DEFINED PROPERTIES PRIVACY & COOKIES POLICY
Effective Date: 18 August 2025
Last Updated: 18 August 2025
Defined Properties Ltd (“we”, “us”, or “our”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard your information when you use our website or services.
1. Who We Are
Defined Properties Ltd
Email: definedproperties@outlook.com
We are the Data Controller of your personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Compliance Memberships:
Defined Properties Ltd is a member of the Property Redress Scheme (PRS), membership no: [Insert once received].
Defined Properties Ltd is registered with the Information Commissioner’s Office (ICO) for data protection, registration no: [Insert once received].
2. Information We Collect
We may collect and process the following personal data:
Enquiry Form Data: your name, email address, phone number, and any information you provide in your enquiry.
Onboarding Form Data: property details, personal contact details, and any documents you upload.
Website Usage Data: information collected automatically through Squarespace, such as cookies, IP addresses, and browsing behaviour.
3. How We Use Your Information
We use your personal data for the following purposes:
To respond to your enquiries and provide information about our services.
To process property onboarding and manage contractual relationships.
To comply with legal and regulatory obligations.
To improve our website and user experience.
To facilitate bookings through third-party platforms such as Airbnb (when applicable).
4. Lawful Basis for Processing
We process personal data under the following lawful bases:
Contract: when necessary to provide our services or respond to your requests.
Consent: when you provide information voluntarily (e.g., via forms).
Legal obligation: when required by law or regulations.
Legitimate interests: to operate, manage, and improve our business.
5. Sharing Your Information
We do not sell or rent personal data. However, we may share your information with:
Service Providers: including Squarespace (website hosting) and Airbnb (booking management).
Legal or Regulatory Authorities: where required by law.
Professional Advisors: such as accountants or legal advisors.
If we transfer personal data outside the UK/EEA, we will ensure appropriate safeguards are in place.
6. Data Retention
We keep personal data only for as long as necessary:
Enquiry form data: up to 12 months from receipt.
Onboarding form data: retained for the duration of our business relationship plus 6 years (for legal record-keeping).
Website usage data: in line with Squarespace’s retention policies.
7. Your Rights
Under the UK GDPR, you have the right to:
Access the personal data we hold about you.
Request correction of inaccurate or incomplete data.
Request erasure of your personal data (where applicable).
Restrict or object to processing.
Request data portability.
Withdraw consent at any time (where consent is the lawful basis).
To exercise your rights, contact us at definedproperties@outlook.com. If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.
8. Cookies
Our website (hosted on Squarespace) may use cookies to improve functionality and analyse website traffic. You can adjust your browser settings to refuse cookies, but some features of the site may not function properly.
9. Security
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction.
10. Complaints Process
If you are dissatisfied with our service:
Please raise your complaint with Defined Properties Ltd in writing at definedproperties@outlook.com.
If unresolved, you may escalate your complaint to the Property Redress Scheme (PRS) for independent dispute resolution:
Website: www.theprs.co.uk
Email: info@theprs.co.uk
11. Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with the updated effective date.
12. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact:
Defined Properties Ltd
Email: definedproperties@outlook.com
Cookie Policy Effective Date: 18 August 2025 Last Updated: 18 August 2025
This Cookie Policy explains how Defined Properties Ltd (“we”, “us”, or “our”) uses cookies and similar technologies on our website.
1. What Are Cookies?
Cookies are small text files placed on your device when you visit a website. They are widely used to make websites work more efficiently, improve user experience, and provide information to website owners.
2. Types of Cookies We Use
We may use the following categories of cookies on our website: Strictly Necessary Cookies required for the operation of our website (e.g., security, network management, enabling forms). These cannot be switched off in our systems. Performance & Analytics Cookies collect information about how visitors use our site (e.g., which pages are visited most often). We currently rely on Squarespace’s built-in analytics and may integrate third-party analytics (e.g., Google Analytics) in the future. Functional Cookies allow us to remember your preferences and personalise your experience. Targeting/Advertising Cookies may be set by third-party platforms such as Airbnb or social media sites when content is embedded or linked used to deliver relevant advertising.
3. Third-Party Cookies
Our website is hosted on Squarespace, which may place cookies necessary for site performance, analytics, and security. When we list properties on Airbnb or link to third-party services, those platforms may also set cookies on your device. We do not control third-party cookies and recommend reviewing their respective policies: Squarespace: https://www.squarespace.com/privacy Airbnb: https://www.airbnb.co.uk/help/article/2855
4. Managing Cookies
You can manage or disable cookies in your browser settings. Please note: Blocking essential cookies may affect the functionality of our website. Most browsers allow you to refuse all cookies or accept only certain types. For guidance on managing cookies, visit: www.allaboutcookies.org.
5. Updates to This Policy
We may update this Cookie Policy to reflect changes in technology or law. Updates will be posted on this page with the revised effective date.
6. Contact Us
For any questions about our use of cookies, please contact: Defined Properties Ltd Email: definedproperties@outlook.com
7. Manage Cookie Preferences
You can update your cookie preferences at any time via our Cookie Banner: When you first visit our website, you can choose to accept or reject optional cookies. Changing Preferences Later: If you wish to update your choices after your initial selection, please revisit our Cookie Policy page and adjust your preferences, or clear your browser cookies so that the banner reappears. Browser Controls: Most web browsers allow you to manage cookies directly through their settings. This includes blocking certain types of cookies or deleting existing ones. Please note that disabling cookies may affect the functionality of our site. For more information on managing cookies, see www.allaboutcookies.org.