Privacy Policy

1. Introduction

Noxok Property Solutions ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our property management services.

2. Information We Collect

2.1 Personal Information

We may collect personal information that you provide directly to us, including:

• Name and contact details (email address, phone number, postal address)
• Property information (address, ownership details, tenancy information)
• Financial information (bank details for rent payments, where applicable)
• Correspondence and communications with our team

2.2 Automatically Collected Information

When you visit our website, we may automatically collect:

• IP address and browser information
• Device type and operating system
• Pages visited and time spent on our website
• Referring website addresses

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide property management services, including tenant placement, maintenance coordination, rent collection, and property inspections
• Communication: To respond to your inquiries, send service updates, and communicate about your property
• Legal Compliance: To comply with legal obligations, including HMO licensing, safety regulations, and tenancy law requirements
• Business Operations: To improve our services, analyze website usage, and enhance customer experience
• Marketing: To send you information about our services (you can opt out at any time)

4. Legal Basis for Processing (GDPR)

Under the General Data Protection Regulation (GDPR), we process your personal data based on:

• Contract Performance: Processing necessary to fulfill our property management services
• Legitimate Interests: Operating our business, improving services, and preventing fraud
• Legal Obligation: Compliance with UK property law, tax obligations, and regulatory requirements
• Consent: Where you have given explicit consent (e.g., marketing communications)

5. Data Sharing and Disclosure

We may share your information with:

• Service Providers: Contractors, maintenance companies, and professional service providers who assist in delivering our services
• Legal Authorities: When required by law, regulation, or legal process
• Tenants and Landlords: Sharing relevant property information as necessary for tenancy management
• Financial Institutions: For rent collection and payment processing

We do not sell your personal information to third parties.

6. Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Secure data storage and encryption
• Limited access to personal information on a need-to-know basis
• Regular security assessments and updates
• Staff training on data protection practices

7. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Property management records may be retained for up to 7 years in accordance with UK tax and legal requirements.

8. Your Rights Under GDPR

Under UK data protection law, you have the following rights:

• Right to Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data (subject to legal obligations)
• Right to Restrict Processing: Request limitation on how we use your data
• Right to Data Portability: Receive your data in a structured, commonly used format
• Right to Object: Object to processing based on legitimate interests or for marketing purposes
• Right to Withdraw Consent: Withdraw consent where processing is based on consent

To exercise any of these rights, please contact us at info@noxokpropertysolutions.com

9. Cookies and Tracking Technologies

Our website may use cookies and similar tracking technologies to enhance your browsing experience. Cookies are small files stored on your device that help us understand how you use our website.

You can control cookie settings through your browser preferences. Please note that disabling cookies may affect the functionality of our website.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

11. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated policy on our website with a new "Last Updated" date.

13. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

14. Complaints

If you believe your data protection rights have been violated, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):