Privacy Policy

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This Privacy Notice explains how we collect, use, and protect your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who We Are

We are Space Management LLP. Our Data Protection Officer is Tristan Cogswell, and you may contact them at 60 Pembroke Road, London, W8 6NX, via telephone at 020 7602 7662, or by email at hello@spacemanagement.co.uk

How We Use Your Data

We collect and process personal data for the following lawful purposes:

• Contractual Necessity: To fulfil contractual obligations (e.g., tenancy agreements, property sales, and maintenance services).
• Legal Obligation: To comply with our legal obligations, including financial crime prevention, Right to Rent checks, and tax regulations.
• Legitimate Interests: To protect our legitimate interests and those of our clients (e.g., landlords and property sellers), including ensuring tenant suitability and managing rental properties effectively.
• Consent (where applicable): When you provide consent, we may use your data to:
• Send marketing communications about our services.
• Share marketing information from selected third parties

If you provide consent, you can withdraw it at any time by contacting us at hello@spacemanagement.co.uk

Data We Collect & How We Use It

We may collect the following categories of personal data:

• Identity Data: Name, date of birth, nationality, and photo ID.
• Contact Data: Address, email, and phone number.
• Financial Data: Bank details, salary information, credit history.
• Property Details: Information related to your tenancy or property ownership.
• Communications: Records of emails, phone calls, or correspondence.

We process this data for purposes including:

• Tenant referencing and affordability checks via Right Move Referencing.
• Property marketing (e.g., sharing property details and images on our website and third-party platforms).
• Maintenance and repair coordination with approved contractors.
• Debt collection and legal enforcement where necessary.
• Utility account setup (e.g., notifying local council, energy, and water suppliers).

Automated Decision-Making & Profiling

We use Right Move Referencing to assess tenant suitability via an automated process that evaluates credit history, employment, and affordability. If this process results in an unfavourable outcome, you have the right to:

• Request human review of the decision.
• Express your viewpoint and contest the decision.

If you wish to challenge an automated decision, please contact us at hello@spacemanagement.co.uk

Data Sharing & Transfers

We only share your data where necessary and in compliance with data protection laws. This includes:

• Credit reference agencies (e.g., Right Move Referencing) to assess tenant affordability.
• Legal advisors & debt collection agencies when pursuing outstanding rent or other claims.
• IT Service Providers (e.g., Microsoft & Eurolink Technology Ltd) who process data within the UK and the EU under strict contractual safeguards.

International Transfers: If we transfer data outside the UK, we ensure safeguards are in place, such as Standard Contractual Clauses (SCCs) or reliance on UK Government adequacy decisions. If you wish to learn more, please contact us at hello@spacemanagement.co.uk

Data Retention

We retain your personal data only for as long as necessary to fulfil our contractual, legal, and business obligations. Specifically:

• Tenant and property transaction data: 6 years after the transaction has ended
• Financial and legal records: Minimum 6 years (for compliance with HMRC and legal obligations).
• Marketing data: Retained until you withdraw consent.

After this period, data is securely deleted or anonymized.

Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right of Access: Request a copy of the data we hold about you.
• Right to Rectification: Request corrections to inaccurate or incomplete data.
• Right to Erasure: Ask us to delete your data where no longer necessary.
• Right to Restriction: Limit processing under certain circumstances.
• Right to Data Portability: Request transfer of your data to another provider (where applicable).
• Right to Object: Object to processing based on legitimate interests, including direct marketing.
• Rights related to Automated Decision-Making: Challenge decisions made solely by automated means.

To exercise these rights, contact us at hello@spacemanagement.co.uk.

Cookies & Website Tracking

If we use cookies or tracking technologies on our website, we will provide a separate Cookie Notice detailing the purpose, type, and opt-out options for website users.

Data Breaches & Complaints

In the event of a data breach that presents a high risk to your rights and freedoms, we will notify affected individuals and the UK Information Commissioner’s Office (ICO) within 72 hours.

If you are dissatisfied with our handling of your data, you can:

1. Contact us at hello@spacemanagement.co.uk.
2. Lodge a complaint with the Information Commissioner's Office (ICO) via https://ico.org.uk.

Date last reviewed: June 2025
Next review due: June 2027