Privacy & Information Policy
Clear information about how THE OAKPLACE MANAGED collects, uses, stores and manages information when you visit our website or request our property management services.
About This Policy
THE OAKPLACE MANAGED is operated by THE OAKPLACE GROUP SERVICES LTD.
Our website provides information about our property management services for UK property owners, including maintenance coordination, tenant liaison, move-in checklist management and property condition inspection support.
This Privacy Policy explains how information may be collected when you browse our website, contact our team, request a service, or provide information required to discuss a project. We aim to handle information in a clear, proportionate and organised manner.
This policy applies to information submitted through our website and information provided directly to our team in connection with a service enquiry or project.
Information We Collect
We only seek information that is reasonably relevant to operating the website, responding to enquiries and arranging the services requested by property owners.
Contact Details
Name, email address, telephone number and other contact information supplied when making an enquiry.
Property Information
Property address, access arrangements, service requirements and other information needed to define a requested property management project.
Project Information
Details supplied about maintenance coordination, tenant liaison, move-in administration or property condition inspection requirements.
Website Information
Basic technical information such as browser type, device information, approximate usage activity and website interaction data where technically collected.
Please only provide information that is relevant to your enquiry or requested service.
How Information Is Used
Information is used for specific business and service administration purposes connected with your interaction with THE OAKPLACE MANAGED.
To respond to enquiries and provide information about available property management services.
To understand the requirements of a requested project and prepare a suitable service scope or quotation.
To organise agreed service activities, communications, appointments and project documentation.
To maintain website functionality, improve usability and understand general website performance.
To maintain appropriate records relating to enquiries, quotations, confirmed projects and completed services.
Information Provided for a Service
When you request a property management service, we may ask for information needed to understand the property and define the project accurately.
This may include the property location, access information, preferred service arrangements, maintenance requirements, move-in information, inspection requirements and relevant project notes.
Information is used only to the extent reasonably required for the agreed service process. If a project requires additional information, we will request it before proceeding with the relevant activity.
We aim to keep service records proportionate to the actual property management requirement.
Website Communications
If you contact us through the website, by email or by telephone, the information you provide may be used to respond to your request and maintain an appropriate record of the enquiry.
We do not use enquiry information for unrelated promotional activity without an appropriate basis for doing so.
Your request is reviewed to understand the service or information required.
Relevant details are considered for service planning, communication and quotation purposes.
Where a project is confirmed, relevant information is retained for project administration.
Information Sharing
We do not sell customer information. Information is not shared for unrelated commercial purposes.
Where a service project requires communication with a relevant third party, only information reasonably necessary for the agreed project may be provided. For example, a property maintenance requirement may require relevant project details to be communicated to an appropriate service contact.
Information may also be disclosed where required by applicable law or where necessary to protect the operation, records or legal interests of the business.
Relevant project information where required to organise an agreed property management activity.
Appropriate service providers supporting ordinary website or business administration may process limited information where required for their function.
Information may be provided where disclosure is required by applicable legal or regulatory requirements.
Information Security
We take reasonable organisational and technical steps to protect information against unauthorised access, inappropriate use, alteration or loss.
Access to business records is limited according to operational requirements. Website and business systems may also use standard access controls, secure connections and routine administrative safeguards.
No online system can provide an absolute guarantee of uninterrupted security. We nevertheless review our practical procedures and take reasonable steps to maintain appropriate protection for the information we hold.
How Long Information Is Kept
Information is retained only for as long as reasonably required for the purpose for which it was collected, subject to applicable business, accounting and legal requirements.
Where a longer period is required by applicable accounting, business or legal requirements, the relevant record may be retained for that required period.
Your Information Choices
Depending on the circumstances and applicable requirements, you may have rights concerning information held about you. These may include requesting access to information, asking for inaccurate information to be corrected, requesting deletion where appropriate, or asking for certain processing to be restricted.
Requests should be made in writing using the contact details provided below. We may need to confirm sufficient details to identify the relevant records before completing a request.
Request information about records held about you.
Ask for inaccurate or incomplete information to be updated.
Request deletion where applicable and where retention is no longer required.
Ask us to update how we communicate with you.
Contact THE OAKPLACE MANAGED
If you have a question about this Privacy Policy or want to make a request concerning information held by us, please contact our team using the details below.
THE OAKPLACE GROUP SERVICES LTD
THE OAKPLACE MANAGED
Buckinghamshire, United Kingdom,
MK10 7BE
This Privacy Policy is effective immediately and applies to relevant website interactions, enquiries and service administration from the time it is published on this website.