Privacy Policy

Berber Property Management and Berber Group are trading names of Berber Asset Acquisitions & Disposals Ltd, a company registered in England and Wales under company number 15939848.

Registered office: 136-140 Wallasey Road, Wallasey, Merseyside, CH44 2AF.

Trading address: Sandown Lane Business Centre, 21 Sandown Lane, Liverpool, L15 8HY.

We provide property sourcing, sales, lettings and property management services. We are the data controller for the personal information described in this policy.

We are registered with the Information Commissioner's Office (ICO) under registration number ZB74717. We are members of the Property Redress Scheme (membership number PRS049128) and a client money protection scheme (membership number CMP015044).

This policy applies to landlords, tenants and prospective tenants, guarantors, permitted occupiers, buyers, sellers, investors, contractors, website visitors, and anyone else who contacts us.

Depending on how you deal with us, we may collect the following.

• •Identity and contact details. Your name, date of birth, address history, email address, telephone numbers, and emergency contact details.
• •Identification and compliance information. Passport, driving licence, visa and immigration documents, share codes, and proof of address, together with the results of right to rent, anti-money laundering (AML), know your customer (KYC) and sanctions checks.
• •Financial information. Bank details, source of funds and source of wealth information, employment and income details, credit and referencing results, rent schedules, payment history, benefit entitlement where relevant, and landlord tax residency status.
• •Property, tenancy and transaction information. Property details, tenancy agreements, inventories, inspection reports and photographs, maintenance records, deposit information, and details of property purchases and sales.
• •Communications. Emails, messages, call notes and complaints.
• •Website and technical information. IP address, browser and device information, and how you use our website and portals.
• •Marketing information. Your communication preferences and how you engage with our communications.

Special category and criminal offence data. Right to rent checks may reveal your nationality or immigration status. You may also choose to tell us about health conditions, disabilities or other vulnerabilities, for example so that we can make reasonable adjustments or prioritise repairs. Referencing, AML and sanctions checks may reveal county court judgments, insolvency or criminal records. We only process this information where the law allows it (see section 4).

We collect most information directly from you. We may also receive information from:

• •landlords and sellers, including details of existing tenants when we take over management of a property
• •referencing and credit reference agencies
• •employers, previous landlords, referees and guarantors
• •identity verification, AML and sanctions screening providers
• •tenancy deposit schemes
• •government bodies and local authorities
• •solicitors, conveyancers, mortgage brokers and other professional advisers
• •property portals and enquiry forms
• •publicly available sources such as Companies House, HM Land Registry and the electoral roll

Where we process special category data, we rely on the following additional conditions under the UK GDPR and Schedule 1 of the Data Protection Act 2018:

• •preventing or detecting unlawful acts
• •regulatory requirements
• •safeguarding
• •supporting individuals with a particular disability or medical condition
• •establishing, exercising or defending legal claims
• •your explicit consent, where appropriate

We process criminal offence data only where the Data Protection Act 2018 permits it, such as for AML compliance and fraud prevention.

Do you have to give us your information? Some information is required by law or is necessary for us to enter into a contract with you. For example, we cannot legally grant a tenancy without a right to rent check, or proceed with certain transactions without completing AML checks. If you do not provide this information, we may be unable to proceed.

Referencing and compliance platforms may produce automated risk scores or recommendations. These help inform our decisions, but a member of our team always reviews the result before any final decision is made. We do not make decisions about you based solely on automated processing.

When we let or manage a property, the landlord is also a data controller in relation to their tenants. We each have our own responsibilities under data protection law. Tenants can contact us about any data we hold. Where a request relates to information held by the landlord, we will help direct it to them.

We share information only where necessary. Recipients may include:

• •landlords, tenants, guarantors, investors, buyers and sellers, as relevant to the tenancy or transaction
• •contractors, tradespeople and other managing agents
• •referencing, credit reference, identity verification and compliance screening providers
• •tenancy deposit protection schemes
• •lenders, mortgage brokers, solicitors, conveyancers and other professional advisers
• •local authorities, including for HMO and selective licensing, council tax and housing matters
• •utility and water providers
• •HMRC, regulators, the Property Redress Scheme and our client money protection scheme
• •insurers and rent guarantee providers
• •debt recovery agents, courts and tribunals
• •the police, fraud prevention agencies and the National Crime Agency, where required or permitted by law
• •technology providers who host or support our systems, such as CRM, email, cloud storage, e-signing and accounting providers, under written contracts that require them to keep your data secure
• •a purchaser or successor if our business is sold or restructured

We never sell your personal information.

Some of our service providers store or process information outside the UK. Where this happens, we make sure appropriate safeguards are in place. These include UK adequacy regulations (including the UK-US data bridge where the provider is certified), or the ICO's International Data Transfer Agreement or Addendum. You can contact us for more information.

After these periods, we securely delete or anonymise the information. We may keep it for longer where there is an ongoing claim, dispute or legal requirement.

We use appropriate technical and organisational safeguards to protect your information, including:

• •restricted staff access on a need-to-know basis
• •password protection and multi-factor authentication
• •secure cloud storage
• •controlled sharing with audit trails
• •procedures for identifying and managing suspected data breaches

You have the right to:

• •be informed about how we use your data
• •access a copy of your data
• •have inaccurate data corrected
• •have your data erased in certain circumstances
• •restrict processing
• •object to processing based on legitimate interests
• •object to direct marketing at any time
• •data portability
• •not be subject to decisions based solely on automated processing that significantly affect you
• •withdraw your consent at any time, where we rely on consent

To exercise any of these rights, contact us using the details in section 15. We will respond within one month. This can be extended by two further months for complex requests. We do not normally charge a fee. We may need to verify your identity before we respond. Some rights have legal exceptions, for example where we must keep records to meet AML or right to rent requirements.

We will only send you marketing emails or texts where you have agreed to receive them, or where the law allows us to contact existing clients about similar services. Every message will include a simple way to unsubscribe. You can also opt out at any time by contacting us.

Our website uses cookies. Essential cookies are needed for the site to work. Analytics, marketing and other non-essential cookies are only set if you agree to them through our cookie banner, and you can change your choice at any time.

Our services are not aimed at children under 18, and we do not knowingly collect their data. The exception is where they are named as permitted occupiers on a tenancy.

If you have a question or concern about how we handle your data, please contact us first:

Berber Asset Acquisitions & Disposals Ltd

Sandown Lane Business Centre, 21 Sandown Lane, Liverpool, L15 8HY

Email: info@berbergroup.co.uk

Telephone: 0151 808 3091

We will acknowledge your complaint and respond as quickly as we can. If you are not satisfied with our response, you can complain to the Information Commissioner's Office:

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113

Website: ico.org.uk

We may update this policy from time to time. The latest version will always be available on our website, with the date it was last updated shown at the top.