Privacy Policy

 1.  Who We Are

This Privacy Policy applies to Purple Sand Group Limited and its associated group companies:

• The HMO Guys Limited
• The Clean Team Limited
• The Maint Team Limited
• Purple Sand Group (Sales) Limited

(collectively referred to as “Purple Sand Group”, “the Group”, “we”, “us”, or “our”).

The Group operates property management, lettings, sales, maintenance, cleaning, and associated property services across the United Kingdom.

We are committed to protecting and respecting your privacy. This notice explains how, why and when we collect and process your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2.  Information We Collect

We only collect personal data that is necessary, relevant and proportionate for the purposes outlined in this notice.

The personal data we may collect includes (but is not limited to):

• Full name
• Date of birth
• Current and previous addresses
• Personal email address
• Business email address
• Telephone numbers (mobile and landline)
• National Insurance number
• Passport number
• Driving licence number
• Employment history and references
• Bank details (where required for payments or payroll)
• Tenancy information
• Financial and credit information
• CCTV images (where applicable at managed properties)

We may collect this data from:

• Website enquiry forms
• Tenancy applications
• Employment applications and CVs
• Property sales documentation
• Telephone calls and email correspondence
• In-person meetings
• Third-party referencing agencies
• Land Registry or public records
• Contractors and professional advisers

We do not collect unnecessary data and do not process your information in any way that is incompatible with the purposes set out in this policy.

3.  How We Use Your Personal Data (Legal Basis for Processing)

We process personal data under one or more of the following lawful bases:

(a) Performance of a Contract

We process your data where necessary to:

• Manage tenancies
• Provide property management services
• Carry out property sales
• Arrange cleaning and maintenance services
• Administer employment contracts
• Collect and transfer rent
• Process contractor payments

(b) Legal Obligation

We process and retain personal data where required to comply with legal obligations, including:

• Anti-Money Laundering (AML) regulations
• Right to Rent checks
• Accounting and tax obligations
• Health & safety compliance
• Deposit protection legislation
• HMO licensing requirements
• Court proceedings or legal claims

 
We may share personal data with referencing or credit agencies where required for employment or tenancy checks.

(c) Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This includes:

• Improving our services
• Internal administration
• Fraud prevention
• Direct marketing of relevant property services
• Business development
• CCTV usage for property security

Where we rely on legitimate interests, we conduct an internal assessment to ensure processing is proportionate and justified.

(d) Consent

Where we rely on consent (for example, certain marketing communications), you may withdraw that consent at any time.

We will never sell your data.

4.  Sharing and Disclosure of Personal Data

We do not share or disclose personal information except:

• Where necessary to deliver our services
• Where required by law
• Where you have given consent

We may share data with:

• Referencing and credit agencies
• Deposit protection schemes
• Accountants and legal advisers
• Contractors and tradespeople
• Cleaning and maintenance operatives
• IT service providers and CRM platforms
• Government bodies and local authorities
• HMRC
• Insurance providers

All third-party processors act under strict contractual obligations and process data only in accordance with our instructions and UK GDPR requirements. 

5.  Your Rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request erasure (where applicable)
• Restrict processing (where applicable)
• Object to processing (including direct marketing)
• Data portability (where applicable)
• Be informed about automated decision-making

Where we receive a request, we may require identity verification before responding.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully.

6.  How Long We Keep Your Data

We retain personal data only for as long as necessary for the purposes for which it was collected.

Examples include:

• Accounting records: minimum 6 years (as required by UK tax law)
• Tenancy records: typically 6 years after tenancy ends
• AML documentation: minimum 5 years
• Employment records: in line with employment law retention guidance
• Marketing data: until consent is withdrawn or deemed no longer relevant

At the end of the retention period, data will be securely destroyed or anonymised.

7.  Special Category Data

In limited circumstances, we may process “special category data” (such as health information relevant to tenancy adjustments or employment).

Where this occurs, we will:

• Only process the minimum necessary data
• Identify and document an appropriate lawful basis
• Apply enhanced security measures 

8.  Safeguarding Measures

We implement appropriate technical and organisational measures to protect your personal data, including:

• Secure servers and encrypted systems
• Restricted access controls
• Password protection and multi-factor authentication
• Confidentiality agreements
• Staff training on data protection
• Secure disposal procedures

We take all reasonable steps to prevent unauthorised access, loss, misuse, alteration or disclosure. 

9.  Consequences of Not Providing Data

You are not legally required to provide personal data; however, where such data is necessary to:

• Enter into a tenancy
• Complete a property purchase
• Process employment
• Deliver contracted services

Failure to provide required data may mean we cannot proceed with the relevant service or agreement. 

10.  Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in legislation or business operations. The latest version will always be available upon request or via our website.