along with an updated revision date.

Contact Us

If you have any questions about this privacy policy or how we handle your personal information, please get in touch:

Smart Property Service Ltd 7A, Forsyth Business Centre, 39 Mark Road, Hemel Hempstead, HP2 7DN Phone: 01442 939006 or 07860 540077 Email: info@smartpropertyservice.co.uk Contact us online