Privacy Policy

Snow White Property Management Ltd is committed to protecting your privacy and handling personal information in a lawful, fair, secure and transparent way.

This notice summarises how we use personal information in connection with our UK property management services, website, enquiries, property administration and business operations. It should be read together with our full Privacy Policy, available on this website. You can also request a copy by emailing us.

Company: Snow White Property Management Ltd, registered in England and Wales under company number 11419746 Registered office: 446 Ewell Road, Surbiton, England, KT6 7EL Website: www.swpmanagement.co.uk General email: info@swpmanagement.co.uk Data protection contact: ivelina@swpmanagement.co.uk ICO registration number: ZC156804 Property Redress Scheme membership number: PRS059032

Snow White Property Management LTD provides UK property management and related property administration services. This may include tenant communication, maintenance coordination, contractor coordination, inspections, compliance monitoring support, emergency issue coordination, move-in and move-out coordination, day-to-day property administration, landlord updates, rent collection support where agreed, and block management or leaseholder/freeholder/resident-in-block administration where agreed.

Snow White Property Management does not act as an estate agent. Unless expressly agreed in writing, we do not provide estate agency sales services, tenant referencing, tenant credit scoring, tenant approval decisions or Right to Rent checking services. Where needed and agreed, we may coordinate, introduce or facilitate access to vetted third-party providers who provide specialist services such as referencing, identity checks, Right to Rent checks, inventories, legal, insurance or compliance support.

At the date of this notice, Snow White Property Management does not hold client money. This means we do not hold rent, service charges, tenancy deposits outside Deposit Protection Service custodial arrangements, landlord funds, tenant funds or other third-party funds. If this changes, we will review our legal and regulatory obligations, join a Client Money Protection scheme where required, and update our privacy information, terms of business and internal procedures before doing so.

The personal information we collect depends on your relationship with us and the service involved. It may include:

• Name, address, email address, telephone number and communication records. • Landlord, tenant, occupier, guarantor, leaseholder, freeholder, resident, contractor, supplier or property-related information. • Property, tenancy, block, communal area, leaseholder/freeholder, resident, inspection, maintenance, contractor, complaint, insurance, compliance and safety records. • Access information such as keys, fobs, alarm codes, smart-lock details, gate codes or entry instructions where needed. • Payment status, arrears communication, invoices, payment confirmations and limited payment details where relevant. • Deposit administration information where agreed and where relevant to Deposit Protection Service custodial arrangements. • Website and enquiry information, including contact form details, IP address, device details, cookie preferences and website interaction data where applicable. • Limited staff, worker and job applicant information where relevant, such as CVs, right to work documents and employment administration records.

We use personal information to:

• Respond to enquiries and provide service information. • Set up and manage property management relationships and agreed services. • Coordinate repairs, maintenance, inspections, emergencies, access and contractor attendance. • Provide landlord, tenant, occupier, leaseholder, freeholder and resident communication where relevant. • Provide block management, communal area, safety/compliance support, notices and related administration where agreed. • Support payment administration, rent collection support, arrears communication, deposit administration and move-in or move-out processes where agreed. • Keep accurate records of properties, services, inspections, maintenance, compliance, complaints, disputes, payments and communications. • Meet legal, regulatory, tax, accounting, housing, health and safety, employment, insurance and property management obligations. • Improve our services, website, systems and security. • Send service communications and, where permitted by law, marketing communications about our services.

Depending on the circumstances, we may rely on contract, legal obligation, legitimate interests, consent, vital interests or another lawful basis available under UK data protection law. For non-essential cookies, analytics, advertising or tracking technologies, we will obtain consent where required by law.

We do not sell personal information. We may share information where necessary and lawful with:

• Landlords, property owners, tenants, occupiers, guarantors, managing agents, estate agents, leaseholders, freeholders, residents in blocks and relevant property professionals. • Contractors, tradespeople, emergency service providers, suppliers and inventory clerks. • Vetted specialist providers where agreed or necessary, such as referencing, identity-checking, Right to Rent, inventory, legal, insurance or compliance providers. • Deposit protection schemes, payment providers, banks, accountants, payroll providers and pension providers. • Solicitors, insurers, loss adjusters, courts, tribunals, enforcement bodies, local authorities, regulators, government bodies, the police and law enforcement agencies where required or permitted by law. • IT, website, email and server hosting providers, including SiteGround for email hosting, and cloud storage, e-signature, telephone, WhatsApp, analytics, advertising, cookie management and communication providers. • The Property Redress Scheme, ombudsman services, complaint-handling bodies and professional advisers.

Our website uses essential cookies and similar storage and access technologies where needed for the website to work properly, maintain security, remember preferences or provide requested functionality. Where we use non-essential cookies or similar technologies, such as Google Analytics, advertising or retargeting tools, tracking pixels, scripts or tags, WhatsApp chat, embedded maps, video, reCAPTCHA, booking tools or review widgets, we will obtain consent where required by law before those technologies are used. You can manage or withdraw cookie preferences through our cookie banner or cookie settings tool where available. More information should be provided in our Cookie Policy or cookie settings tool.

We only keep personal information for as long as necessary for the purpose it was collected, including to meet legal, accounting, tax, regulatory, contractual, insurance, employment, complaint, dispute or reporting requirements. As a guide, general enquiries are usually kept for 12 to 24 months; client, landlord, property, tenancy, inspection, maintenance, block management, leaseholder/freeholder and resident-in-block records may be kept for the relationship or relevant matter and up to 6 years afterwards; accounting and payment records are usually kept for 6 years; complaint, dispute, insurance and legal claim records may be kept for up to 6 years after closure or longer where necessary; job applicant records are usually kept for 6 to 12 months; and marketing suppression records are kept as long as needed to respect opt-outs.

You may have rights to access your personal information, ask for incorrect or incomplete information to be corrected, request deletion or erasure in certain circumstances, restrict or object to processing, request data portability in certain circumstances, withdraw consent where we rely on consent, and raise concerns about automated decision-making or profiling. These rights do not apply in all circumstances.

To exercise your rights, contact ivelina@swpmanagement.co.uk and tell us which right you want to exercise. We may need to verify your identity. We will usually respond within one month, although this may be extended where permitted by law for complex or numerous requests.

Snow White Property Management operates in the UK, but some service providers, including website, email, server, cloud, e-signature, analytics, advertising, payment, WhatsApp, communication or IT providers, may process personal information outside the UK or allow access from outside the UK. Where this happens, we will take steps to ensure appropriate safeguards are in place where required by UK data protection law.

If you have questions or concerns about how we handle personal information, please contact us first at ivelina@swpmanagement.co.uk. You can also complain to the Information Commissioner's Office at www.ico.org.uk or by calling 0303 123 1113. If your complaint relates to a matter within the Property Redress Scheme remit, you may also contact the Property Redress Scheme. Snow White Property Management membership number: PRS059032.

This page is a summary of our full Privacy Policy. Please read the full Privacy Policy, which is available on this website. You can also request a copy by emailing ivelina@swpmanagement.co.uk.