Ocupey
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Privacy Policy

Last updated: 30 January 2025

Introduction

Ocupey Ltd ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our property management platform and website (collectively, the "Service").

We are registered in England and Wales under company number [Company Number]. Our registered office is at [Address]. For the purposes of data protection legislation, we are the data controller.

Information We Collect

Information you provide to us

We collect information you provide directly to us, including:

  • Account information: Name, email address, phone number, company name, and password when you create an account.
  • Property information: Details about properties you manage, including addresses, ownership details, and property characteristics.
  • Tenant information: Names, contact details, and other information about tenants you manage on behalf of landlords.
  • Financial information: Bank account details, payment information, and transaction records related to rent collection and property management.
  • Identity verification: Documents such as passports or driving licences when required for anti-money laundering compliance.
  • Communications: Any messages, support requests, or feedback you send to us.

Information we collect automatically

When you use our Service, we automatically collect:

  • Usage information: How you interact with the Service, including features used, pages visited, and actions taken.
  • Device information: IP address, browser type, operating system, and device identifiers.
  • Cookies and similar technologies: We use cookies and similar technologies to provide and improve the Service. See our Cookie Policy for more details.

Information from third parties

We may receive information from third parties, including:

  • Credit reference agencies: When conducting tenant referencing checks.
  • Identity verification providers: When verifying user identities.
  • Payment providers: Transaction confirmation and payment status.
  • Property portals: Enquiry information from Rightmove, Zoopla, and similar services.

How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve the Service
  • Process transactions and send related information
  • Send administrative messages, updates, and security alerts
  • Respond to your comments, questions, and support requests
  • Monitor and analyse trends, usage, and activities
  • Detect, investigate, and prevent fraudulent transactions and other illegal activities
  • Comply with legal obligations, including anti-money laundering requirements
  • Personalise and improve your experience
  • Send marketing communications (with your consent)

Legal Basis for Processing

We process your personal data on the following legal bases:

  • Contract: Processing necessary for the performance of our contract with you.
  • Legal obligation: Processing necessary to comply with our legal obligations, such as anti-money laundering regulations.
  • Legitimate interests: Processing necessary for our legitimate interests, such as improving our services, fraud prevention, and security.
  • Consent: Processing based on your consent, such as marketing communications.

Information Sharing

We may share your information with:

  • Service providers: Third parties who provide services on our behalf, such as payment processing, data hosting, and customer support.
  • Business partners: With your consent, we may share information with partners who offer complementary services.
  • Legal requirements: When required by law, regulation, legal process, or governmental request.
  • Property stakeholders: Between landlords, agents, and tenants as necessary to provide the Service.
  • Business transfers: In connection with a merger, acquisition, or sale of assets.

We do not sell your personal information to third parties.

Data Retention

We retain your personal data for as long as necessary to provide the Service and fulfil the purposes described in this policy. We may retain certain information for longer periods as required by law (for example, financial records for 6 years) or for legitimate business purposes.

Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encryption, access controls, and regular security assessments.

International Data Transfers

Your information may be transferred to and processed in countries outside the UK. When we transfer personal data internationally, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK Information Commissioner.

Your Rights

Under data protection law, you have rights including:

  • Access: The right to request a copy of your personal data.
  • Rectification: The right to request correction of inaccurate data.
  • Erasure: The right to request deletion of your data in certain circumstances.
  • Restriction: The right to request restriction of processing in certain circumstances.
  • Portability: The right to receive your data in a portable format.
  • Objection: The right to object to processing based on legitimate interests.
  • Withdraw consent: The right to withdraw consent at any time where processing is based on consent.

To exercise these rights, please contact us at privacy@ocupey.com.

Cookies

We use cookies and similar tracking technologies to collect and track information about your use of the Service. For more information, please see our Cookie Policy.

Children's Privacy

Our Service is not directed to individuals under 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.

Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been violated. You can contact the ICO at ico.org.uk.