Privacy Policy

Last updated: October 2025

This Privacy Policy forms part of our overall legal notices, including Terms, Accessibility, and Disclaimer, all available via our website footer.

Compliance Statement

The Privacy Policy for Vacant Management is regularly reviewed and updated to comply with current UK law, including property management and sole trader regulations. Our aim is to provide clarity, fairness, and the highest level of consumer protection. If you have any questions regarding compliance, policies, or your rights as a client, please email robert@vacantmanagement.co.uk.

1. Who We Are

Robert Neville (trading as Vacant Management, Sole Trader)

Registered Address: Suite 86, 23 King Street, Cambridge, CB1 1AH
Email: robert@vacantmanagement.co.uk
This Privacy Policy explains how we collect, use, and protect your personal data when you use our services or our website (www.vacantmanagement.co.uk).

2. What Information We Collect

Personal Information: Name, address, email, phone number, and correspondence
Property Details: Information provided by you relating to managed properties
Payment Information: If relevant, payments are processed securely by third-party providers (we do not see or store card details)
Technical Information: IP address, device details, browser, website usage data collected via cookies

3. How We Use Your Information

To provide and administer property management services to you
To communicate regarding our services, quotes, or legal/contractual matters
To comply with legal, regulatory, or insurance obligations
For internal record-keeping and service quality improvement
With your consent, for marketing Vacant Management services (opt-out available anytime)

4. Lawful Basis for Processing

Performance of a contract (to manage your property or respond to your enquiry)
Compliance with a legal obligation (accounting, taxation, regulatory, insurance)
Legitimate interests (service administration, fraud prevention)
Consent (for marketing communications)

5. How We Share Your Information

Third-Party Providers: We may share information with subcontractors, maintenance operatives, insurance companies, or professional advisers strictly for service delivery or compliance
Legal Authorities: Where required by law, insurance, or regulatory authorities
We do not sell or share personal data with third parties for their independent marketing purposes

6. Data Retention

We retain your personal information only as long as necessary to fulfil contractual, legal, or safeguarding requirements—typically for 6 years following the end of our business relationship, unless otherwise required by law.

7. Cookies

Our website uses standard cookies for basic website operation, analytics, and security.
You can change your browser cookie settings at any time by clicking the 'Cookies' link at the bottom right.

8. Your Rights

Under the UK GDPR/Data Protection Act 2018, you have the right to:

Access and receive a copy of your personal data
Rectify errors or update your information
Request deletion (where permitted by law)
Object to or restrict certain types of processing
Withdraw consent at any time (for marketing)
Lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been violated

9. Keeping Your Data Safe

We use industry-standard security measures and strictly limit access to your personal data within Vacant Management. Electronic data is protected by password and encryption; paper records (if any) are stored securely.

10. Changes to this Policy

We may update this policy from time to time. Significant changes will be posted on our website at www.vacantmanagement.co.uk/privacy, with the date of last revision shown above.

11. Contact Us

For data protection queries, including exercising your rights, please email: robert@vacantmanagement.co.uk or write to our registered address.