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Privacy Policy

Property Hub Ltd (Company No. 06556983), with its registered address at 38 Court Parade, East Lane, Wembley, HA0 3HS, and Property Hub Franchise Ltd (Company No. 13165983), with its registered office at the same address, are committed to protecting your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy outlines how we collect, use, disclose, and protect your information.

Throughout this notice, “we”, “us”, and “our” refers to both Property Hub Ltd and Property Hub Franchise Ltd.

 

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Your Rights Under Data Protection Laws

Under the Data Protection Act 2018 and UK GDPR, you have the following rights:

• Right to be informed – via this Privacy Policy.

• Right of access – to the personal data we hold on you.

• Right to rectification – to correct inaccuracies or incomplete data.

• Right to erasure – to request deletion of your personal data, where applicable.

• Right to restrict processing – to limit how we use your data.

• Right to data portability – to move your data between providers.

• Right to object – to processing based on legitimate interest, including direct marketing.

• Rights in relation to automated decision-making and profiling.

To exercise any of your rights, please email info@propertyhubltd.com or admin@phlfranchises.co.uk with the subject line "Subject Access Request" and provide proof of ID (e.g. valid passport or driving licence). We aim to respond within 30 days.

 

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What Personal Data We Collect

We may collect and process:

• Identity Data: full name, date of birth, gender, marital status.

• Contact Data: phone number, email address, residential or business address.

• Financial Data: bank details, payment records.

• Transaction Data: details about payments, tenancies, property purchases or services used.

• Technical Data: IP address, browser type, and device identifiers.

• Usage Data: pages visited, interactions with emails and website features.

• Marketing & Communications Data: preferences regarding how you want to be contacted.

• AML/KYC Data: identification, proof of address, and source of funds documentation (required under Money Laundering Regulations 2017).

We do not collect special categories of personal data (e.g., race, religion, medical history) or criminal offence data unless required by law.

 

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Legal Bases For Processing

We will only process your personal data when permitted under UK law. Our lawful bases include:

• Consent – where you have clearly agreed to the processing.

• Contract – to fulfil a contract or service agreement with you.

• Legal Obligation – to comply with laws such as HMRC or AML regulations.

• Vital Interest – to protect your safety or someone else’s.

• Legitimate Interest – for our operational needs or client service improvement (provided your rights do not override these interests).

 

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Legitimate Interests We Rely On

We may process your data under legitimate interest for:

• Client and prospect marketing

• Preventing fraud or misuse of our services

• Improving our website and user experience

• Managing legal disputes

• Supporting our franchise agents in servicing their clients

You have the right to object to this processing.

 

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How We Use Your Data

 

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Cookies & Tracking

Our website uses cookies to:

• Improve speed and security

• Track usage behaviour anonymously

• Enable content personalisation

• Maintain compliance with cookie laws

You can manage your cookie preferences via your browser settings. Blocking cookies may limit site functionality.

 

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Refusal To Provide Data

If you fail to provide required data, especially for legal compliance or contract fulfilment, we may be unable to offer you property services, franchise support, or process applications.

 

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Data Transfer Outside Uk

Where required, we may transfer your data securely outside the UK (e.g., cloud-based software hosted overseas). We ensure all providers implement Standard Contractual Clauses (SCCs) or are covered under UK adequacy decisions.

 

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Third Party Sharing

We only share data with trusted providers and partners who help us operate our services. This includes:

Data Controllers:

• HMRC

• Credit reference agencies

• Solicitors and law firms (with your consent)

Data Processors:

• CRM platforms (e.g., Reapit, Alto, Jupix)

• Email marketing platforms (e.g., Mailchimp, Brevo)

• Portal providers (e.g., Rightmove, Zoopla)

• Payment processors (e.g., Stripe, GoCardless)

All third parties are subject to due diligence and required to uphold data security standards.

 

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Data Retention

We retain your personal data as follows:

• AML/KYC and contract records: 6 years

• Marketing preferences: Until withdrawn

• Customer service history: 6 years

• Franchise applications and onboarding: Duration of engagement + 6 years

In all cases, data is regularly reviewed for relevance and securely deleted when no longer required.

 

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Automated Decision Making

We do not use profiling or automated decision-making in any customer, client, or franchise application processes.

 

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📬 COMPLAINTS & CONTACT

If you have questions or concerns about your data, please contact:

📧 info@propertyhubltd.com (PHL)
📧 admin@phlfranchises.co.uk (PHF)

If unsatisfied with our response, you may escalate your concern to:

Information Commissioner’s Office (ICO)
🔗www.ico.org.uk
📞 0303 123 1113