Last Updated: March 27, 2025
At Quantum Propertize, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you interact with our services, including our website (quantumpropertize.co.uk), client portal, and block management services for residential and commercial properties in Liverpool. By using our services, you agree to the terms of this Privacy Policy.
1. Who We Are
Quantum Propertize Ltd is a block management company based in Liverpool, UK. We provide property management services, including maintenance coordination, internet supply, 24-hour call-out support, and access management for residential and commercial properties. We also manage properties on behalf of other agencies and offer a client portal for transparency in service charge breakdowns and maintenance documentation.
- Data Controller: Quantum Propertize Ltd
- Contact Email: pr*****@******************co.uk
- Phone: 0151 440 3250
2. Information We Collect
We collect personal information to provide our block management services, manage properties, and communicate with clients, residents, and partners. The types of data we collect include:
- Personal Identifiers: Name, email address, phone number, and postal address (e.g., when you contact us, sign up for our client portal, or are a resident of a property we manage).
- Property-Related Information: Details about your property, such as lease agreements, service charge payments, and maintenance requests, which we collect to manage properties effectively.
- Internet Supply Data: If you use our internet supply services, we may collect data such as IP addresses, device information, and usage logs to ensure service quality and troubleshoot issues.
- Financial Information: Payment details (e.g., bank account or credit card information) for service charge payments or other fees, processed securely through third-party payment providers.
- Communication Data: Information from emails, phone calls, or contact form submissions, including your inquiry type (e.g., residential block management, maintenance requests).
- Technical Data: IP address, browser type, device type, and usage data (e.g., pages visited, time spent on our site) collected via cookies and analytics tools when you visit our website.
- CCTV and Security Data: If applicable, footage from CCTV systems we manage at properties for security purposes (e.g., as part of our proposed security enhancements).
We do not collect special categories of personal data (e.g., health, religion) unless required by law or with your explicit consent.
3. How We Collect Your Information
We collect your data through the following methods:
- Direct Interactions: When you contact us via our website, email, phone, or in person (e.g., submitting a contact form, requesting maintenance, or signing up for the client portal).
- Automated Technologies: Through cookies, server logs, and analytics tools (e.g., Google Analytics) when you visit our website. You can manage cookie preferences via our cookie consent banner.
- Third Parties: From other agencies we work with, subcontractors (e.g., electricians, plumbers), or payment processors when managing properties or processing payments.
- Property Management Activities: When you are a resident or property owner of a building we manage, we collect data as part of our services (e.g., service charge collection, maintenance coordination).
- CCTV Systems: If CCTV is installed at a property we manage, we may collect footage for security purposes, with appropriate signage in place.
4. How We Use Your Information
We use your personal data to provide our block management services and improve your experience. The lawful bases for processing your data under the UK GDPR include contractual necessity, legitimate interests, legal obligations, and consent (where applicable). We use your data for the following purposes:
- To Provide Block Management Services: To manage properties, coordinate maintenance and repairs, arrange internet supply, and handle 24-hour call-out requests.
- To Process Service Charges: To collect and manage service charge payments, provide breakdowns via our client portal, and ensure transparency in financial management.
- To Communicate with You: To respond to inquiries, send updates about property management (e.g., maintenance schedules), and provide support to residents and clients.
- To Ensure Security: To monitor properties via CCTV (where installed) and manage access, ensuring the safety of residents and tenants.
- To Improve Our Services: To analyze website usage, client portal interactions, and service feedback to enhance our offerings and user experience.
- To Comply with Legal Obligations: To meet regulatory requirements, such as health and safety laws, landlord-tenant legislation, and financial reporting.
- To Market Our Services: To send promotional emails or updates about our services (only with your consent, and you can opt out at any time).
5. How We Share Your Information
We may share your personal data with the following parties, but only when necessary and in compliance with UK GDPR:
- Subcontractors: Trusted subcontractors (e.g., electricians, plumbers, gardeners) who perform maintenance and repair work on properties we manage.
- Other Agencies: Agencies we collaborate with to manage their properties, ensuring seamless service delivery.
- Service Providers: Third-party providers, such as payment processors (e.g., Stripe, PayPal), IT service providers (e.g., for internet supply), and analytics tools (e.g., Google Analytics).
- Legal Authorities: If required by law, we may share data with regulatory bodies, law enforcement, or other authorities to comply with legal obligations (e.g., health and safety compliance).
- Professional Advisors: Our accountants, lawyers, or auditors, for financial or legal purposes.
We do not sell your personal data to third parties for marketing purposes.
6. International Data Transfers
Quantum Propertize primarily processes data within the UK. However, some of our third-party service providers (e.g., cloud storage, analytics tools) may be based outside the UK. When transferring data internationally, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) approved by the UK Information Commissioner’s Office (ICO), to comply with UK GDPR.
7. How We Protect Your Data
We take the security of your personal data seriously and have implemented the following measures to protect it:
- Technical Measures: Encryption of data in transit (e.g., SSL/TLS on our website) and at rest (e.g., client portal data), secure servers, and regular security updates.
- Organizational Measures: Staff training on data protection, access controls (e.g., only authorized personnel can access sensitive data), and internal policies for data handling.
- Third-Party Vetting: We only work with trusted third parties who comply with UK GDPR and have robust security measures in place.
Despite our efforts, no system is completely secure. If a data breach occurs, we will notify you and the ICO within 72 hours, as required by law.
8. Data Retention
We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, or reporting requirements. Our retention periods include:
- Client and Resident Data: Retained for the duration of our management contract with the property, plus 6 years after the contract ends (to comply with UK financial and legal obligations).
- Website and Inquiry Data: Contact form submissions and website analytics data are retained for 2 years, unless you become a client.
- CCTV Footage: Retained for 30 days, unless needed for a specific investigation, in which case it may be kept longer as required by law.
- Internet Supply Data: Usage logs are retained for 1 year to ensure service quality and troubleshoot issues.
After the retention period, we securely delete or anonymize your data.
9. Your Data Protection Rights
Under the UK GDPR, you have the following rights regarding your personal data:
- Right to Access: Request a copy of the personal data we hold about you (Subject Access Request).
- Right to Rectification: Ask us to correct inaccurate or incomplete data.
- Right to Erasure: Request deletion of your data (e.g., if it’s no longer necessary for the purpose it was collected).
- Right to Restrict Processing: Ask us to limit how we use your data in certain circumstances.
- Right to Data Portability: Request a copy of your data in a machine-readable format to transfer to another provider.
- Right to Object: Object to processing based on legitimate interests (e.g., marketing emails).
- Right to Withdraw Consent: If we process your data based on consent (e.g., marketing), you can withdraw consent at any time.
To exercise these rights, contact us at da**@******************co.uk. We will respond within one month, as required by law. There is no fee for most requests, but we may charge a reasonable fee for repetitive or excessive requests.
10. Cookies and Tracking Technologies
Our website uses cookies and similar technologies to enhance your experience, analyze usage, and deliver personalized content. Cookies we use include:
- Essential Cookies: Necessary for the website to function (e.g., session cookies for the client portal).
- Analytics Cookies: To track website usage (e.g., Google Analytics) and improve our services.
- Marketing Cookies: To deliver relevant ads (if applicable, with your consent).
You can manage your cookie preferences via our cookie consent banner when you first visit our site. For more details, see our Cookie Policy.
11. Third-Party Links
Our website may contain links to third-party websites (e.g., payment processors, subcontractor websites). We are not responsible for the privacy practices of these sites. We encourage you to review their privacy policies before providing any personal information.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or best practices. When we make significant changes, we will notify you via email or a notice on our website. The “Last Updated” date at the top of this policy will also be updated.
13. How to Contact Us
If you have questions about this Privacy Policy, wish to exercise your data protection rights, or have a complaint, please contact us:
- Email: da**@******************co.uk
- Phone: 0151 440 3250
You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):
- Website: www.ico.org.uk
- Phone: 0303 123 1113
- Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF