Privacy Policy

Last Updated: May 2026

1. Who We Are

Prima Property Services Ltd (“we”, “us”, “our”) is responsible for your personal data.

Contact details:
Prima Property Services Ltd
Phone: 0333 0413039
Email: enquiries@primapropertyservices.co.uk

2. The Personal Data We Collect

 We may collect, use, store and transfer the following types of personal data:

• Identity data (e.g. name) 
• Contact data (e.g. email address, phone number, postal address) 
• Enquiry data (information you provide when contacting us) 
• Transaction data (details relating to services we provide) 
• Technical data (e.g. IP address, browser type – via website use, if applicable)

3. How We Collect Your Data

 We collect personal data in the following ways:

Direct Interactions

You may provide data by:

• Filling in forms on our website 
• Contacting us by phone, email or post 
• Requesting a quote or service 

Indirect Interactions

We may receive data when you:

• Engage with us in a business context (e.g. estate agents, contractors, referrals) 
• Interact with our website (via cookies or analytics tools, where applicable)

4. How We Use Your Data

 We use your personal data to:

• Respond to enquiries 
• Provide quotes and carry out services 
• Manage customer relationships 
• Process payments and maintain financial records 
• Comply with legal and regulatory obligations 
• Improve our services and website

5. Lawful Bases For Processing

Under UK GDPR, we rely on the following lawful bases:

• Contract – where processing is necessary to provide services or take steps before entering into a contract 
• Legal obligation – for compliance with tax, accounting, and regulatory requirements 
• Legitimate interests – to respond to enquiries, manage our business, and improve services (provided your rights do not override these interests) 
• Consent – where required (e.g. certain marketing or cookies). You may withdraw consent at any time .

6. Sharing Your Personal Data

We may share your personal data with:

• Estate agents (where relevant to managed properties) 
• Subcontractors and tradespeople involved in delivering services 
• Suppliers and materials providers 
• Professional advisers (e.g. accountants, insurers) 
• IT and system providers (e.g. email, hosting services) 

We ensure all third parties respect your data and process it in accordance with the law.

7. International Transfers

We do not routinely transfer your personal data outside the UK.
If we do (e.g. via cloud or email providers), we ensure appropriate safeguards are in place, such as UK-approved standard contractual clauses.

8. Data Retention

We retain personal data only as long as necessary for the purposes we collected it, including legal, accounting, and reporting requirements.

Typically:

• Customer and financial records are kept for 6–7 years to comply with HMRC requirements 
• Enquiry data is retained only as long as necessary to respond and follow up 

After this period, data is securely deleted or destroyed.

9. Data Security

We have appropriate technical and organisational measures in place to protect your personal data from unauthorised access, loss, misuse, or disclosure.

10. Your Data Protection Rights

Under UK data protection law, you have the right to:

• Access your personal data 
• Request correction of inaccurate data 
• Request erasure of your data (in certain circumstances) 
• Restrict processing of your data 
• Object to processing (including for legitimate interests) 
• Request transfer of your data (data portability) 

You will not usually have to pay a fee, and we aim to respond within one month.

To exercise your rights, contact:
enquiries@primapropertyservices.co.uk

11. Complaints

If you are unhappy with how we use your data, you have the right to complain to the UK supervisory authority:

Information Commissioner’s Office (ICO)
Website: https://www.ico.org.uk

We would, however, appreciate the chance to deal with your concerns first.

12. Cookies (Website Use)

Our website may use cookies and similar technologies to improve user experience and analyse website traffic.

Where required, you will be asked to consent to cookies.
You can control or disable cookies through your browser settings.

We use cookies and similar technologies to improve your experience on our website, analyse website traffic, and understand how our site is used.

Some cookies are essential for the website to function properly. Others are optional and help us improve performance and user experience.

We will only use non-essential cookies if you give your consent.

You can choose to:

• Accept all cookies 
• Reject non-essential cookies 
• Manage your cookie preferences 

You can change your settings at any time through your browser or our cookie settings page.

For more information about how we use your data, please see our Privacy Policy.

13. Changes to This Policy

We may update this privacy policy from time to time. The latest version will always be available on our website.