Privacy Policy

This Privacy Policy explains how Pure Property Management Edinburgh Ltd (“we”, “us”, “our”) collects, uses, discloses and protects personal data relating to landlords, tenants, prospective tenants, vendors, purchasers, contractors and other third parties. We process personal data in accordance with the UK GDPR, the Data Protection Act 2018, and other applicable privacy laws.

1. Introduction

We act as a Data Controller for most of the processing described in this policy. In some cases we may act as a Data Processor for third-party clients (e.g., landlords) and will process personal data on their documented instructions.

2. Lawful bases & legislation

We process personal data under one or more lawful bases, including:

• Contract – to enter into or perform a tenancy, management, or service agreement;
• Legal obligation – to meet our obligations under property, tax and safety regulations;
• Legitimate interests – to run and improve our business, prevent fraud, and protect our clients and the public;
• Consent – for specific activities (e.g., certain marketing) where required and where consent is freely given, informed, and can be withdrawn at any time.

3. Personal data we collect

Depending on your relationship with us (landlord, applicant, tenant, contractor etc.), we may process:

• Identity data – name, date of birth, national ID documents;
• Contact data – email, phone number, current/previous addresses;
• Tenancy & application data – references, employment details, income, credit & affordability checks, right-to-rent/immigration checks;
• Financial data – bank details for rent or deposit payments, payment history;
• Property & maintenance data – inspection reports, inventories, maintenance requests;
• Communications – emails, messages, call notes and correspondence;
• Technical data – IP addresses, device and analytics data when you use our website.

4. How we use your data

• To provide letting, management and related services;
• To conduct applicant screening, referencing and right-to-rent checks;
• To collect rents, handle deposits, manage repairs and ensure compliance;
• To meet legal and regulatory requirements and respond to lawful requests;
• To communicate with you about properties, services or enquiries;
• For auditing, reporting, training, service improvement and fraud prevention.

5. Who we share data with

We share personal data only when necessary, under appropriate safeguards and contracts, including with:

• Referencing and credit-checking agencies;
• Landlords, tenants and authorised representatives;
• Maintenance contractors, inventory clerks and safety assessors;
• Deposit schemes, councils and regulators (where legally required);
• IT, software and hosting providers (e.g., CRM systems) acting as processors;
• Professional advisors (e.g., legal, accounting) where needed.

6. Security

We implement technical and organisational measures appropriate to the risk, including access controls, encryption in transit where applicable, staff training, policies and supplier diligence. However, no method of transmission or storage is completely secure.

7. Data retention

We retain personal data only as long as necessary for the purposes described above and to meet legal, accounting or reporting requirements. Typical examples include:

• Tenancy files & financial records – kept for statutory limitation periods;
• Right-to-rent and ID checks – held for legally required durations;
• Maintenance/inspection records – retained for compliance and audit.

8. Your rights

Subject to conditions and exemptions under UK GDPR, you may have the right to:

• Access your personal data (Subject Access Request);
• Rectify inaccurate or incomplete data;
• Erase data (“right to be forgotten”) in certain circumstances;
• Restrict or object to processing, including direct marketing;
• Data portability (where processing is based on consent or contract);
• Withdraw consent at any time (where consent is the lawful basis);
• Lodge a complaint with the ICO (www.ico.org.uk).

9. International transfers

Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place (e.g., UK Addendum to the EU Standard Contractual Clauses, adequacy regulations).

10. Cookies & tracking

See our Cookie Policy for details of the cookies and tracking technologies used on our website, and how to manage your preferences.

11. Contact us

For questions or to exercise your rights, please contact:
Data Protection Officer
Pure Property Management Edinburgh Ltd
141 Gilmore Place, Edinburgh, EH3 9PW, United Kingdom
Email: [email protected]
Tel: +44 131 656 0390

Download the full policy (PDF): GDPR Privacy Policy (PDF).