Last updated: 6 October 2026
Clarke Property Services Ltd respects your privacy and is committed to handling personal information responsibly and transparently.
This Privacy Policy explains what information we collect, why we use it, how we protect it and the rights you have in relation to your personal information.
1. WHO WE ARE
Clarke Property Services Ltd provides property management and related services, including Airbnb setup and management, ongoing lettings and HMO management, and professional property photography.
For the purposes of UK data protection law, Clarke Property Services Ltd is the data controller for the personal information described in this Privacy Policy.
You can contact us at:
Email:
hello@clarkepropertyservices.uk
Telephone / WhatsApp:
07362 417069
2. INFORMATION WE MAY COLLECT
Depending on how you interact with us, we may collect information including:
- Your name
- Email address
- Telephone number
- Property address or postcode
- Information about a property you own or manage
- Details of the services you are interested in
- Information you provide through our website enquiry forms
- Information provided during consultations, assessments or service enquiries
- Communications sent to us by email, telephone or WhatsApp
- Booking or appointment information
- Information required to provide property management services
- Payment, invoice or transaction information where relevant
- Technical information generated through the operation of our website where applicable
Please avoid sending sensitive personal information unless it is genuinely necessary for us to provide the service you have requested.
3. HOW WE COLLECT INFORMATION
We may collect personal information when you:
- Submit an enquiry through our website
- Contact us by email, telephone or WhatsApp
- Arrange a consultation or property assessment
- Request a photography quote
- Become a client
- Communicate with us while we are managing a property
- Use third-party booking or scheduling services linked from our website
We may also receive information from property owners, landlords, booking platforms, property management systems or other parties where this is necessary to provide an agreed service.
4. HOW WE USE YOUR INFORMATION
We may use personal information to:
- Respond to enquiries
- Discuss your property and the services you may need
- Arrange consultations, assessments and appointments
- Prepare quotations and proposals
- Enter into and manage client relationships
- Provide property management, photography and related services
- Communicate with landlords, owners, guests or tenants where required as part of an agreed service
- Manage bookings and property operations
- Coordinate cleaning, maintenance and other property services
- Produce owner reports and financial information
- Process payments and maintain business records
- Meet legal, accounting and regulatory obligations
- Protect our business and resolve disputes
- Improve our services and website
- Send marketing communications where you have agreed to receive them or where we are otherwise legally permitted to do so
5. OUR LAWFUL BASES
Under UK data protection law, we must have a lawful basis for using personal information.
Depending on the circumstances, we may rely on:
Contract or steps before entering into a contract
Where information is needed to provide a service, prepare a quotation, arrange an assessment or take steps requested by you before entering into an agreement.
Legitimate interests
Where it is reasonably necessary to operate, manage and improve our business, communicate with prospective or existing clients, protect our interests or provide effective customer service, provided those interests do not override your rights.
Legal obligation
Where we need to retain or use information to comply with legal, tax, accounting or regulatory requirements.
Consent
Where you have specifically agreed to a particular use of your information, such as certain forms of direct marketing. You may withdraw consent at any time.
6. WHO WE MAY SHARE INFORMATION WITH
We do not sell your personal information.
Where necessary, we may share information with trusted service providers and organisations that help us operate our business or provide an agreed service.
These may include:
- Website and technology providers
- Email and communications providers
- Scheduling providers such as Calendly
- Messaging services such as WhatsApp
- Property management systems
- Airbnb, Booking.com and other booking platforms where relevant
- Cleaning, maintenance and other property service providers
- Accountants and professional advisers
- Payment providers
- Government authorities, regulators or law enforcement where legally required
We only share information where there is a legitimate reason to do so and limit the information shared to what is reasonably necessary.
7. THIRD-PARTY SERVICES
Our website may contain links to third-party services, including Calendly, WhatsApp, Instagram, Airbnb, Booking.com or other websites and platforms.
Those organisations operate under their own privacy policies and are responsible for how they process information on their services.
Following an external link does not mean that we control that third party’s privacy practices.
8. INTERNATIONAL DATA TRANSFERS
Some technology providers or platforms we use may process information outside the United Kingdom.
Where personal information is transferred internationally, we take reasonable steps to ensure that appropriate safeguards required by UK data protection law are in place.
9. HOW LONG WE KEEP INFORMATION
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.
As a general guide:
- Unsuccessful or inactive enquiries will normally be retained for no longer than 24 months after our last meaningful contact, unless there is a reason to retain them for longer.
- Client, contractual, financial and transaction records may be retained for up to six years after the relevant relationship or transaction ends where this is necessary for tax, accounting, legal or dispute-resolution purposes.
- Other operational information will be reviewed and deleted or anonymised when it is no longer reasonably required.
Some information may need to be retained for longer where required by law or where necessary to establish, exercise or defend legal claims.
10. HOW WE PROTECT INFORMATION
We take reasonable technical and organisational measures to protect personal information from unauthorised access, loss, misuse, alteration or disclosure.
Access to personal information is limited to people and service providers who reasonably need it to perform their role.
11. YOUR DATA PROTECTION RIGHTS
Depending on the circumstances, you may have the right to:
- Ask for a copy of the personal information we hold about you
- Ask us to correct inaccurate or incomplete information
- Ask us to delete your personal information
- Ask us to restrict how your information is used
- Object to certain uses of your information
- Request transfer of certain information to another organisation
- Withdraw consent where we rely on consent
Not every right applies in every circumstance.
To exercise a data protection right, contact:
hello@clarkepropertyservices.uk
12. DATA PROTECTION COMPLAINTS
If you have concerns about how we have handled your personal information, please contact us first so that we have the opportunity to address the issue.
Email:
hello@clarkepropertyservices.uk
You also have the right to raise a concern with the Information Commissioner’s Office (ICO), the UK’s data protection regulator.
Further information is available at the ICO website.
13. COOKIES AND WEBSITE ANALYTICS
Our website is built using Framer.
We use Framer’s built-in website analytics, which is designed to operate without cookies or persistent identifiers that identify individual visitors.
We do not currently use advertising cookies or third-party behavioural tracking technologies on this website.
As a result, we do not currently display a site-wide cookie consent banner.
Some external websites or services that you choose to visit through links on our website may use their own cookies. Their use of cookies is governed by their own policies.
If we introduce non-essential cookies, advertising technology or other tracking tools in future, we will update our approach and obtain consent where required.
14. CHANGES TO THIS POLICY
We may update this Privacy Policy from time to time to reflect changes to our services, technology or legal requirements.
The latest version will always be published on this website with the date it was last updated.
15. CONTACT US
For privacy enquiries or requests relating to your personal information, contact:
Clarke Property Services Ltd
Email:
hello@clarkepropertyservices.uk
Telephone / WhatsApp:
07362 417069.
