This Privacy Policy governs each website, mobile site, application, and/or other service (each, a “Service”) operated by Privadia Limited (“Privadia,” “we,” “us,” or “our”) and any of its subsidiaries and/or affiliates that links to this Privacy Policy. This policy is binding on all those who access, visit, and/or use Privadia’s services, whether acting as an individual or on behalf of an entity (collectively, “you” or “your”).
At Privadia Limited, we appreciate the importance of your personal privacy. This policy explains how we collect, use, store, and protect your information when you visit our websites, use our applications (including the Privadia Owner app), or subscribe to our mailing lists. It also outlines your rights regarding your personal data under applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the EU GDPR.
1. How We Collect Your Information
We collect personal information (information that can be used to identify you) in a few different ways:
- Information You Provide to Us: We collect information when you subscribe to our newsletters, register as a property owner, property manager, or agency partner, or correspond with us. This may include your name, email address, company, job title, country, postcode, and sector. In some cases, we may also request business or financial information (e.g., company registration numbers or staff details) necessary to facilitate our services.
- Privadia Owner App: If you use the Privadia Owner app, you have the option to add your personal contacts to use the ‘Share Calendar’ feature. These contacts remain private and confidential and are strictly used only for the purpose of sharing your calendar availability with the third parties you have explicitly added.
- Information We Collect Automatically: Once you register and sign in, you are no longer anonymous to us. We automatically collect certain technical information through cookies and similar technologies (see the “Cookies” section below) when you interact with our websites.
2. Transparency, Choice, and Legal Basis
We aim to be transparent about the data we collect so you can make informed choices. We only process your personal data when we have a valid legal basis to do so, which includes:
- Consent: When you opt-in to receive marketing communications or accept non-essential cookies.
- Contractual Necessity: When processing is necessary to provide you with our services (e.g., registering you as an agency partner or property owner).
- Legitimate Interests: When we use data to improve our services, ensure security, or conduct analytics, provided these interests do not override your privacy rights.
3. How We Use Your Information
We use the information we collect for the following purposes:
- To provide, operate, and maintain our Services.
- To process financial transactions related to our trade agreements (financial data is never shared with third parties without your express consent).
- To send administrative emails, company updates, and relevant promotions (you may opt-out of marketing communications at any time).
- To conduct subscriber surveys that help us better target our content. (Aggregated, anonymised data may be shared with advertisers, but we never share specific individual responses).
- To share information internally across Privadia’s subsidiary websites to streamline and improve your user experience.
If you post comments or articles on our public forums, any personally identifiable information you include will be public. We are not responsible for the privacy of information you choose to share through these public channels.
4. Sharing Your Information
Privadia does not rent, sell, or share your personal information with non-affiliated companies, except under the following circumstances:
- Service Providers: We may provide data to trusted partners and vendors who work on behalf of Privadia under strict confidentiality agreements. These companies only process your data to help us communicate with you or deliver our services; they do not have any independent right to use or share this information.
- Legal Requirements: We reserve the right to disclose your information as required by law, or when we believe disclosure is necessary to protect our rights, prevent fraud, or comply with a judicial proceeding, court order, or legal process.
5. Cookies and Tracking Technologies
We use cookies, pixel tags, and similar technologies to track page requests, measure search effectiveness, and tailor your experience.
- Cookies: Small files stored on your hard drive that help streamline your visit. You can manage or disable cookies via your browser settings; however, doing so may diminish your experience on our website.
- Pixel Tags: Tiny graphic images used to track website visits or verify if an email has been opened, helping us ensure we only send content of interest to you.
6. Data Storage, Security, and International Transfers
Security: We follow strict industry standards to protect your data. This includes encrypting our services using SSL (in transit and at rest), reviewing physical security measures, and utilising username/password authentication and two-factor authentication. Access to personal data is restricted to Privadia staff and approved third parties bound by strict contractual confidentiality obligations. Note: While we work hard to protect your data, no method of electronic storage is 100% secure.
International Transfers: We are based in the UK, and your data may be processed in the UK, the European Union (EU), and the US. When transferring data internationally, we ensure appropriate legal safeguards are in place to maintain a high standard of data security compliance under both UK and EU GDPR guidelines.
- UK/EU Transfers: Transfers of personal data between the UK and the EU are conducted under formally recognised adequacy decisions, ensuring your data receives equivalent protection.
- US & Other Jurisdictions: For data transferred to the US or other countries outside the UK/EEA, we ensure our subcontractors and service providers utilise legally approved data transfer mechanisms (such as Standard Contractual Clauses or recognised Data Privacy Frameworks) to protect your information.
7. Data Retention
We will retain your personal information only for as long as is necessary for the purposes set out in this Privacy Policy, to provide our services to you, or as required to comply with our legal obligations, resolve disputes, and enforce our legal agreements.
8. Your Data Protection Rights
Under data protection laws, you have specific rights regarding your personal information:
- The Right to Access: You can request copies of your personal data.
- The Right to Rectification: You can request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
- The Right to Erasure: You can request that we erase your personal data, under certain conditions.
- The Right to Restrict Processing: You can request that we restrict the processing of your personal data, under certain conditions.
- The Right to Object to Processing: You can object to our processing of your personal data, under certain conditions.
- The Right to Data Portability: You can request that we transfer the data we have collected to another organisation, or directly to you, under certain conditions.
To exercise any of these rights, or to update your profile and email preferences, please contact us at info@privadia.com.
9. External Links
Our websites may contain links to other websites not controlled by us. We are not responsible for the privacy practices or content of any external sites.
10. Ongoing Changes to this Privacy Policy
Privadia reserves the right to add to, change, update, or modify this Privacy Policy at any time. Any changes will be posted on this page and will be effective immediately. We encourage you to review this policy periodically.
11. Contact Details
If you have any questions regarding this policy or how we handle your data, please reach out:
- Email: info@privadia.com
- Mail: Privadia Limited, Charlotte House, Stanier Way, The Wyvern Business Park, Derby, England, DE21 6BF