Privacy Policy

Sira Property Management Ltd (“we”, “our”, “us”) is committed to protecting the privacy and security of personal data collected from landlords, tenants, website visitors, and other users. This Privacy Policy explains in detail what information we collect, how we use it, store it, share it, and your rights in relation to your personal data.

By using our website or engaging with our services, you consent to the practices described in this policy.

We may collect the following types of personal data:

Personal Contact Details

• Name, email address, phone number, postal address
• Collected via contact forms, property enquiry forms, phone calls, emails, or in-person interactions

Tenant or Landlord Data

• Information about rental applications, references, and tenancy agreements
• Bank account details for rent collection
• Emergency contact information
• Identity verification documents (e.g., passport, driving license) for Right-to-Rent checks

Property Information

• Property addresses, specifications, and photos
• Maintenance history and repair requests

Website and Online Activity

• IP addresses, browser type, device type, operating system
• Pages visited, time spent on pages, clicks, interactions
• Cookies, analytics, and similar tracking technologies

Payment and Financial Information

• Bank account details for rent collection or payments to landlords
• Transaction history and billing information

Third-Party Data

• Data obtained from Zoopla, credit reference agencies, referencing services, or other partner platforms
• Tenant referencing and background check information

We use collected personal data for purposes including:

• Responding to enquiries and providing property management services
• Tenant applications, viewings, and tenancy management
• Rent collection, arrears management, and financial reporting
• Maintenance coordination and contractor management
• Compliance with UK laws, regulations, and reporting obligations
• Verifying identity for Right-to-Rent checks or anti-money laundering requirements
• Sending newsletters, promotional materials, or updates (where consent is given)
• Analysing website performance and user behaviour to improve services
• Fraud prevention and business protection

We process personal data under the following lawful bases according to UK GDPR:

• Contractual necessity: To fulfil obligations under property management agreements
• Legal obligations: Compliance with statutory requirements, HMRC, or regulatory authorities
• Legitimate interests: Operating, improving, and securing our business and services
• Consent: For marketing communications or optional services requiring explicit consent

We may share personal data with:

• Service providers and contractors: maintenance teams, IT providers, accountants, legal advisors
• Third-party platforms:  advertising networks, property listing portals, or social media widgets
• Credit reference and tenant referencing agencies: to verify tenant suitability
• Government and regulatory bodies: in accordance with UK law
• Professional advisors: solicitors, auditors, and compliance officers

We do not sell personal data to third parties.

Our website uses cookies, tracking scripts, and similar technologies to enhance functionality and monitor performance:

• Essential cookies: required for website operation
• Analytics cookies: e.g., Google Analytics, to track traffic and behaviour
• Functional cookies: store preferences such as language or layout
• Third-party cookies: embedded content such as Zoopla property listings or social media feeds

You can manage cookies in your browser settings, though some website functions may be limited if cookies are disabled.

We retain personal data based on legal and operational requirements:

• Tenant and landlord records: duration of tenancy or service contract + up to 7 years for accounting and compliance
• Website analytics and logs: up to 2 years
• Marketing communications: until consent is withdrawn

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

• Encrypted communications (HTTPS)
• Secure storage of electronic and paper records
• Access limited to authorised personnel only
• Regular staff training and security audits

You have the right to:

• Access and correct your personal data
• Request deletion or restriction of processing
• Withdraw consent for marketing communications
• Receive your personal data in a portable format
• Object to processing under legitimate interests

If you believe we have not handled your personal data lawfully, you can raise a concern with us directly at info@sirapropertymanagement.co.uk , or contact the Information Commissioner’s Office (ICO), the UK regulator for data protection, at:

Website: https://ico.org.uk/
Phone: 0303 123 1113

Our website may contain links to Zoopla, social media, or other external websites. We are not responsible for the privacy practices of these third parties. Please review their policies before providing personal information.

Our website and services are intended for users aged 18 and over. We do not knowingly collect data from minors.

We primarily process data within the UK. Any transfer of personal data outside the UK or European Economic Area will be made in compliance with UK GDPR and appropriate safeguards.

We may update this Privacy Policy periodically. All updates will be posted on this page with an updated effective date. We recommend reviewing it regularly.

If you have questions or concerns about this Privacy Policy or how your data is handled, please contact:

Sira Property Management Ltd
Email: info@sirapropertymanagement.co.uk
Phone: 0207 017 2970
Address: 167-169 Great Portland Street, London, W1W 5PF