Privacy Policy

1. Introduction

ASTA Property Management ("we," "us," "our") respects your privacy and is committed to protecting your personal data. This policy explains how we process information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data We Collect

We collect personal data necessary for property management, including but not limited to:

• Names, contact details, and identification documents
• Financial information for rent collection and reporting
• Employment and reference details for tenant vetting
• Maintenance request details and communications
• Digital data such as IP addresses and usage logs on our website and portal

3. How We Use Your Data

Your personal data is used to:

• Provide and manage tenancy and landlord services
• Conduct credit and reference checks compliant with legal standards
• Communicate with you regarding your tenancy or property
• Comply with legal obligations such as anti-money laundering and taxation
• Improve our services and digital platforms

4. Data Sharing

We do not sell your data. We share information only with:

• Authorized third-party service providers (e.g., referencing agencies, maintenance contractors) under strict confidentiality agreements
• Legal and regulatory authorities as required by law
• Our internal team strictly on a need-to-know basis

5. Data Retention

Personal data is retained for the duration of your tenancy or contract and for a statutory period thereafter (typically six years) to comply with legal and accounting requirements.

6. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction or deletion of inaccurate data
• Object to or restrict processing
• Data portability
• Lodge a complaint with the Information Commissioner's Office (ICO)

7. Security Measures

We employ industry-standard security protocols including encryption, secure servers, access controls, and regular audits to protect your data from unauthorised access or loss.

Data Privacy Transparency

• We clearly explain what personal information we collect, why we need it, and how it will be used before you provide it.
• You are informed about your rights under the UK GDPR, including how to access, correct, or delete your data.
• Our data sharing practices are open; we disclose which third parties may receive your information and under what circumstances.
• We employ robust security measures to safeguard your data against unauthorised access or breaches.
• We retain your data only as long as necessary to fulfil our contractual and legal obligations, and we commit to regularly reviewing these retention periods.
• We provide easy channels for you to contact us regarding any data privacy concerns or requests.

Service Terms Transparency

• Our service agreements clearly outline the scope, fees, and obligations for both ASTA and our clients.
• We ensure all fees, payment terms, and any potential additional charges are disclosed upfront — with no hidden costs.
• Changes to service terms are communicated promptly and with reasonable notice, allowing you to make informed decisions.
• We clarify the limits of our liability, your responsibilities, and the procedures for resolving disputes to avoid misunderstandings.
• We maintain openness about how service delivery is conducted, including how and when property inspections, maintenance, and financial reporting occur.