Privacy Policy

Last updated: —

VM Property Services ("we", "us", "our") is a trading name of VM Property Sourcing Ltd, used for the viewing, photography and key holding services we provide to estate and lettings agents. VM Property Sourcing Ltd is registered in England and Wales (Company No. 17304521), with its registered office at 65a Horwood Close, Cardiff, CF24 2LW. We are registered with the Information Commissioner's Office (ICO Reference: C1968586) as a data controller.

This policy covers the data we collect when you contact us — by email, phone or WhatsApp — and in the course of providing viewing, photography and key holding services.

This policy explains what personal data we collect, why we collect it, how we use it, and the rights you have over it. It applies to anyone who contacts us, uses our website, or engages us for viewing, photography or key holding services.

Who we are and how to contact us

Data controller: VM Property Sourcing Ltd
Contact: Videet Mardania, Director
Email: enquiries@vmpropertyservices.co.uk
Registered address: 65a Horwood Close, Cardiff, CF24 2LW

As a sole director with no employees, Videet Mardania is personally responsible for how your data is handled.

What personal data we collect

The data we collect depends on how you interact with us:

General enquiries

If you email or message us using the links on this site, or contact us by phone, we will hold:

• Name and contact details (email, phone number)
• The content of any message, enquiry, or property details you send us

Agents and landlords instructing viewings, photography or key holding

• Contact details of the instructing agent or landlord
• Property access arrangements and any information reasonably needed to carry out the viewing, photography or key holding safely and securely

How we use your data and our legal basis for doing so

• To respond to your enquiry and take the steps you ask of us before entering into an agreement — necessary for pre-contractual steps and our legitimate interest in running the business.
• To provide our services (viewings, photography, key holding) once instructed — necessary for the performance of a contract with you.
• To keep records for tax and insurance purposes — necessary to comply with a legal obligation and our legitimate interest in maintaining accurate business records.

We do not use your data for automated decision-making, and we do not sell your data to third parties.

Who we share your data with

• Our email provider processes any message you send us, under arrangements that require it to keep your data secure and only use it as we instruct.
• Our website host serves the pages of this website to your browser.
• Our accountant, for invoicing and tax records.

International data transfers

We use third-party providers to run our email and website:

• Zoho Mail (business email) — hosted on Zoho's EU data centre. Your data stays within the EU and no international transfer takes place.
• Resend (transactional email) and Netlify (website hosting) — both are US-based providers. Where personal data is transferred to them outside the UK, this is safeguarded by Standard Contractual Clauses approved for use under UK data protection law, and, in Resend's case, its certification under the EU-US Data Privacy Framework (including the UK Extension).

How long we keep your data

For general enquiries that do not proceed to a booking, we keep your data for up to 12 months from your last contact with us, after which it is deleted or anonymised, unless we are legally required to keep it for longer.

For completed jobs, we keep basic records (property, date, invoice) for as long as required for tax purposes — currently up to 6 years.

Records are stored securely, including in encrypted cloud storage.

Cookies and website analytics

This website does not currently use analytics, advertising or tracking cookies. If that changes in future, we will update this policy and, where required, ask for your consent before any non-essential cookies are set.

Your rights

Under UK data protection law, you have the right to:

• Ask us what personal data we hold about you and receive a copy of it
• Ask us to correct inaccurate or incomplete data
• Ask us to delete your data, or restrict how we use it
• Object to us processing your data in certain circumstances
• Ask us to transfer your data to another organisation, where technically feasible

Please note that where we are required by law to retain basic job records for tax purposes, we may not be able to delete them before that period ends, even if you ask us to.

To exercise any of these rights, contact us at enquiries@vmpropertyservices.co.uk. You also have the right to complain to the Information Commissioner's Office at ico.org.uk if you believe we have not handled your data properly.

Keeping your data secure

We take reasonable technical and organisational steps to protect your personal data against unauthorised access, loss or misuse, including secure storage and limiting access to those who need it to carry out our work.

Changes to this policy

We may update this policy from time to time, for example if our services, providers, or legal obligations change. The date at the top of this page shows when it was last updated.

VM Property Services is a trading name of VM Property Sourcing Ltd, registered with Companies House (No. 17304521) and the Information Commissioner's Office (ICO Ref: C1968586).