Privacy Policy & Notice

1. Data Controller

Excel Property Group is the data controller for the personal data we collect through this website and through our property management, lettings, and sales services. This means we are responsible for deciding how and why we process your personal data.

• Organisation: Excel Property Group®
• Address: 870 Alum Rock Road, Birmingham, B8 2TY
• Email: info@excelpropertygroup.co.uk
• Phone: 0121 630 6214

We are registered with the Information Commissioner's Office (ICO) and comply with the UK Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR).

2. Personal Data We Collect

As a property management, lettings, and sales agency, we collect and process the following types of personal data:

• Website contact form: Name, email address, phone number, enquiry type, and message content.
• Landlord data: Name, contact details, property address, bank details for rent payment, management agreement details, and property information.
• Tenant data: Name, contact details, identity documents (for Right to Rent checks), references, employment and income details, deposit information, and tenancy agreement details.
• Sales vendor/purchaser data: Name, contact details, property details, identity verification, and conveyancing progress information.
• Compliance data: Gas safety, EPC, EICR, and alarm check records linked to properties and responsible parties.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for processing your personal data. Our lawful bases are:

• Consent (Article 6(1)(a)) — When you submit a contact form or consent to analytics cookies, you consent to us processing your data for the purpose of responding to your enquiry or improving our website.
• Contract (Article 6(1)(b)) — We process landlord, tenant, and sales data to fulfil our contractual obligations under management, lettings, and sales agreements.
• Legal obligation (Article 6(1)(c)) — We process data to comply with legal obligations, including Right to Rent checks, deposit protection, anti-money laundering requirements, and tax reporting.
• Legitimate interests (Article 6(1)(f)) — We process technical data (with your consent via cookies) and business contact data to operate and improve our services.

4. How We Use Your Information

• To respond to your enquiries and provide our services
• To manage properties on behalf of landlords, including rent collection, inspections, and maintenance coordination
• To source and reference tenants, including Right to Rent checks and deposit protection
• To market and progress property sales, including valuations and conveyancing support
• To carry out compliance checks (gas safety, EPCs, EICRs, alarms)
• To communicate with you about your enquiry or service
• To improve our website and services (analytics only with your consent)
• To comply with legal and regulatory obligations

5. Data Sharing

We may share your personal data with the following recipients, only where necessary and with your consent where required:

• Tenant deposit protection schemes — To register and protect tenant deposits as required by law.
• Referencing and credit check providers — To carry out tenant referencing and Right to Rent checks.
• Tradespeople and contractors — To arrange maintenance and repairs (property address and access details only).
• Conveyancers and solicitors — To progress property sales (with your consent).
• Email service provider (Resend) — To send and receive emails on our behalf. See Resend's Privacy Policy.
• Google Analytics 4 — Anonymous website traffic data, only if you consent to analytics cookies. See Google's Privacy Policy.
• Regulatory bodies — Where required by law, including the ICO, HMRC, and local authorities.

We do not sell your personal data to third parties.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected and to comply with legal requirements:

• Contact form enquiries: 12 months after resolution.
• Landlord records: Duration of the management agreement plus 6 years.
• Tenant records: Duration of the tenancy plus 6 years. Right to Rent evidence is retained for the tenancy plus one year, as required by law.
• Sales records: 6 years from completion.
• Compliance records: As required by the relevant legislation (e.g. gas safety records: 1 year; EPCs: 10 years).
• Analytics data: 14 months (Google Analytics 4 default retention).

7. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right of access — Request a copy of the personal data we hold about you.
• Right to rectification — Request correction of inaccurate or incomplete data.
• Right to erasure— Request deletion of your personal data ('right to be forgotten'), subject to legal retention obligations.
• Right to restrict processing — Request that we limit how we use your data.
• Right to data portability — Receive your data in a structured, machine-readable format.
• Right to object — Object to processing based on legitimate interests.
• Right to withdraw consent — Withdraw consent at any time (this does not affect processing already carried out).

To exercise any of these rights, email us at info@excelpropertygroup.co.uk. We will respond within one month.

8. Cookies

We use cookies on this website in accordance with PECR and the UK GDPR. For full details of the cookies we use and how to manage your preferences, please see our Cookie Policy.

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. This includes encryption in transit (TLS/SSL), secure email hosting, and access controls. Client money is held in a separate client account as required by Client Money Protection regulations. In the event of a personal data breach, we will notify the ICO and affected individuals where required by law within 72 hours.

10. International Data Transfers

Some of our third-party service providers (e.g. Google Analytics, Resend) may process data outside the UK. We only use providers that offer adequate safeguards, such as International Data Transfer Agreements or UK adequacy regulations, to ensure your data is protected to UK GDPR standards.

11. Complaints

We are committed to resolving complaints promptly and fairly. If you have a complaint about our service, please contact us first at info@excelpropertygroup.co.uk and we will follow our internal complaints procedure.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the updated policy on this page. We recommend reviewing this page periodically.