Privacy Policy

# Privacy Policy

Last Updated: [Date, e.g., 1 August 2026]

Platform Property Service Ltd ("we", "us", or "our") is committed to protecting and respecting the privacy of our website visitors, clients, and end-users. This Privacy Policy explains how we collect, use, store, and process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

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### 1. Important Information & Who We Are

Data Controller vs. Data Processor:

- For Estate Agencies & Business Clients: We act as a Data Controller for the personal data provided to us to establish and manage our commercial relationship (e.g., account details, billing contact info).

- For End-Users & Leads of Estate Agencies: When you use our automated missed call text back and Google reputation services, your estate agency acts as the Data Controller, and we act as a Data Processor executing instructions on your behalf.

Company Details:

- Full Legal Name: Platform Property Service Ltd

- Company Registration Number: 1434418 (Registered in England & Wales)

- Registered Address: 20-22 Wenlock Road, London, N1 7GU

- Data Protection Lead Contact Email: contact@platformpropertyservicesltd.com

- ICO Registration Number: 00011372516

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### 2. The Data We Collect

Depending on how you interact with our platform, we may collect and process:

- Client Account Data: Name, business name, company registration number, estate agency address, business email address, phone number, and payment/billing details.

- Service Communications Data: Logs of communications sent through our software, including SMS delivery logs, timestamps, automated text back records, and review request histories.

- Technical & Usage Data: IP addresses, login data, browser type, device details, and site navigation paths collected via essential cookies and analytics tools.

- Client Customer Data (Processed on behalf of Estate Agencies): Phone numbers, caller names, and review recipient details necessary to deliver our automated text back and reputation services.

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### 3. How We Collect & Use Your Personal Data

We process personal data under the following lawful bases:

1. Performance of a Contract: To onboard estate agencies, deliver our software services, manage billing, and provide customer support.

2. Legitimate Interests: To improve software features, ensure platform security, and manage B2B sales and marketing.

3. Legal Obligation: To comply with financial accounting, tax laws, and statutory data protection duties.

4. Consent: Where explicit consent is required (e.g., non-essential tracking cookies or direct promotional updates).

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### 4. Specific Automated Software Features

#### A. Automated Missed Call Text Back Service

When an inbound call to an estate agency is missed, our automated software triggers an instant SMS to the caller's phone number.

- Phone numbers and timestamps are processed strictly to fulfill the automated communication requested by the estate agency.

- All SMS communications adhere to PECR rules, including identifying the business entity and offering immediate opt-out functionality (e.g., reply 'STOP').

#### B. Google Reputation & Automated Review Services

Our platform automates follow-up SMS and email requests to property sellers, buyers, landlords, or tenants on behalf of estate agencies to collect Google reviews.

- We process contact details strictly on the instructions of the estate agency client.

- Review invitations are integrated via official APIs and comply with Google's policies and PECR direct messaging rules.

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### 5. Third-Party Service Providers (Sub-Processors)

We engage trusted third-party service providers to help deliver, maintain, and secure our software. These include:

- Cloud Platform & CRM Infrastructure Providers: To host client account databases, run automated workflows, and power communication dashboards.
- Telecommunications & SMS Gateways: To route inbound missed call text backs, send SMS review requests, and log delivery statuses.
- Payment & Invoicing Processors: To process recurring subscription charges securely.
- Application Programming Interfaces (APIs): To communicate directly with third-party review platforms (such as Google).

All service providers are bound by strict contractual data protection agreements ensuring compliance with UK GDPR standards.

Where data is processed outside the UK or European Economic Area (EEA), we ensure adequate safeguards are in place, such as UK International Data Transfer Agreements (IDTAs) or UK Addendums to EU Standard Contractual Clauses (SCCs).

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### 6. Data Security & Retention

- We implement appropriate technical and organizational measures (encryption in transit and at rest, multi-factor authentication, restricted access control) to protect personal data against accidental loss, unauthorized access, or disclosure.

- We retain client account data for the duration of the active contract plus up to 6 years for legal and tax auditing compliance.

- Client customer data (missed call logs and review contact history) is retained strictly for the duration specified in our service settings or as instructed by the estate agency, after which it is deleted or anonymized.

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### 7. Your Legal Rights

Under UK GDPR, individuals have rights regarding their personal data, including the right to:

- Request access to their personal data.

- Request correction or erasure of their personal data.

- Object to or restrict processing of their personal data.

- Request transfer of their personal data (data portability).

- Withdraw consent at any time (where processing is based on consent).

Note: If an end-client or property seeker contacts us regarding data controlled by an estate agency using our software, we will direct the request to the relevant estate agency.

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### 8. ICO Complaints

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to address your concerns before you approach the ICO, so please contact us first.