My Property Business Ltd (“we”, “us”, “our”) is an online property data management platform for everyone, especially property investors and landlords. Our Privacy Policy explains how we, as a data controller, collect, store and process personal data when you browse our site www.myproperty.business (the “My Property Business website”), use the My Property Business service/application (“My Propery Business”) or otherwise provide personal data to us. Please read this Privacy Policy carefully to understand how we will treat your data, including personal data.

This Privacy Policy should be read with our Terms of Service, which, together, apply to your use of both the My Property Business website and My Property Business service.

Your personal data

When we say “personal data”, we mean any information that relates to and identifies a living person. Personal data will be contained in the information that you provide to us or that is provided during your interactions with us or our service, or in the information that you authorise a third party to give to us on your behalf.

The property data that you enter into My Property Data, isn't part of the personal data discussed here, unless it identifies a person. When it comes to your personal data, we comply in full with our obligations under the General Data Protection Regulation (GDPR) and other applicable data protection legislation. With reference to the California Consumer Privacy Act (CCPA), My Property Business does not sell, rent, release, disclose, disseminate, make available, transfer, or otherwise communicate personal information to another business or a third party for monetary or other valuable consideration.

Information you provide

Your personal data includes the information you provide to us or that you authorise someone else to provide when you:

• sign up for a My Property Business account

• sign up to receive our emails or communications

• participate in or answer questionnaires or surveys, provide feedback or enter competitions

• provide information in your My Property Business account profile

• provide information during a support enquiry about you and/or your organisation

• provide information when you complete any forms which you submit to us,

Examples of this personal data include name, email address, contact number, as well as any correspondence sent by you when you contact us. It could also include: your bank account details and bank transaction details (if that information identifies a person); details in any invoices or receipts that you upload (if they identify a person); and/or information to identify customers in vulnerable situations so that we can offer them support or protection.

My Property Business has no requirement to collect or process any special categories of personal data, as defined under GDPR and the Data Protection Act 2018, in order to provide the service. In addition, we do not knowingly collect or solicit any personal data from anyone under the age of 16 or knowingly allow such persons to register for My Properby Business. My Property Business is not directed at children under the age of 16. In the event that we learn that we have collected personal data from a child under age 16 without verification of parental consent, we will delete that information as quickly as possible.

Information we collect

We collect information about your usage of our service and website to improve our service, understand trends and enhance and customise content and campaigns. Some of this data may be personal data, where it relates to an identifiable person. We collect your information and use it to:

• monitor patterns of usage, such as login dates and volumes of data, so we can understand how people are using My Property Business, keep My Property Business secure and to develop and improve our products

• monitor patterns of usage so that we can tailor any communications we may send to you or advertising that you may receive. For example, we may tailor a newsletter with information about product features that you haven't tried yet, instead of features that you use frequently. We want the content of our communications to be relevant and useful to you

• aid in our monitoring of usage patterns and for security reasons, we log your Internet Protocol (IP) address when you use our website (this is the individual identification number that is assigned to your computer when it’s connected to the internet)

• monitor traffic information to our website and emails, including page visits, email clicks, purchases, referring sites, and video viewings. We use this information to improve our website, advertising, promotions, and to understand customer behaviour. Please see section 10 below regarding our policy on cookies

We collect and use your personal data for a variety of business reasons. We need some of the data to enter into and perform our contract with you, maintain the security of our systems and provide you with access to My Property Business. This data includes your contact details and other information requested during the My Property Business setup process. If you fail to provide this data, or refuse to do so, we may be unable to provide our service to you.

All the processing we carry out is underpinned by a set of processing conditions. These are the legal bases under which we have the authority to collect, use and store your personal information. The following is a summary of how these could apply to you within the My Property Business service.

Contractual necessity

We will process data where it is necessary to enter into a contract with you for the provision of the My Property Business service or to perform our obligations under that contract. Please note that if you do not agree to provide us with certain requested information it may be difficult for the service to operate as intended or at all. Examples include:

• processing and reviewing applications for the My Property Business service or additional services

• executing your instructions; providing property information, providing support or advice, resolving any queries or discrepancies and administering any changes

• receiving calls or emails to our support team

• managing and maintaining our relationships with you and for ongoing customer service

• communicating with you about the service and products you receive from us or via the My Property Business service

• handling any complaints, queries or requests which relate to the My Property Business service

Please note - you will retain complete discretion to terminate your account with My Property Business where we/you consider that it does not meet your needs or expectations.

Legal obligation

When you elect to use the My Property Business service, we are required by law to collect and process certain personal information about you. Please be aware that, should you refuse to provide us with certain mandatory information, it may not be possible for you to access the service. Examples include:

• delivering mandatory communications to users of the service, providing service messages, publishing revised disclosures or terms and conditions

• investigating and resolving complaints where we may need to exercise or defend our legal rights

• conducting investigations into suspected criminal acts, breaches of conduct and corporate policies

• processing applications for products and services available from or through My Property Business, including making decisions about whether to agree to approve any application

• performing assessments and analysing customer information for the purposes of managing, improving and fixing data quality

• providing assurance that we have effective processes to identify, manage, monitor and report on the risks My Property Business might be exposed to (e.g. security, fraud and client confidentiality)

Legitimate interests

We will process your personal data within My Property Business where it is in our legitimate interests to do so, and without prejudicing your interests or fundamental rights and freedoms. Examples include:

• delivering service insights and personalised recommendations to you which help to maximise your use of My Property Business and its products and services, or those products and services from trusted third parties

• providing you with updates about the My Property Business service and its functionality, including new features and services

• analysing your personal data and property data so that we can administer, support, improve and develop our business, customer service and features of the My Property Business service. We may use third parties to assist us in performing these activities from time to time and, in those cases, we may pass on your personal and/or property data to them. We will only share your data with third parties that we trust, and when there are assurances in place as to how they will protect the data

• improving your experience of the My Property Business service by:

  • gathering feedback from you on your use of and interactions within our service

  • assessing your use of our service

  • tracking your interactions with our service to tailor the content

  • recording and monitoring communications to our telephone and online helplines

• taking action if we need to defend our legal rights under our Terms of Service if you misuse the service or act in a way which contravenes laws, regulations or our Terms of Service

• utilising available support functions for the management of the service, which may include:

  • budgeting

  • advice from our legal and accounting teams

  • technology support from relevant expert areas and third parties

• tracking and analysing your use of our service to prepare reports on its performance

• sharing anonymous or aggregate data in order to get you the best deals available on associated products and services, or with trusted third parties for research purposes

• performing research and trend analysis to optimise your experience of the service

• developing and enhancing our data models to improve the accuracy of the service and your insights

• engaging our users by:

  • gathering your feedback on the service

  • reporting at an aggregate level on the user experience and service performance

  • engaging and communicating with our users on social media and via SMS/email

  • providing you with detailed information on your account activity

• using your personal information in an anonymised and aggregated form to create content to include in:

  • infographics, industry reports and media campaigns

  • blog posts and videos on the My Property Business service

  • emails that inform users about the success and performance of the service

  • posts from social media accounts owned and operated by My Property Business

Supplier and third-party arrangements

As part of the service, we may need to share your personal information outside My Property Business. There are limited circumstances in which we would do this and we will always have a compelling business reason to do so. Examples of when we will share your information include:

• when we have your permission to do so

• when you ask us to share your information as part of the service or a connected product you are interested in so that we can tailor your experience

• when part of the service, or a product you are interested in, is supported or provided by a third party outside My Property Business

• when we are under a duty to disclose or share your personal in order to comply with any legal or regulatory obligation

• to cooperate with law enforcement officials, judicial bodies, government entities, tax authorities or regulatory bodies in the investigation of unlawful activities of My Property Business users or relating to My Property Business users; or in order to enforce or apply any contract with you; or to protect our rights, property, or the safety of our employees, customers or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction

• sharing with suppliers, sub-contractors and advisors who support the operation of the service, provide information or manage connected products

• sharing with third parties in the event that we, our business, or substantially all of its assets are acquired by a third party (in which case, personal information about customers will be one of the transferred assets)

• passing aggregate information on the usage of the My Property Business service, where relevant, to maintain, improve and manage the My Property Business service or for the purposes of research

We will always take steps to ensure that the safety and security of your information is maintained. We will implement and maintain technical and organisational measures for each transfer of personal information and mandate that our partners and third parties do the same. No ownership rights to the data will be transferred to any third party, unless otherwise notified.

Transferring information overseas

We will, from time to time, have to transfer your information to third parties or organisations in other countries. This will only happen on the basis that any party which we pass your information to will protect it in the same way that we would and in accordance with applicable laws.

In the event that we transfer information to countries outside of the European Economic Area (which includes countries in the European Union as well as Iceland, Liechtenstein and Norway), we will only do so when:

• the European Commission has decided that the country or the organisation we are sharing your information with will protect your information adequately

• the transfer has been authorised by the relevant data protection authority

• we have entered into a valid contract with the third party or organisation with which we are sharing your information (on terms approved by the European Commission) to ensure your information is adequately protected

  
  

We only store your data for as long as is necessary for the purposes of processing that are set out in this policy. When you cancel your account with My Property Business we will automatically delete your data after one year. Alternatively, you can send account and data deletion request to data@myproperty.business.The table below details our retention policy for all types of accounts.

If you are signed up to marketing communications, cancelling your My Property Business account will not automatically cancel your marketing preferences. If you would like to unsubscribe, please email privacy@myproperty.business, otherwise we will delete your email address from our system after two years of inactivity.

To ensure the integrity of our systems and your data, we utilise various technologies to continually take secure, encrypted backups. All data, including deleted data, remains archived within these backups, which are maintained according to our defined two-year data retention policy, after which they are deleted.

You can ask us for a copy of your personal data that we hold - see section 9 below for more information.

You have the option to delete all of your data at any time, please send a request to data@myproperty.business. My Property Business is under no obligation to retain data on your behalf if you are no longer subscribed to the My Property Business service.

If your free trial expires or your account is suspended due to non-payment, your account will be automatically deleted after two years of inactivity. We retain historical details about your payments to My Property Business for accounting purposes because we are required by law to do so.

Once your free trial is over, you need to provide payment details to start your subscription and continue using My Property Business. Where this information is provided, it is passed directly to our payment service provider, Stripe, via an encrypted link and is never stored on our systems. We handle ongoing billing by passing a token to Stripe that identifies your account (find out more about Stripe's privacy policy).

1. Access to your personal data: You can ask us to confirm if we are processing your personal data and you may request a copy of your personal data by contacting our team at privacy@myproperty.business.

2. Right to change or withdraw your consent: Where you have given us consent to make use of your personal data for any of the purposes outlined in this policy, you may withdraw that consent by contacting. If you wish to change your contact preferences or you no longer wish to be contacted for marketing purposes, get in touch.

3. Right to rectification: If you need to update out-of-date or inaccurate information we hold about you, please log on to your My Property Business account and update your information or get in touch.

4. Right to erasure: You are free to delete your data at any point.

5. Right to data portability: In certain circumstances, you may ask us to provide you with the personal data that we hold about you in a structured, commonly used, machine-readable form, or ask for us to send such personal data to another data controller. You can send a data request to data@myproperty.business.

6. Make a complaint: You may make a complaint about our data processing activities to a supervisory authority. In the UK this is the Information Commissioner's Office (ICO). Further details can be found on their website.

7. Getting in touch: To make enquiries and/or to exercise any of your rights as outlined in this privacy policy please contact our team at privacy@myproperty.business.

Cookies are small files saved to your device that track, save and store information about your interactions and usage of our services. The primary purpose for our use of cookies is to allow us to provide a smooth, efficient and personalised experience for our users, both on and off our website, through remembering your preferences, securely storing your password (if requested) and serving you more relevant advertising.

If you want to manage or disable cookies for the My Property Business website or any other site, you can do so by changing your browser settings. Please bear in mind that disabling functional cookies may impair the availability and/or functionality of the My Property Business service. We suggest consulting the “Help” section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers.

For more information about the cookies we use, please see our Cookie Policy.

We take security and privacy seriously. We will endeavour to take all reasonable steps to keep your personal data secure once it has been transferred to our systems. We adopt appropriate, industry-standard data collection, storage and processing practices and security measures to protect against unauthorised access, alteration, disclosure or destruction.

Where we utilise third parties to help provide our services, we will always ensure that, as a minimum, the security policies and confidentiality arrangements of those third parties adhere to the same requirements that we impose and expect.

Where we have given you (or where you have chosen) a password that enables you to access certain parts of the My Property Business website or My Property Business itself, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

We shall periodically check that the personal data we store for you is accurate. If you would like to update the personal data we hold about you, please log in to your My Property Business account or contact us at privacy@myproperty.business with your request.

Please note that the internet is not a secure medium and although we will do our best to protect your data, we cannot guarantee the security of any data transmitted to My Property Business. Any such transmission is at your own risk.

We may modify or update this Privacy Policy from time to time to reflect the changes in our business and practices, so you should review this page periodically. When we change the policy in a material manner, we will let you know and will update the “last updated” header at the top of this page.