Almarica Properties LTD (“we,” “us,” or “our”), registered at 60 Landford Avenue, Liverpool, L9 6BR (company number 12013915), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share personal data in compliance with the UK General Data Protection Regulation (UK GDPR), Data Protection Act 2018, and other relevant laws. It applies to tenants, applicants, visitors to our website (almaricaproperties.com), and anyone interacting with our HMO rental services in Liverpool, UK.By using our services or website, you consent to the practices described here. If you do not agree, please do not provide your data.

1. Data Controller

• We are the data controller for your personal data. Contact our Data Protection Officer at info@almaricaproperties.com for queries.

2. Personal Data

We CollectWe collect data necessary for providing rental services:

• Identity and Contact Data: Name, date of birth, email, phone, address, passport/ID details.
• Financial Data: Bank details, payment information, credit history (from referencing).
• Tenancy Data: Employment details, references, tenancy history.
• Technical Data: IP address, browser type (from website visits), cookies for analytics; location data if using Google Maps features.
• Security Data: Images or footage from CCTV systems monitoring the exterior of our properties.
• Sensitive Data: Only if relevant (e.g., health data for accessibility needs), with explicit consent.

Data is collected via applications, tenancy agreements, website forms stored internally on our servers, emails, phone calls, third-party referencing agencies, or CCTV. Our management systems at management.almaricaproperties.com and space.almaricaproperties.com are hosted on our own servers using open-source software.

3. How We Use Your Data

We process data on legal bases such as contract necessity, legitimate interests, consent, or legal obligations:

• To process tenancy applications and agreements.
• To manage payments, deposits, and rent collection.
• To conduct maintenance, inspections, and safety checks.
• To ensure security via CCTV (footage reviewed only for incidents, such as crime prevention or investigations).
• To comply with HMO regulations (e.g., sharing with local councils for licensing).
• For website analytics and improvements (e.g., via cookies; CAPTCHA for form security to prevent spam).
• To handle complaints or disputes.

4. Sharing Your Data

We share data only when necessary:

• With service providers (e.g., referencing agencies, contractors for repairs).
• With authorities (e.g., HMRC for tax, local councils for HMO compliance, or police for CCTV-related incidents).
• With deposit schemes (e.g., DPS).
• With third-party tools on our website: Google for Maps and reCAPTCHA (which may collect device and interaction data for functionality and spam prevention; see Google’s privacy policy).
• Data from forms and management is stored internally on our servers; not shared externally unless required.
• Not sold to third parties for marketing.

International transfers (if any, e.g., via Google services) use UK GDPR safeguards like adequacy decisions or standard contractual clauses.

5. Data Security and Retention

• We use secure servers, encryption, and access controls to protect data. CCTV footage is stored securely and retained for up to 30 days, unless needed longer for investigations.
• Data is retained for the tenancy duration plus 6 years (for legal claims) or as required by law (e.g., financial records for 7 years).
• Website data (e.g., cookies) is retained for up to 2 years.

6. Your Rights

Under UK GDPR you have rights to:

• Access, correct, or erase your data (including CCTV footage where applicable).
• Object to processing or restrict it.
• Data portability.
• Withdraw consent (where applicable).
• Complain to the Information Commissioner’s Office (ICO) at ico.org.uk.

To exercise rights, contact us at info@almaricaproperties.com. We respond within one month.

7. Cookies and Website Tracking

• Our website uses cookies for essential functions and analytics. We also use Google Maps for location services and CAPTCHA (e.g., reCAPTCHA) for form security, which may collect data as per Google’s policies. You can manage preferences via your browser.
• We do not track for targeted advertising without consent.

8. Children’s Data

• We do not knowingly collect data from children under 16 without parental consent.

9. Changes to Policy

• We may update this Policy; changes will be posted on our website with notice.

For questions, contact us at info@almaricaproperties.com. This is a sample policy; we recommend professional legal review.