This Privacy Policy explains how AOX PROPERTY SOLUTIONS LTD collects, uses, stores, shares and protects personal information. It applies to this website and to the property solutions, portfolio management, refurbishment, facilities coordination, tenant liaison and compliance services that the Company provides. The policy has been prepared by the developer AOX Property and is maintained by AOX PROPERTY SOLUTIONS LTD, whose registered address is 41 Brecon Avenue, Drayton, PORTSMOUTH - PO6 2AN, United Kingdom (GB). We ask that you read it carefully before using this website or instructing the Company.
We are committed to handling personal data lawfully, fairly and transparently. The Company acts as a data controller for the information described below. Where we process information on behalf of a landlord client, we may act as a processor, and the terms of that arrangement are set out in the written engagement between the Company and the client.
Who We Are
AOX PROPERTY SOLUTIONS LTD is a property solutions practice based in Portsmouth in the United Kingdom. The Company provides property sourcing and acquisition, portfolio management, refurbishment project management, facilities coordination, tenant liaison and compliance and safety audit services. For the purposes of data protection law, the Company is the controller of the personal information described in this policy unless a separate written agreement states otherwise.
The Company can be contacted at 41 Brecon Avenue, Drayton, PORTSMOUTH - PO6 2AN, United Kingdom (GB), by email at finance@aoxproperty.autos or by telephone on +19478888375. Any question about this policy, or about how your information is handled, may be directed to those contact points and will be answered by a member of the Company.
Scope of This Policy
This policy covers personal information collected through this website, through correspondence with the Company, through the delivery of property services and through the management of tenancies and buildings. It does not cover information held by third parties whose services you may use independently, and it does not cover information that has been fully anonymised so that it can no longer be linked to an identifiable person.
Where the Company processes information on behalf of a client under a written engagement, the client remains responsible for ensuring that its own privacy notices are accurate and complete. This policy describes the practices of the Company and does not replace any notice that a client is required to give to its own tenants or occupiers.
Information We Collect
The Company collects several categories of personal information in the course of its work. These categories are described below and are limited to what is necessary for the purposes set out in this policy.
- Identity information such as name, title, company name and role.
- Contact information such as postal address, email address and telephone number.
- Property information such as the address of a building, tenure details, lease dates and service charge records.
- Financial information such as bank details, rent records, invoices and payment history where needed to administer an engagement.
- Tenancy information such as tenancy dates, deposit records, inventory notes and repair reports.
- Compliance information such as gas safety records, electrical reports, fire risk assessments and references to certificates.
- Correspondence such as emails, letters, telephone notes and messages sent through this website.
- Technical information such as browser type, device type and pages viewed, collected in an aggregated manner.
We do not seek information that is unnecessary for the delivery of our services, and we ask that you do not send sensitive personal information to the Company unless we have specifically requested it and explained why it is required.
How Information Is Collected
Most information reaches the Company directly from you. This happens when you complete the contact form on this website, send an email, telephone the Company, instruct the Company to act, or provide documents during a property transaction or management engagement. Information may also be provided by a landlord client who asks the Company to manage a building or a tenancy, by a professional adviser such as a solicitor or accountant, or by a contractor who reports on works carried out.
Some information is collected automatically when you visit this website. This includes basic technical details that help the site function and that allow us to understand, in aggregate, which pages are useful. We keep this collection to a minimum and do not use it to build individual profiles for advertising purposes.
Lawful Basis for Processing
The Company relies on a small number of lawful bases depending on the activity concerned. Where you contact us with an enquiry, the basis is your consent and the legitimate interest of the Company in responding. Where you instruct the Company, the basis is the performance of a contract or the steps taken before a contract is formed. Where the Company manages a tenancy or a building, the basis may be the performance of a contract with the landlord client and the legitimate interests of the Company in operating a property business.
In certain cases the Company must process information to comply with a legal obligation, such as maintaining safety records, responding to a lawful request from an authority, or meeting accounting and tax duties. Where processing rests on legitimate interests, the Company has balanced those interests against the rights and expectations of the individuals concerned and has concluded that the processing is proportionate and necessary.
Purposes of Processing
Personal information is used for the following purposes and no others without a further lawful basis being identified.
- Responding to enquiries and providing requested information about services.
- Preparing quotations, scopes of work and written engagements.
- Delivering property sourcing, portfolio management, refurbishment, facilities, tenant liaison and compliance services.
- Administering tenancies, deposits, inventories and repair requests.
- Maintaining compliance files and arranging required inspections.
- Managing invoices, payments, service charges and financial records.
- Meeting legal, regulatory and accounting obligations.
- Improving the website and the services the Company offers.
- Protecting the Company and its clients against fraud, disputes and liability.
Where a new purpose arises that is not described here, the Company will provide information about that purpose before or at the time the processing begins.
Tenancy and Property Data
Managing a tenancy necessarily involves personal information, and the Company treats that information with particular care. Tenant records may include names, contact details, tenancy dates, rent payment history, deposit records and reports of repairs or complaints. This information is used to administer the tenancy, to communicate clearly with the occupant and the landlord, to arrange repairs and to satisfy statutory requirements.
Where the Company acts for a landlord client, the tenant is entitled to know who holds the tenancy record and for what purpose. The Company supports its landlord clients in giving that information accurately. The Company does not disclose tenancy information to anyone who has no lawful reason to receive it, and it does not sell tenancy information to any third party.
Contractors and Service Providers
Delivery of property services requires a network of trusted contractors, inspectors and suppliers. When the Company instructs a contractor, it provides only the details needed for the task, such as the property address, the access arrangements and the description of the work. Contractors are expected to use that information solely for the instructed work and to return or dispose of it responsibly afterwards.
Technology providers who host the website or store documents are selected with care and are bound by written terms that require confidentiality and appropriate security. The Company reviews these arrangements periodically to confirm that they remain suitable for the information concerned.
International Transfers
The Company operates within the United Kingdom, and personal information is normally held within the United Kingdom. Where a service provider stores information outside the United Kingdom, the Company satisfies itself that appropriate safeguards are in place before any transfer occurs, such as standard contractual clauses or an equivalent approved mechanism. Where a client is based overseas, the Company may need to send information to that client so that the engagement can be managed, and the client is responsible for handling it in accordance with the law that applies to the client.
Data Retention
The Company keeps personal information only for as long as it is needed for the purpose for which it was collected, plus any period required by law. Enquiry correspondence that does not lead to an engagement is normally deleted within a reasonable period after the enquiry is closed. Records relating to an active engagement are retained for the duration of that engagement and for a period afterwards so that the Company can respond to questions, honour warranties and meet accounting and legal obligations.
Compliance records, tenancy records and safety certificates are retained for the periods required by the relevant legislation and good practice. When a retention period ends, information is securely deleted or anonymised. Where information is held on behalf of a landlord client, the retention period is set by the agreement between the Company and that client.
How We Protect Information
The Company uses appropriate technical and organisational measures to protect personal information against unauthorised access, loss, alteration or disclosure. These measures include access controls so that information is available only to those who need it, secure storage for documents, careful selection of technology providers and regular review of the way information is handled.
No method of transmission or storage is entirely free of risk, and the Company cannot promise absolute security. Where a personal data breach occurs that is likely to result in a risk to the rights and freedoms of individuals, the Company will act promptly to contain it and will notify the relevant authority and affected individuals as required by law.
Your Rights
Depending on your circumstances, you may have the right to request access to the personal information the Company holds about you, to ask for inaccurate information to be corrected, to ask for information to be deleted where there is no continuing lawful reason to hold it, to ask for processing to be restricted, to object to processing based on legitimate interests, and to receive certain information in a portable format.
Where processing rests on consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal. To exercise any of these rights, contact the Company using the details in this policy. The Company will respond within the timeframe required by law and may ask for proof of identity so that information is not disclosed to the wrong person.
Privacy for Children
The services of the Company are intended for adults who hold or manage property. The Company does not knowingly collect personal information from children and does not direct marketing to children. Where information about a child is encountered in the course of a tenancy record, for example because a child lives in a managed property, that information is treated as part of the tenancy record and is protected in the same way as other personal information.
If you believe that the Company has inadvertently collected information about a child without an appropriate lawful basis, please contact the Company so that the matter can be reviewed and, where necessary, the information removed.
Marketing Communications
The Company does not operate a mass marketing programme. Where the Company sends information about services, it does so to people who have asked to receive it or with whom the Company has an existing relationship, and it always provides a straightforward way to stop receiving further messages. The Company does not sell contact details to anyone else for marketing purposes.
If you would prefer not to receive any further communication from the Company, you may say so at any time by email or telephone and the request will be honoured promptly.
Third Party Websites
This website may contain links to other websites that are not operated by the Company. The Company is not responsible for the privacy practices or content of those websites. When you follow a link away from this site, you should read the privacy notice of the website you reach, because its practices may differ from those described here.
Links are provided for convenience and do not imply endorsement of the linked organisation or its services.
Changes to This Policy
The Company may update this policy from time to time to reflect changes in the law, in the services offered or in the way information is handled. When a change is made, the revised policy will be published on this page with a clear indication of the date on which it takes effect. Where a change is significant, the Company will take reasonable steps to bring it to the attention of people who are affected.
Continued use of this website or continued engagement with the Company after a revised policy is published indicates acceptance of the revised terms.
Automated Decisions
The Company does not make decisions about individuals by automated means alone. When the Company assesses an application, a tenancy record or a compliance position, a person reviews the facts and reaches a conclusion. Software may assist with scheduling, reminders and document storage, but it does not decide whether a person is accepted, refused or reported to an authority.
Should the Company ever introduce an automated process that produces a legal or similarly significant effect, it will explain the logic involved, the consequences of the process and the arrangements for requesting human review, and it will do so before the process is used.
Sources of Information
Information reaches the Company from several sources. You may provide it directly. A landlord client may provide it when asking the Company to manage a building or a tenancy. A professional adviser may provide it during a transaction. A contractor may provide it when reporting on works. A public register may provide information about title, planning or licensing where that is relevant to a service.
Where information is received from someone other than you, the Company expects the provider to have a lawful basis for sharing it. If you believe that information about you has been shared with the Company without an appropriate basis, you may contact the Company so that the position can be examined and, if necessary, corrected.
Keeping Information Accurate
Accurate records are essential to good property management, because a wrong address, a wrong date or a wrong certificate reference can lead to a missed duty or a failed repair. The Company takes reasonable steps to keep the information it holds up to date, and it relies on you to tell it when something changes. If your contact details, your ownership position or your instructions change, please inform the Company promptly.
You may ask the Company to correct information that you believe is inaccurate, and you may ask for a note to be added where the accuracy of a record is disputed. The Company will act on a properly evidenced request within the timeframe required by law.
Complaints and Contact
If you are unhappy with the way the Company has handled your personal information, please raise the matter with the Company first so that it can be investigated and, where appropriate, put right. You can write to AOX PROPERTY SOLUTIONS LTD at 41 Brecon Avenue, Drayton, PORTSMOUTH - PO6 2AN, United Kingdom (GB), send an email to finance@aoxproperty.autos or telephone +19478888375.
If you remain dissatisfied after the Company has responded, you may also raise the matter with the Information Commissioner, which is the supervisory authority for data protection in the United Kingdom. The Company will cooperate fully with any such enquiry.
This Privacy Policy is issued by AOX PROPERTY SOLUTIONS LTD and forms part of the terms on which this website and the services of the Company are provided.