Privacy policy
This privacy policy explains how The Adeline Property Group Ltd (“we”, “us”, “our”) collects, uses, stores and protects your personal data. We are the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
We are registered with the Information Commissioner’s Office (ICO). This policy was last updated on 8 April 2026.
What personal data we collect
Contact and enquiry forms
When you submit a contact form or enquiry on our website, we collect your name, email address, telephone number, property address or name, the number of units at your property, your enquiry type, and the content of your message. We use this information to respond to your enquiry and, where relevant, to provide you with a management quotation or arrange a consultation.
Service charge health check
When you complete our service charge health check, we collect diagnostic information about your current management arrangements and, if you choose to provide them, your name and email address. We use this information to generate your health check results and, where you have provided contact details, to follow up with relevant recommendations.
Investor pack qualification form
When you request our investor pack, we collect your name, email address, telephone number, and indicative investment capacity. Investment capacity is financial information and is treated with particular care. We use this information solely to send you the investor pack and to arrange a follow-up conversation if appropriate. This information is shared only with our director and is not disclosed to any third party.
Resident portal
If you are a resident or director of a building we manage, our portal stores your name, email address, contact details, property and unit information, service charge account data, maintenance reports, and correspondence with your property manager. This data is processed under the contractual basis of our management agreement with your building’s management company or freeholder.
Legal basis for processing
We process your personal data on the following legal bases: consent (where you submit a form or request information), contractual necessity (where we manage your building or have a business relationship with you), and legitimate interest (where we follow up on enquiries or maintain records for business purposes). You may withdraw your consent at any time by contacting us.
How we use your data
We use your personal data to respond to enquiries and provide quotations, to deliver our management and development services, to send you information you have requested, to comply with our legal and regulatory obligations, and to maintain records of our business relationships. We do not use your data for automated decision-making or profiling.
Data sharing
We do not sell, rent, or trade your personal data. We may share your data with service providers who assist in the delivery of our services, such as our portal hosting provider, email service provider, and accountants. All service providers are contractually required to process your data in accordance with UK GDPR. We may also disclose your data where required by law or regulation.
Data retention
We retain enquiry data for up to two years from the date of your last interaction with us, unless a business relationship is established, in which case we retain data for the duration of that relationship and for six years afterwards in accordance with our legal obligations. Health check data submitted without contact details is anonymised and retained for analytical purposes only. Portal data is retained for the duration of our management agreement and for six years thereafter.
Data security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. Access to personal data is restricted to authorised personnel on a need-to-know basis.
Your rights
Under UK GDPR you have the right to access the personal data we hold about you, to request correction of inaccurate data, to request deletion of your data (subject to our legal obligations), to restrict or object to our processing of your data, and to data portability. To exercise any of these rights, please contact us using the details below.
Cookies
Our website uses cookies. For full details of what cookies we use and how to manage them, please see our cookie policy.
Contact
If you have any questions about this privacy policy or wish to exercise your data protection rights, please contact us at info@adelinepropertygroup.co.uk or by writing to The Adeline Property Group Ltd at our registered office address.
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office at ico.org.uk.