1. Who We Are

This is the privacy notice of the Parsons Choice Investments Ltd group of companies (Parsons Choice). In this document, “we” or “us” refers to the Parsons Choice group company responsible for processing your data.

These companies consist of:

• Parsons Choice Ltd (04649424)
• Parsons Choice Property Management Ltd (11672339)
• Parsons Choice Investments Ltd (10040748)

We are registered with the Information Commissioner’s Office (ICO), and our registered office is at Suite 18 Greenbox, Westonhall Road, Stoke Prior, Bromsgrove B60 4AL.

We act as a data controller of your personal data, alongside the property owner or management company (the “Appointer”) who has appointed us.

Except as set out below, we do not share, sell, or disclose to a third party any personally identifiable information collected.

If you have any questions about this notice, you can contact us by:

• Phone: 01527 861157
• Email: info@parsonschoice.co.uk
• Post: Suite 18 Greenbox, Westonhall Road, Stoke Prior, Bromsgrove B60 4AL

Our Data Protection Officer (DPO) can be contacted at the same details.

2. Definition of Personal Data

Personal Data means any information relating to an identified or identifiable individual. This includes information you provide directly (e.g., name, contact details, payment information) and information we collect automatically (e.g., via our systems).

Special Category Data includes sensitive information such as health, racial or ethnic origin, political opinions, religious beliefs, or sexual orientation. We do not normally collect special category data unless there is a clear lawful basis, which will be communicated to you.

3. What Personal Data We Collect

We may collect and hold the following categories of personal data:

• Full name
• Email address
• Contact telephone numbers
• Postal address
• Date of birth
• Gender
• Next of kin
• Job title
• Profession
• Financial information, such as earnings
• Payment information (bank account and debit card details)
• Your marketing preferences
• Your communication preferences

Further information may be requested from you during the course of our relationship which is relevant to the provision of specific services.

3.1 Information You Provide via Our Website or Support Channels

When you interact with our website, submit forms, or contact our support system, we may collect:

• Your name, email, and contact details
• Messages, feedback, or queries you submit
• Usage data such as IP address, page visits, and interactions
• Other content you post, if applicable

This information is collected to respond to your queries, provide services, and improve our systems.

3.2 Cookies and Website Tracking

Our website may use cookies and similar technologies to enhance your experience. Cookies may:

• Enable basic website functionality
• Help us understand how visitors use our site
• Support analytics and service improvements

You can control or disable cookies through your browser settings, but some site functionality may be affected.

4. Financial Information

We may collect and process financial data including:

• Bank account and debit card details for payments
• Direct debit information
• Payment history related to rent, service charges, or other property-related transactions
• Credit references, if necessary for financial assessment

This information is used solely to process payments, maintain accurate records, and comply with financial regulations.

5. How We Collect Your Data

We collect personal data from the following sources:

• Directly from you: via forms, correspondence, phone calls, emails, or support systems
• From our Appointers or their authorised representatives:g., property owners or management companies
• Through our systems: including property systems such as CCTV, access control, or parking enforcement systems
• From third-party sources: where necessary for credit referencing or compliance purposes

6. Lawful Basis for Processing Your Personal Data

We will only use your personal data where we have a lawful basis under UK GDPR. This may include:

6.1 Performance of a Contract

We process your personal data when it is necessary to perform a contract with you, or to take steps at your request before entering into a contract. This includes:

• Managing rent, service charges, and other payments
• Providing updates and information relating to your property
• Maintaining records and handling necessary documentation

6.2 Legal Obligation

We may process your data to comply with legal or regulatory obligations, such as:

• Record-keeping for tax or accounting purposes
• Compliance with anti-money laundering requirements
• Providing information to regulators or authorities when legally required

6.3 Consent

Where you have given explicit consent, we may use your data for purposes such as:

• Sending you marketing communications by email or post
• Collecting special category data (if relevant)

You may withdraw your consent at any time by contacting us.

6.4 Legitimate Interests

We may process your data where it is in our legitimate interests to do so, provided that these interests are not overridden by your rights and freedoms. This includes:

• Improving our services
• Protecting our legal rights
• Communicating with you about property-related matters
• Sending you relevant marketing where you have an existing relationship with us

7. Marketing Preferences

We may send you marketing communications only if:

• You have consented to receive them, or
• We have a legitimate interest (e.g., existing customer relationship)

You can opt-out at any time via:

• The unsubscribe link in emails
• Contacting us directly by phone, email, or post

8. Sharing Your Data

We may share your personal data with:

• Contractors and service providers who need information to carry out work at the property (e.g., maintenance, parking enforcement, IT support)
• Our IT, software, email, and data storage providers
• Credit reference agencies (where necessary)
• HM Revenue & Customs, regulators, and other authorities (where legally required)
• Other group companies, but only with your consent for marketing purposes

We require third parties to respect the security of your data and to process it only in accordance with our instructions.

9. Data Processed Outside the UK

Your personal data may be processed or stored outside the UK/EEA in limited circumstances. When this occurs, we ensure appropriate safeguards are in place, such as:

• Adequacy decisions
• Standard Contractual Clauses

This ensures your data continues to receive an equivalent level of protection.

10. How Long We Keep Your Data

We will only keep your personal data for as long as is necessary to fulfil the purposes we collected it for, including satisfying any legal, accounting, or reporting requirements.

In general:

• Active relationship: We retain your personal data for the duration of your tenancy, contract, or our management of the property.
• After your relationship ends: Most records (such as tenancy agreements, correspondence, and payment history) are retained for up to 6 years after the end of the relationship. This is to comply with our legal and financial record-keeping obligations, and to manage any potential legal claims.
• After 3 years: Where data is no longer needed for day-to-day purposes, we remove any personal identifiers and keep only anonymised or aggregated information (for example, financial summaries or property management statistics) that cannot be linked back to you individually.
• CCTV footage: Normally retained for up to 31 days, unless required for an ongoing investigation.
• Call recordings: Normally retained for up to 18 months.

After these periods, personal data is securely deleted or permanently anonymised.

11. Security of Your Data

We use appropriate technical and organisational measures to protect your personal data, including restricted access, encryption where appropriate, and staff confidentiality obligations.

12. Your Rights

Under UK GDPR you have the following rights:

• Access: request a copy of your data
• Rectification: correct inaccurate or incomplete data
• Erasure: request deletion (“right to be forgotten”)
• Restriction: request restriction of processing
• Portability: receive your data in a structured, machine-readable format and transfer it to another controller
• Object: object to processing, including direct marketing
• Automated decision-making: not to be subject to decisions made solely by automated means (where applicable)

To exercise your rights, please contact us using the details in section 1.

You also have the right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk

13. Changes to This Policy

Any changes we make to this policy in the future will be posted on this page. Please check back from time to time to review this Policy and stay up to date.

Last Review Date: October 2025