Property By MeganProperty By Megan

Privacy Notice

Who We Are

Property by Megan (“PBM”, “we”, “us”) provides property-management and letting services across the UK.

Data Controller: Property by Megan
Email: megan@propertybymegan.com
Telephone: 07985337087
ICO Registration No.: ZB985825

PBM operates remotely and does not maintain a physical office address.

What This Notice Covers

This notice explains what personal information we collect, how we use it, who we share it with, how long we keep it, and your rights under the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

The Information We Collect

We collect and process:

  • Landlords: name, contact details, identification documents, and bank details (for service-fee payments).
  • Tenants: name, date of birth, current and previous addresses (for the past 3 years), contact details, and information about employment and references supplied through Vorensys.
  • Contractors: name, business address, contact details, and proof of insurance or qualifications.
  • Website / portal users: log-in data, cookies, browser information, and communications history.

How We Use Your Information

We use personal data to:

  • Provide letting and management services to landlords and tenants.
  • Verify identity and complete tenant referencing through Vorensys.
  • Manage tenancy documentation, rent status, and maintenance coordination.
  • Meet legal duties such as Right-to-Rent checks and deposit registration through the DPS.
  • Maintain accounting records for HMRC purposes.
  • Respond to questions or complaints through our Property Redress Scheme (PRS) membership.
  • Send essential service updates (we do not send marketing unless you opt in).

Lawful Bases For Processing

  • Delivering our services – Article 6(1)(b) Contract performance
  • Meeting legal obligations – Article 6(1)(c) Legal requirement
  • Routine communication and record-keeping – Article 6(1)(f) Legitimate interests
  • Optional marketing – Article 6(1)(a) Consent

Who We Share Data With

Personal data is shared only where necessary to deliver our services or meet legal obligations:

  • Vorensys – tenant screening and Right-to-Rent verification
  • GoCardless – direct-debit collection of landlord fees
  • Zoho Sign – secure e-signature and document storage
  • Google Workspace – email, calendar, and file hosting
  • Softr – landlord / tenant portal platform
  • Airtable – workflow automation and record-keeping
  • Deposit Protection Service (DPS) – deposit registration and compliance
  • Property Redress Scheme (PRS) – complaint resolution

All providers operate under written Data Processing Agreements and comply with UK GDPR standards.

International Transfers

Some partners (for example Google, Zoho, and Softr) store data outside the UK. Where this occurs, PBM relies on UK International Data Transfer Agreements (IDTAs) or Standard Contractual Clauses (SCCs) approved for UK use to ensure your information remains protected.

How Long We Keep Data

  • Tenancy records and contracts – 6 years after tenancy end
  • Right-to-Rent and ID documents – 1 year after tenancy end
  • Complaint and redress records – 6 years
  • Financial and invoice data – 6 years (HMRC)
  • Marketing-opt-in records – until consent withdrawn
  • General communications – 3 years after last contact

When retention periods expire, data is securely deleted from PBM systems.

Your Rights

You have the right to:

  • Access your data (Article 15)
  • Request correction or deletion (Articles 16–17)
  • Restrict or object to processing (Articles 18–21)
  • Receive data portability (Article 20)
  • Withdraw consent at any time (Article 7(3))

To exercise these rights, email megan@propertybymegan.com. We'll respond within one calendar month.

If you're unsatisfied, you may contact the Information Commissioner's Office (ICO) via www.ico.org.uk.

How We Protect Your Data

  • All PBM systems are protected by encryption in transit and at rest.
  • Multi-factor authentication is enabled on all PBM accounts.
  • Data access is restricted to authorised personnel only.
  • Regular reviews ensure security and retention controls remain effective.

Updates To This Notice

We may update this notice if laws or our practices change. The latest version will always be available on our website.

Contact Us

Email: megan@propertybymegan.com
Phone: 07985337087

PBM is a remote-operating agency based in the UK.