Privacy Policy

Your Privacy is of the utmost importance to us and we are committed to comply with the data privacy requirements when processing your data.

In this Privacy Policy we explain how we collect and then process your personal data and what your rights and options are under this data protection law, including the General Data Protection Regulation of the European Union (GDPR).


Who is responsible for your personal data?

Universal Property Management (UPM) is responsible for your Personal Data.

The registered address of UPM is:

77a Castle Road,

UPM can be contacted by Telephone on 02392738035, or by email


Where does Universal Property Management get your personal data from?

When you submit a enquiry either directly to us or through online marketing such as Zoopla & Rightmove, we receive basic information such as your name, phone number and or email address. Any other information we collect will be requested directly from you.


What Personal Data does Universal Property Management collect?

In the case of tenants & guarantors once a let is agreed we collect information from you such as address, date of birth, residential status, occupation, and employment status. This applies to both prospective tenant and Guarantors (where applicable)

This information is then submitted to a referencing company called Rent 4 Sure they will use your data to conduct a credit check & affordability check

We must also conduct a right to rent check, in order to do this we must see your photo identification and retain and copy for our records.

Acceptable identification are as follows

  • UK passport
  • Birth certificate & driving license
  • Eea/swiss national passport/identity card

In the case of a student we will also request a copy of your Student Identification card. This is so that your student status can be verified and notified to the local Council in order for you to obtain exemption from Council Tax.

For landlord’s information such as your full name, address, contact number will be requested directly from you. At the point of instruction we will request photo ID & further information regarding the property as well as any insurances you have and proof of non-residency tax exemption where necessary.

For Tradesmen we will request contact name, telephone number, email address, bank details for payment and proof of public liability insurance.

For staff we will request full name, address, contact number, pay roll number & bank account details for payment.

All Documents will be requested directly from you and are either scanned into our secure property management system which can only be accessed by our staff members. There are different levels of access applicable to the staff members role for example in the case of tradesmen and staff only the accounts can view bank details.

Any photocopied documents in our possession our stored in our filing cabinets at our registered address these are locked overnight.

We do not collect information for children under the age of 18


What is the purpose of processing your Personal Data?

We process Personal data in accordance with the guidelines of the EU General Data Protection Regulation (GDPR) and data protection laws for the following purposes:

  • Processing both tenant’s & guarantors applications for accommodation efficiently by checking suitability & affordability (as mentioned above our referencing agency check affordability & credit scoring)
  • Supporting compliance with our legal obligations such as Right to rent checks and Anti-money laundering checks.
  • For purposes related to carrying out necessary checks before accepting a tenant or landlord or tradesman, such as confirming identify, residency and profession.


On which legal basis does Universal Property process your Personal Data?

Depending on the specific purpose for the processing of your Personal Data we rely on one or more of the following legal grounds

  • Because processing and record keeping is necessary for compliance with our legal obligations such as right to rent regulatory obligation
  • Administrational processes to keep our records up to date and managing our contractual obligations and compliance with internal and legal regulations that apply to us
  • In addition we process your personal data on the basis of your consent where you have expressly given that to us the purpose of processing your application


Who will receive your Personal Data?

Within the company any member of staff can access basic personal data on the system such as full name, address contact number. There are restrictions on the staff that can access bank account details, which are limited to manager & accounts. All staff are fully compliant with our internal contractual statutory obligations.

In the case of Staff.  The bookkeeper & accountant will receive your name, address, pay roll number and bank account details.

In the case of Tradesmen.  All staff can access you’re name, address & contact details only accounts can access your pay roll number and bank account details.

In the case of tenants & guarantors. The referencing company will be given your name, phone number and email address in order to start the referencing process. They will contact you directly for further information. All of which stays within their company and is protected by their own privacy laws. We will share your information with the following:

  • My Deposits. This is the deposit protection scheme that we register your deposits with. They will receive your full name, address, contact numbers and the amount of deposit you have paid.
  • Governmental or regulatory Authorities i.e. Council tax offices
  • Service providers.
  • In the case of any court action the Courts or any law enforcement Authorities or Attorney’s or other third parties in connection with the establishment and in the case of enforcement any process servers and or out sourced bailiff / debt collection services that we may be obliged to instruct.
  • Your landlord will receive your full name and address when supplied with a copy of the tenancy agreement


Will your Personal Data br transferred to any third party?



How long will your Personal Data be stored?

We Process and store your Personal Data only as long as it is necessary for our relationship with you or as required to meet our contractual and statutory obligations in accordance with applicable laws, such as our obligation for retention of records.

As a rule the limit of time for retention of documentation specified in applicable law is 7 years

Alter the lapse of the relevant retention periods your Personal Data may be either erased or Anonymised or transferred to an Archive your Personal Data may be used for Historical or Statistical purposes, dispute resolution and investigation.


How Does Universal Property Protect your Personal Data?

UPM has implemented a data protection policy and various technical and organisational measures in order to keep your Personal Data Confidential and Secure in accordance with internal procedures and the EU General Data Protection Regulation and other applicable Data privacy Laws.

Our Technical, organisational security measures are designed to prevent accidental or unlawful destruction, loss alteration or unauthorised disclosure of or access to your Personal Data transmitted stored or otherwise processed.

There are regular checks to ensure the security of processing.


How can I change my personal data?

If you believe you have provided us with Personal Data that is incorrect or that need to be updated you may contact us via email to that purpose


Am I obliged to provide Personal Data?

You will have provided us with Personal Data entirely voluntarily, UPM would be unable to process an application for a tenancy, instruct a property or employ the services of a tradesman  without certain elements of your Personal Data.


What are my rights with respect to my Personal Data?

If you are an EU Citizen or a non EU National residing in the EU, subject to certain conditions you may have a right to have access to your Personal Data which we hold (Article1 GDPR subject to the restrictions of applicable local law) a right to rectification of accurate Personal Data which we hold (Article 16 GDPR), a right to erasure of your Personal Data.

In certain circumstances (Article 17 GDPR subject to the restrictions of applicable local law) a right to restriction and to object to the processing of your Personal Data which we hold (Article 18 and 21 GDPR) and a right to Data portability (Article 20 GDPR).

Further you have a right to lodge a complaint with a competent Data Protection supervisory authority (Article 77 GDPR in conjunction with applicable local law) or to invoke binding arbitration under Privacy Shield Principles

All requests regarding the above mentioned rights and any other enquiries about this Privacy Policy or the way we process your Personal Data should be addressed to:

Universal Property Management, 77a Castle Road, Southsea, Portsmouth, PO5 3AY.

We may request that you provide such information we may reasonable require in order to confirm your identity.

In the event where we have reasonable doubts concerning your identity we may request the provision of additional information in order to prevent unauthorised disclosure of personal Data, in the event this is refused we may be unable to proceed with a tenancy, instruction of property or no longer use the services of a tradesman.


Updates to this Policy

This Privacy Policy is effective as of the 25th May 2018

We reserve the right to modify this information from time to time in order to reflect and changes to the way we process your Personal Data or changing legal requirements.

In the case of any such modification we will notify you accordingly, the changes will take effect as soon as they are posted as part of the services.


Information about your right to withdraw your consent pursuant to Article 7 (3) GDPR.

Where you have granted us permission to process your Personal Data,  your consent may be withdrawn at any time.  his also applies to consent given to us before the GDPR came into force i.e. before 25th May 2018.

The withdrawal of your consent has an effect only for the future and does not affect the lawfulness of processing your Personal Data based on your consent before its withdrawal.


Information about your right to object Pursuant to Article 21 GDPR

If you are an EU Citizen or non-residential residing in the EU, you have the right to object, on the grounds relating to your particular situation, at any time to the processing of your Personal Data however please be aware that this will mean we are unable to proceed with any pending applications.

Which is based on Point (e) of Article 6(1) (Processing in the public interest),  and Point (f) of Article 6 (1) GDPR (Processing based on legitimate interests), including profiling based on those provisions.

If you object to us processing your Personal Data, we will no longer process your Personal Data unless we have compelling legitimate grounds for such processing which override your Interests, rights and freedom or, alternatively such processing serves to assert, exercise or defend legal claims.

We will at no time process your Personal Data for direct marketing.

Any withdrawal of consent or objection to the processing of your Personal Data should be submitted formally, indicating your name, your address and your date of birth and should addressed to:

Universal Property Management
77a Castle Road,

You may also contact us by email at