Privacy Policy

Privacy Policy

Westbrook Property Management

Effective Date: 01/01/2026

Westbrook Property Management (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

We may collect personal data about you when you interact with us, including but not limited to:

  • Name, address, email address, telephone number

  • Details about your property or management enquiry

  • Information you provide in forms, emails, or during phone correspondence

This information is necessary for us to provide professional block and estate management services and to comply with our legal obligations.

2. How We Use Your Personal Data

We may use your personal data for the following purposes:

  1. Service Provision – to process your enquiries, quotations, and service requests and manage block or estate management services.

  2. Communication – to provide updates regarding your property or our services.

  3. Legal and Regulatory Compliance – to comply with financial, legal, or regulatory obligations.

  4. Marketing – to send you promotional communications about our services only if you have provided consent.

We do not sell or share your personal data with third parties for marketing purposes without your explicit consent.

3. Legal Basis for Processing

We process personal data on the following lawful bases:

  • Contractual necessity – to fulfil obligations under a service agreement with you.

  • Consent – where you have given clear consent for marketing communications.

  • Legal obligation – to comply with UK law and regulatory requirements.

  • Legitimate interests – to operate our business effectively and manage client relationships, provided this does not override your rights.

4. Marketing Communications

If you have consented to receive marketing communications, you may withdraw your consent at any time by:

  • Clicking the unsubscribe link in any email we send you

  • Contacting us directly via email or telephone

We will not send marketing emails without your explicit consent.

5. Data Retention

We retain your personal data only for as long as necessary to:

  • Provide our services

  • Fulfil contractual obligations

  • Comply with legal, regulatory, and financial requirements

When no longer required, data will be securely deleted or anonymised.

6. Your Rights

Under the UK GDPR, you have the right to:

  • Access your personal data (“right of access”).

  • Request correction of inaccurate or incomplete data

  • Request erasure of your personal data (“right to be forgotten”)

  • Object to or restrict processing

  • Withdraw consent at any time (for marketing communications)

  • Request data portability, where applicable

  • Lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your rights have been violated

For more information, visit the ICO website.

7. Automated Decision-Making

We do not use automated decision-making or profiling that would significantly affect you based solely on personal data.

8. Data Security

We implement appropriate technical and organisational measures to protect your personal data against accidental loss, unauthorised access, disclosure, alteration, or destruction.

In the event of a personal data breach, we will comply with our legal obligations, including notifying affected individuals and the ICO when required.

9. Sharing and Disclosure of Data

We may share your personal data only in limited circumstances, including:

  • With service providers acting on our behalf (e.g., IT, accounting, or property service providers)

  • Where required by law or regulatory authority

  • In connection with a sale, merger, or reorganisation of our business

All third parties are required to keep your personal data secure and to use it only for the purposes for which it was disclosed.

10. Links to Other Websites

Our website may contain links to external websites. We are not responsible for the privacy practices of these third-party sites and recommend reviewing their policies separately.

11. Updates to this Privacy Policy

We may update this Privacy Policy periodically to reflect changes in law or our practices. The latest version will be posted on our website with the effective date. We recommend checking this page regularly.

12. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact:

Westbrook Property Management
3 Brooke Place
Binfield
Bracknell
Berkshire
RG42 5JU

Email: enquire@westbrookpropertymanagement.co.uk
Telephone: 01344 204778