Privacy Policy
 

This Privacy Policy explains how we collect, use, share and protect personal information when you interact with our advertising (including on Facebook/Instagram), our website, and our communications.

 

1) Who we are (Controller)

Legal entity: Steven Rich Property Management LTD

Trading name: Rich Property Management

Address: Stocks Farm New Road, Rayne, Braintree, England, CM77 6SY

Email: steven@richproperty.co.uk

Telephone: +44 7383 659689

For UK data protection law purposes, we are the data controller of your personal information.

 

2) What this policy covers

This policy applies where you:

Submit an enquiry through Meta Lead Ads (Facebook/Instagram instant forms);

Visit or submit a form on our website: richproperty.co.uk;

Contact us via WhatsApp/Messenger, phone, SMS or email;

Interact with our retargeting/advertising that uses the Meta Pixel and Conversions API.

 

3) What personal information we collect

A. Information you provide

When you enquire, we collect:

Name

Email address

Telephone number

Number of bedrooms (property size indicator)

B. Information collected via tracking technologies (Pixel/CAPI)

Even if you do not type these details into a form, our website may process information via cookies/pixels and similar technologies when you consent through our cookie banner, such as:

Events relating to your visit (for example: page view, form view/submission, button clicks),

Browser and device-related data and identifiers used by Meta for advertising and measurement.

 

4) How we collect your information

We collect personal information when you:

Complete a Meta lead form on Facebook/Instagram;

Complete a website form or request a call-back;

Message us via WhatsApp/Messenger or contact us by phone, SMS or email;

Consent to advertising cookies/pixels on our website.

 

5) Why we use your information and our lawful bases

UK GDPR requires us to explain our purposes and lawful bases.

We use your information for:

A. Responding to enquiries and arranging discovery calls

Purpose: Contact you to respond to your enquiry and book/hold a discovery call.

Lawful basis: Legitimate interests (running our business and responding to landlord enquiries) and/or pre-contract steps (where you request information that may lead to a management agreement).

B. Providing a proposal and entering into a management agreement

Purpose: Prepare proposals, negotiate, and (if you proceed) enter into and administer a contract.

Lawful basis: Contract / pre-contract steps.

C. Sending service-related messages

Purpose: Send confirmations, reminders, and messages needed to manage your enquiry and relationship.

Lawful basis: Legitimate interests and/or contract.

D. Marketing and follow-up (email, SMS, WhatsApp and phone)

Purpose: Tell you about our services for landlord property management, follow up your enquiry, and send marketing communications.

Lawful basis (UK GDPR): Typically legitimate interests (promoting our services to landlords) and compliance with UK e-privacy rules for electronic marketing.

E-privacy note: For email/SMS/WhatsApp marketing, separate rules under PECR may require consent in some situations (for example, where the recipient is an individual/sole trader and the “soft opt-in” does not apply). We aim to send marketing only where permitted and we provide a clear opt-out in messages or by contacting us.

E. Retargeting and measuring ad performance (Meta Pixel + Conversions API)

Purpose: Show ads to people who have visited our website or engaged with our ads, and measure ad performance.

Lawful basis: For the use of cookies/pixels and similar technologies, this is generally consent via your cookie banner (unless an exemption applies). The ICO’s guidance treats tracking pixels and similar ad-tech as within PECR’s consent regime.

After consent is given, associated personal data processing is generally based on consent and/or our legitimate interests, depending on the specific processing and your settings.

 

6) Automated texts and profiling

We use automated text sequences (for example, SMS follow-ups) through our CRM to respond promptly and manage enquiries.

We also use Meta advertising which involves profiling (automated processing to show ads to people likely to be interested). You can object to some types of processing (see section 11) and control ad preferences through Meta’s own settings.

 

7) Cookies, Meta Pixel and Conversions API

Our website uses a cookie banner which is designed to block Meta Pixel unless you consent.

The ICO explains that PECR applies to cookies and technologies like tracking pixels and scripts/tags, and that you must provide clear information and obtain consent where required.

You can withdraw consent by changing cookie settings via our cookie controls (where provided) or by adjusting your browser settings. Note that blocking cookies may affect site functionality.

 

8) Who we share information with

We share information only where necessary for the purposes above, including with:

A. Our CRM provider

GoHighLevel (CRM and messaging automation platform).

B. Our staff and contractors

Virtual assistants (VAs) located in the Philippines who support enquiry handling and administration, under confidentiality and access controls.

C. Meta (Facebook/Instagram)

When you use Meta Lead Ads or interact with Meta advertising, Meta processes data under its own terms and policies. Meta may act as a processor for certain business tools processing and/or as an independent controller for other processing (such as improving and securing Meta products). You should review Meta’s own privacy information and business tools terms/data processing terms.

D. Google Drive

We use Google Drive for business file storage.

 

9) International transfers (Philippines)

Because our VAs are based in the Philippines, some personal information is accessed/processed outside the UK. This is a “restricted transfer” under UK GDPR in many cases.

The ICO explains that international transfers require appropriate safeguards, such as the UK International Data Transfer Agreement (IDTA) or the UK Addendum, and that organisations should consider transfer risk.

We take steps designed to protect your information for such transfers, which may include (depending on the arrangement) contractual safeguards and access controls.

 

10) How long we keep your information

Unsuccessful leads: kept for 12 months from last meaningful contact, then deleted or anonymised (unless we must retain it for a legal claim or compliance reason).

Clients/landlords: kept for 6 years after the relationship ends (for contract administration, accounting/tax records, and to handle legal claims), then deleted/anonymised where appropriate.

 

11) Your rights

Depending on the circumstances, you have rights under UK GDPR including:

Access to your personal data,

Correction,

Deletion,

Restriction,

Data portability (in some cases),

Objection (particularly where we rely on legitimate interests),

Withdrawal of consent (where we rely on consent, such as certain cookie/pixel activities).

The ICO emphasises that people must be told about these rights and how to exercise them.

Marketing opt-out: You can opt out at any time by using the unsubscribe/STOP instructions in messages or by contacting us at steven@richproperty.co.uk 

 

12) Complaints

If you are unhappy with how we handle your information, please contact us first and we will try to resolve it.

You also have the right to complain to the UK regulator, the Information Commissioner’s Office (ICO).

 

13) Security

We take reasonable organisational measures designed to protect personal information, including limiting access to those who need it for their role and using reputable service providers.

 

14) Children

Our services and marketing are aimed at adult landlords. We do not knowingly collect data from children.

 

15) Changes to this policy

We may update this Privacy Policy from time to time. We will post the latest version on our website and update the “Last updated” date above.