Privacy Policy

This is the Privacy Policy for YHPM Ltd, accessible from www.yourhomepm.co.uk.

Last updated: 3 December 2025

YHPM Ltd respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, request a quotation, become a client, communicate with us as a leaseholder or resident, or otherwise use our services.

YHPM Ltd is the data controller responsible for the personal information covered by this policy.

Our details are:

• Company: Your Home Property Management Ltd
• Trading name: Your Home Property Management Ltd
• Registered office: Fanton Hall (Office 12B), Wickford, Essex, SS12 9JF
• Company number: 07746364
• Email: james@yourhomepm.co.uk
• Telephone: 01277 812 905

Information We Collect

We may collect and process the following categories of personal information:

• Your name, postal address, email address and telephone number.
• Details of the property you own, occupy, manage or enquire about.
• Information submitted through our website contact forms.
• Details contained in emails, letters, telephone calls and other communications.
• Information required to provide property management services.
• Service charge, payment, account and transaction information.
• Records relating to repairs, maintenance, complaints, insurance claims and property matters.
• Information about directors, leaseholders, residents, tenants, contractors and professional advisers.
• Technical information, including your internet protocol address, browser type, device information and website usage data.
• Marketing preferences and records of your consent, where applicable.
• CCTV images or access-control information where we manage systems on behalf of a client.

We may sometimes receive information from third parties, including resident management companies, right-to-manage companies, freeholders, landlords, managing agents, letting agents, contractors, insurers, solicitors, accountants and public authorities.

Please do not provide sensitive personal information through our website unless it is necessary for us to deal with your enquiry.

How We Use Your Information

We may use personal information to:

• Respond to enquiries and provide quotations or proposals.
• Enter into and perform property management agreements.
• Manage residential buildings, estates and communal areas.
• Communicate with clients, directors, leaseholders, residents, tenants and contractors.
• Collect service charges and maintain financial and accounting records.
• Arrange repairs, inspections, maintenance, insurance and major works.
• Manage complaints, disputes, emergencies and insurance claims.
• Comply with legal, regulatory, tax, accounting and professional obligations.
• Protect our business, clients, residents and properties against fraud, misuse and security risks.
• Improve our website, services and customer experience.
• Send relevant business or marketing communications where permitted.
• Establish, exercise or defend legal claims.

We will not sell your personal information.

Our Lawful Bases

Under UK data protection law, we must have a lawful basis for using personal information. Depending on the circumstances, we may rely on:

• Contract: where processing is necessary to enter into or perform a contract with you.
• Legal obligation: where we must process information to comply with legislation, court orders, regulatory obligations, accounting requirements or other legal duties.
• Legitimate interests: where processing is reasonably necessary for our business operations, property management services, security, administration, debt recovery or the protection of our clients’ interests, provided those interests are not overridden by your rights.
• Consent: where you have freely given clear consent, including for certain marketing activities or non-essential website cookies. You may withdraw consent at any time.
• Vital interests: where information must be used to protect someone’s life or physical safety, such as during an emergency.

Sharing Personal Information

We may share personal information where reasonably necessary with:

• Resident management companies, right-to-manage companies, freeholders and property owners.
• Leaseholders, residents or tenants where appropriate.
• Employees, consultants and authorised representatives.
• Contractors, surveyors, engineers and maintenance providers.
• Accountants, auditors, banks and payment providers.
• Insurers, insurance brokers and loss adjusters.
• Solicitors, debt recovery agents and other professional advisers.
• Software, website hosting, communications and IT service providers.
• Emergency services, local authorities, regulators, courts and government bodies.
• Prospective purchasers or successors if our business is sold or reorganised.

Service providers acting on our behalf must use personal information only for authorised purposes and must apply appropriate security measures.

International Transfers

Some of our technology or software providers may store or process information outside the United Kingdom. Where personal information is transferred internationally, we will take reasonable steps to ensure that appropriate legal safeguards are in place. These may include transferring information to a country recognised as providing adequate protection or using approved contractual protections.

Data Security

We use appropriate organisational and technical measures to protect personal information against unauthorised access, loss, alteration, disclosure or misuse. These measures may include password protection, access controls, secure software, data backups, staff training and contractual confidentiality obligations.

However, no internet transmission or electronic storage system can be guaranteed to be completely secure.

Data Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected. Retention periods will depend on the type of information, our contractual obligations and applicable legal, regulatory, accounting, insurance and professional requirements.

Property management, financial and contractual records may normally be retained for at least six years after the relevant relationship or transaction has ended. Some information may be retained for longer where necessary to deal with legal claims, building records, insurance matters or regulatory obligations.

Website enquiries that do not result in a business relationship will normally be deleted when they are no longer required.

Cookies and Website Analytics

Our website may use cookies and similar technologies. Cookies are small files placed on your device to enable website functionality, remember preferences and provide information about website usage.

Strictly necessary cookies may be used without consent where they are required for the website to operate securely and properly. We will request your consent before placing non-essential analytics, advertising or tracking cookies. You can accept, reject or manage non-essential cookies through our cookie banner or browser settings.

Further information about individual cookies is provided in our separate Cookie Policy.

Marketing Communications

We may contact business customers or prospective clients about relevant property management services where permitted by law. Where consent is required, we will obtain it before sending marketing communications.

You can unsubscribe at any time by using the unsubscribe option in the communication or contacting us directly. Opting out of marketing will not prevent us from sending essential communications relating to an existing contract, property or enquiry.

Your Rights

Depending on the circumstances, you may have the right to:

• Request access to your personal information.
• Request correction of inaccurate or incomplete information.
• Request deletion of your information.
• Request restriction of processing.
• Object to processing based on legitimate interests or direct marketing.
• Request transfer of information in a portable format.
• Withdraw consent at any time.
• Ask for information about automated decision-making.

These rights are not absolute and may be subject to legal exemptions. To exercise your rights, please contact us. We may need to verify your identity before responding.

Complaints

Please contact us first if you have concerns about how we use your personal information. We will investigate your concerns and attempt to resolve the matter promptly.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection:

• Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Third-Party Websites

Our website may contain links to websites operated by third parties. We are not responsible for the content, security or privacy practices of those websites. You should read the relevant privacy policy before providing information to another organisation.

Changes to This Policy

We may update this Privacy Policy to reflect changes in our services, website, legal obligations or data-processing practices. The latest version will be published on our website with the date of the most recent update. Material changes may also be communicated directly where appropriate.

More Information

If you have any questions about this Privacy Policy, please contact us.

• Email: james@yourhomepm.co.uk
• Telephone: 01277 812 905