Privacy Policy
At Squire Property Management, we care about your privacy and will only share any personal data that you provide to us with third parties, in order to fulfil our obligations and to provide you with our services as set out in our terms of business, tenancy agreements and this notice.
The type of personal information we collect
We may collect and process the following information:
- Personal identifiers, contacts and characteristics (for example, name and contact details)
- Preferences (eg. property search requirements)
- Special Category data (eg. Nationality/Ethnic Origin/Residency status)
- Financial Data (eg. Bank account details/Income/Tax information/credit history)
- Criminal Offence Data (eg. Criminal convictions disclosed/fraud indicators)
- Any other information that you chose to disclose to us.
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- To assist with an enquiry by phone, in person, by email or on our website
- To contact you to arrange property viewings or log your search requirements
- To update you with relevant information or available properties
- To send statements/invoices to you
- To collect or make payments to or from you
- To administer a tenancy agreement
- To value your property or offer lettings services
- Referring you to our insurance providers where requested.
- To register a tenancy deposit with a relevant protection scheme
- To comply with tax obligations
- To complete references when applying to rent a property
- To complete right to rent checks when applying to rent a property
- To arrange maintenance and comply with legal and safety requirements.
- To manage utility accounts
- To fulfil any legal obligation
- To understand your requirements and provide you with relevant services.
We also receive personal information indirectly, from the following sources in the following scenarios:
- An enquiry from a third party on your behalf
- A third party providing a reference upon request
- A criminal investigation
- Complaints
We may share your information with:
- Our contractors
- Our staff/employees
- Your landlord/tenant
- Our software providers/IT consultants
- Referencing providers
- Insurers
- HMRC
- Banks
- Deposit registration scheme
- Utility providers/local authorities
- Debt Collectors
- Solicitors
- External Auditors/regulators/Accountants
We make every effort to ensure the GDPR compliance of 3rd parties, but ultimately, bear no responsibility for them.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You may request to remove your consent at any time. You can do this by contacting
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a vital interest.
(e) We need it to perform a public task.
(f) We have a legitimate interest.
How we store your personal data:
We store your data in our files and on our computer systems which have security systems in place to avoid unauthorised access. Our servers and back ups are encrypted. Any printed documentation is securely cross shredded or incinerated when no longer required. We will continue to hold your personal data until it is no longer required, for as long as is required by law, or to a maximum of 7 years from your last dealings with us.
Your data protection rights:
Under data protection law (GDPR), you have rights including:
Your right to be informed – You have the right to be informed (what data we hold, how it is handled, stored, destroyed etc)
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. This right is not absolute.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances. Providing this does not conflict with our original lawful basis for processing.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances providing this does not conflict with our processing needs or legal basis.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at
More information about data protection and your rights is available at
ICO website: https://www.ico.org.uk