Privacy Policy

HCS Property Management Ltd

Registered office: Unit 6 Quebec Wharf, 14 Thomas Road, London, England, E14 7AF, United Kingdom

Email: hello@hcspropertymanagement.com

Website: www.hcspropertymanagement.com

Company number: 17278393

For the purposes of UK data protection legislation, HCS Property Management Ltd is the data controller responsible for your personal data.

We may collect and process the following information.

A. Website enquiries– when you contact us through our website, we may collect your name, email address, telephone number, property location and any information you include in your enquiry.

B. Property owners and landlords– when providing our services, we may collect your name, email address, telephone number, property address, bank details, ownership information, mortgage or lease information where relevant, and identification documents where required.

C. Guests– for guests staying in properties we manage, we may collect name, email address, telephone number, booking details, check-in and check-out dates, number of guests, vehicle information (where applicable), emergency contact information and rental agreement information.

D. Identity verification– to protect our clients, guests and properties, identity verification may be required. This may include a passport, driving licence, government-issued photo ID, or a selfie or facial verification. Identity verification may be carried out using trusted third-party providers acting on behalf of HCS.

E. Website usage data– we may automatically collect your IP address, browser type, device type, operating system, pages visited, referring websites and time spent on pages. This information may be collected through cookies and analytics tools.

We use personal information to:

• Respond to enquiries;
• Provide rental estimates;
• Onboard landlords;
• Manage properties;
• Manage bookings;
• Communicate with guests;
• Verify identities;
• Prevent fraud and unauthorised activity;
• Coordinate cleaning and maintenance;
• Process payments;
• Improve our website and services; and
• Comply with legal obligations.

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

• Contract– where processing is necessary to perform a contract or take steps before entering into one, such as managing bookings, providing property management services and guest communication.
• Legitimate interests– where processing is necessary for our legitimate business interests, such as fraud prevention, property security and service improvement.
• Legal obligation– where we are required by law, such as tax obligations, regulatory compliance and responding to lawful requests.
• Consent– where required, such as for non-essential cookies. You may withdraw consent at any time.

We may share information with trusted third-party providers where necessary to provide our services. These may include:

• Hostaway– property management software, used to manage bookings, store guest information, manage calendars and coordinate communications.
• SuiteOp– guest portal and guest experience platform, used for guest portals, identity verification, rental agreements, guest communications, guidebooks and guest upsells.
• Stripe– payment processor, used to process guest payments, deposits and optional extras. HCS does not store complete card details.
• Turno– cleaning management platform, used to coordinate cleaning, manage turnovers and schedule cleaning teams.
• Booking platforms– including Airbnb, Booking.com and Vrbo, used to receive reservations, communicate with guests and manage listings.

International transfers– some of our third-party service providers may store or process personal information outside the United Kingdom. Where this occurs, we ensure appropriate safeguards are in place to protect personal information in accordance with applicable data protection laws.

We retain personal information only for as long as reasonably necessary. Retention periods depend on legal obligations, tax requirements, contractual requirements and operational needs. Examples include:

• Website enquiries – up to 2 years;
• Landlord records – 6 years after the contract ends;
• Guest booking records – 6 years;
• Guest ID verification – according to operational and legal requirements.

When information is no longer required, it is securely deleted or anonymised.

We take reasonable technical and organisational measures to protect personal information, which may include password protection, encrypted systems, restricted access, secure third-party providers and staff confidentiality obligations. Whilst we take security seriously, no system can be guaranteed to be completely secure.

Under UK GDPR you may have the right to:

• Access your personal data;
• Correct inaccurate information;
• Request deletion of personal data;
• Restrict processing;
• Object to processing;
• Request transfer of your data; and
• Withdraw consent where consent is relied upon.

Requests can be made using the contact details below.

Our website uses cookies and similar technologies to understand visitor behaviour, remember preferences, analyse website traffic and performance, and measure marketing effectiveness. Further information is available in our Cookie Policy.

If you have concerns about how your information is handled, please contact us first at hello@hcspropertymanagement.com. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Helpline: 0303 123 1113. Website: ico.org.uk/make-a-complaint.

We may update this Privacy Policy from time to time. Any changes will be published on this page and become effective immediately upon publication.

HCS Property Management Ltd
Email: hello@hcspropertymanagement.com
Website: www.hcspropertymanagement.com

If you have any questions about this Privacy Policy or your personal information, please contact us using the details above.