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Effective Date: 7th August 2025

This Privacy Policy explains how Naphira Property Management Ltd (“we”, “us”, or “our”) collects, uses, stores, and protects your personal data when you visit our website naphira.co.uk, contact us, or use our services. We are committed to safeguarding your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Naphira Property Management Ltd is a property management company based in the United Kingdom. We manage residential properties, including HMOs, serviced accommodation, and single lets.

For the purposes of data protection law, we are the “data controller” of your personal information.

2. What Information We Collect

We may collect and process the following types of personal data:

  • Contact details: name, email address, phone number
  • Property information: addresses, ownership details
  • Enquiry details: messages, preferences, and service requests
  • Technical data: IP address, browser type, operating system, time zone, and pages visited (collected via cookies – see our Cookie Policy)
  • Marketing preferences: whether you’ve opted into marketing communications

We only collect the data that is necessary to provide our services, respond to your enquiries, or fulfil our legal obligations.

3. How We Use Your Information

We use your data to:

  • Respond to your enquiries or requests
  • Provide property management services
  • Process contracts and agreements
  • Comply with legal or regulatory requirements
  • Improve our website and services
  • Send marketing communications (if you have opted in)

4. Legal Basis for Processing

We rely on the following legal bases:

  • Consent: where you have given us explicit permission (e.g., marketing opt-in)
  • Contract: where processing is necessary for the performance of a contract
  • Legal obligation: where we are required to comply with the law
  • Legitimate interests: for business purposes not overridden by your rights

5. Who We Share Your Data With

We may share your personal data with:

  • Our service providers and contractors (e.g., IT, marketing, maintenance)
  • Legal or regulatory authorities where required
  • Third parties where necessary for service delivery (e.g., electricians, cleaners)
  • Accountants, solicitors, or insurers where relevant

We will never sell your data to third parties.

6. How We Store and Protect Your Data

We take appropriate technical and organisational measures to protect your data from loss, misuse, unauthorised access, or disclosure.

Your data is stored securely within the UK or in countries with adequate protection under UK GDPR.

7. How Long We Keep Your Data

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

  • Fulfil the purposes outlined above
  • Comply with legal, accounting, or regulatory requirements

When data is no longer needed, it will be securely deleted or anonymised.

8. Your Rights

You have the following rights under the UK GDPR:

  • Access – to request a copy of the personal data we hold about you
  • Rectification – to correct any inaccurate or incomplete data
  • Erasure – to request deletion of your data in certain circumstances
  • Restriction – to limit processing of your data
  • Portability – to request data in a structured format
  • Objection – to object to processing based on legitimate interests or marketing
  • Withdraw Consent – at any time, where processing is based on consent

To exercise any of these rights, contact us at [your email address].

9. Cookies

We use cookies to enhance your experience and understand website traffic. For more information, please refer to our Cookie Policy.

10. Changes to This Privacy Policy

We may update this policy from time to time. Any changes will be posted on this page with an updated effective date.

11. Contact Us

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

Naphira Property Management Ltd
Email: info@naphira.co.uk
Phone: [Insert contact number]
Address: 3 Warners Mill, Silks Way, Braintree, Essex, United Kingdom, CM7 3GB

If you are not satisfied with our response, you can lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.