Privacy Policy

Last updated: October 2026

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B-Square Projects Ltd respects your privacy and is committed to protecting your personal information.

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This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, contact us, use our property management services, rent a property managed by us, or otherwise interact with B-Square Projects Ltd.

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1. Who we are

B-Square Projects Ltd is a company registered in England and Wales.

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For data protection purposes, B-Square Projects Ltd is the controller of personal information where we decide how and why that information is used.

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You can contact us about privacy or data protection matters using the contact form at the bottom of this page.

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2. Who this policy applies to

This policy may apply to:

• landlords and prospective landlords

• renters and prospective renters

• guarantors and other tenancy-related contacts

• contractors and suppliers

• people who make enquiries through our website

• visitors to our website

• other individuals whose information we process while providing property management services

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3. Information we may collect

Depending on your relationship with us, we may collect information including:

• your name

• postal address

• email address

• telephone number

• property address

• tenancy information

• landlord or ownership information

• payment and transaction information

• identity and right-to-rent documentation where required

• referencing information

• communications between you and B-Square

• maintenance requests and repair records

• inspection records

• photographs relating to a managed property

• complaints or queries

• contractor and supplier information

• information submitted through our website

• technical information such as IP address, browser information and website usage data

 

We only seek to collect information that is relevant to the service we provide.

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4. Where we obtain your information

We may receive personal information:

• directly from you

• from a landlord or renter

• from referencing providers

• from contractors or suppliers

• from letting platforms or other property service providers

• from publicly available sources where appropriate

• from previous managing agents or other organisations involved in a tenancy or property handover

 

Where we obtain personal information from someone other than you, we will handle it in accordance with applicable data protection law. The ICO requires organisations to explain the source and categories of personal information where data has not been obtained directly from the individual. ICO

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5. How we use personal information

We may use personal information to:

• respond to enquiries

• assess whether we can provide property management services

• enter into and administer management agreements

• manage residential properties on behalf of landlords

• communicate with landlords and renters

• administer tenancies

• monitor rent and payments

• coordinate maintenance and repairs

• arrange inspections

• manage compliance and safety requirements

• arrange contractors and suppliers

• maintain property and tenancy records

• manage complaints and disputes

• protect the landlord's property and legitimate interests

• comply with legal and regulatory obligations

• maintain the security and operation of our website

• improve our services

 

We will not use personal information for purposes that are incompatible with the reason it was collected unless permitted by law.

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6. Our lawful bases

UK data protection law requires us to have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on:

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Contract
Where processing is necessary to enter into or perform a contract, including our agreements with landlords and arrangements associated with managing a tenancy.

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Legal obligation
Where we need to process information to comply with legal or regulatory requirements.

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Legitimate interests
Where processing is reasonably necessary for the operation of our property management business, the protection of managed properties, administration of tenancies, communication, record keeping or prevention of fraud, provided those interests do not override your rights and freedoms.

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Consent
Where we specifically ask for your consent, for example for certain types of marketing or optional website technologies.

We determine the appropriate lawful basis before processing personal information, as required by UK data protection law. ICO

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7. Sharing personal information

We may share relevant personal information where necessary with:

• landlords

• renters

• prospective renters

• referencing providers

• deposit protection providers

• contractors and tradespeople

• inventory or inspection providers

• accountants and professional advisers

• insurers

• payment providers

• property management software providers

• IT and website service providers

• government bodies, regulators or local authorities where required

• legal advisers or courts where necessary

 

We only share information where there is a legitimate reason to do so and seek to limit information to what is necessary for the particular purpose.

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We do not sell personal information.

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8. Contractors and maintenance

Where a repair or maintenance issue is reported, we may share relevant information with contractors so they can access the property, contact the renter and carry out the required work.

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This may include a renter's name, telephone number, property address and relevant information about the reported issue.

Contractors are expected to use that information only for the purpose for which it was provided.

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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, including meeting legal, accounting, regulatory and dispute-resolution requirements.

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Different information may therefore be retained for different periods.

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When information is no longer required, we will securely delete or anonymise it where appropriate.

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The ICO requires organisations to explain either specific retention periods or the criteria used to decide how long information is kept. ICO

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10. Keeping information secure

We take reasonable organisational and technical measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.

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Access to personal information is limited to people and service providers who need it for legitimate business purposes.

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No system can guarantee absolute security, but we take proportionate steps to protect the information entrusted to us.

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11. International transfers

Some technology or service providers we use may process information outside the United Kingdom.

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Where this happens, we will take appropriate steps to ensure that personal information receives a level of protection required by UK data protection law.

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12. Marketing

We may contact existing or prospective landlords about B-Square services where permitted by law.

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Where consent is required, we will obtain it before sending marketing communications.

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You can ask us to stop sending marketing communications at any time by contacting us or using any unsubscribe mechanism provided.

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13. Cookies and website analytics

Our website may use cookies and similar technologies.

Some cookies are necessary for the website to function. Other cookies, such as analytics or marketing cookies, may require your consent before they are used.

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Where required, visitors will be given the opportunity to manage their cookie preferences.

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The ICO states that visitors should be told about cookies and that consent is normally required for cookies that are not strictly necessary. ICO

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14. Your data protection rights

Depending on the circumstances, you may have rights including the right to:

• ask for access to personal information we hold about you

• ask us to correct inaccurate information

• ask us to delete information in certain circumstances

• ask us to restrict how information is used

• object to certain types of processing

• receive certain information in a portable format

• withdraw consent where processing is based on consent

• complain about how your information has been handled

 

Not all rights apply in every situation, and some information may need to be retained where there is a legal or contractual reason to do so.

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To exercise your rights, contact us using the details above. ICO

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15. Complaints

If you have concerns about how we use your personal information, please contact us first so we can try to resolve the matter.

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You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator.

Information Commissioner's Office

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16. Changes to this policy

We may update this Privacy Policy periodically to reflect changes in our services, legal requirements or how we use personal information.

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The latest version will always be published on our website with the date it was last updated.