Privacy Policy

Horizon Property Systems Ltd. ("we", "our", or "us") is committed to protecting the privacy and security of the personal data entrusted to us. This Privacy Policy describes how we collect, use, process, and disclose your information when you use our bespoke property management software, cloud-based platforms, implementation services, technical support, and related online services (collectively, "our services"). We operate in compliance with the UK General Data Protection Regulation (UK GDPR) and other applicable data protection laws.

1. Information We Collect

We collect information necessary to provide our services effectively and securely. The types of information we collect depend on how you interact with our services and the specific modules you utilise.

• 1.1 Information You Provide Directly to Us

  This includes information you provide when you register for an account, configure our software, input data into our platforms, request support, or communicate with us. This may include:

  • **Account and Contact Information:** Names, job titles, organisation details, professional email addresses, telephone numbers, and billing addresses for users within your organisation.
  • **Property Data:** Information related to properties you manage through our systems, which may include addresses, property characteristics, rental terms, and associated financial data.
  • **Tenant and Lease Information:** Details pertaining to tenants and lease agreements, which may include names, contact information, financial records (e.g., rent payments), and tenancy history. As a data processor, we process this data on your behalf.
  • **Landlord Information:** Names, contact details, and financial information of landlords managed through our systems.
  • **Financial Data:** Bank account details (for payment processing integrations), transaction records, and other financial information required for accounting and reporting modules.
  • **Support and Communication Data:** Information you provide when contacting our support team, including details of your query and any personal data exchanged during communication.

• 1.2 Information Collected Automatically

  When you access or use our services, we may automatically collect certain technical information:

  • **Usage Data:** Information about how you use our software and platforms, such as features used, time spent on pages, search queries, and interactions with the system.
  • **Log Data:** Server logs may include your IP address, browser type, operating system, referring/exit pages, and timestamps.
  • **Device Information:** Information about the device you use to access our services, including device type, operating system, and unique device identifiers.

2. How We Use Your Information (Lawful Basis for Processing)

We use the information we collect for various purposes, primarily to provide and improve our services, always ensuring a lawful basis for processing under UK GDPR:

• **To Provide and Maintain Our Services (Contractual Necessity):** To operate, maintain, and provide the features and functionality of our property management software and related services, including processing transactions, managing accounts, and enabling property, tenant, and financial management.
• **To Improve and Develop Services (Legitimate Interests):** To understand how users interact with our services, troubleshoot issues, perform data analysis, research, and enhance the functionality, performance, and user experience of our platforms.
• **For Technical Support and Maintenance (Contractual Necessity & Legitimate Interests):** To respond to your inquiries, provide technical support, resolve issues, and ensure the ongoing stability and security of our systems.
• **For Billing and Accounting (Contractual Necessity & Legal Obligation):** To process payments for our services, manage subscriptions, and fulfil our accounting and financial reporting obligations.
• **For Security and Fraud Prevention (Legitimate Interests & Legal Obligation):** To detect, prevent, and address security incidents, fraud, and other malicious activities, and to protect the rights, property, or safety of Horizon Property Systems Ltd., our users, or the public.
• **To Comply with Legal Obligations (Legal Obligation):** To comply with applicable laws, regulations, legal processes, or governmental requests.

For personal data related to tenants and landlords that you input into our systems, Horizon Property Systems Ltd. acts as a data processor, processing this data strictly on your behalf and according to your instructions, as outlined in our service agreements.

3. How We Share Your Information

We do not sell your personal data. We may share information in the following circumstances:

• **With Service Providers:** We engage trusted third-party service providers who assist us in operating our business and providing our services, such as cloud hosting providers, payment processors, and analytics providers. These providers are contractually bound to protect your data and only use it for the purposes for which we disclose it to them.
• **With Integrated Third-Party Services:** If you choose to integrate our services with third-party applications (e.g., accounting software, communication platforms), we may share data as directed by you to facilitate these integrations.
• **For Legal Reasons:** We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court order or government agency).
• **Business Transfers:** In the event of a merger, acquisition, reorganisation, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you via a prominent notice on our website of any such change in ownership or control of your personal data.

4. Data Security

We implement robust technical and organisational measures designed to protect your personal data from unauthorised access, alteration, disclosure, or destruction. These measures include data encryption, access controls, regular security audits, and staff training. While we strive to protect your personal data, no method of transmission over the internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee its absolute security.

5. Data Retention

We retain personal data for as long as necessary to provide our services, fulfil the purposes outlined in this Privacy Policy, comply with our legal obligations (e.g., tax and accounting), resolve disputes, and enforce our agreements. Once data is no longer required, we will securely delete or anonymise it.

6. International Data Transfers

Our services are hosted on cloud platforms, and some of our service providers may operate outside the United Kingdom or the European Economic Area (EEA). When transferring personal data internationally, we rely on appropriate safeguards, such as adequacy decisions (where applicable) or Standard Contractual Clauses approved by the UK government, to ensure your data receives a level of protection equivalent to that in the UK.

7. Your Rights (UK GDPR)

Under UK GDPR, you have certain rights regarding your personal data. Horizon Property Systems Ltd. primarily acts as a data processor for tenant and landlord data you input. For this data, you, as the data controller, are responsible for responding to data subject requests. However, for personal data where Horizon Property Systems Ltd. is the data controller (e.g., your account information as our client), you have the following rights:

• **Right to Access:** You have the right to request a copy of the personal data we hold about you.
• **Right to Rectification:** You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.
• **Right to Erasure ("Right to Be Forgotten"):** You have the right to request the deletion of your personal data under certain circumstances.
• **Right to Restriction of Processing:** You have the right to request that we restrict the processing of your personal data under certain conditions.
• **Right to Data Portability:** You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit that data to another controller.
• **Right to Object:** You have the right to object to our processing of your personal data based on legitimate interests or for direct marketing purposes.
• **Right to Withdraw Consent:** Where we rely on your consent for processing, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.
• **Right to Lodge a Complaint:** You have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection issues, if you believe we have not complied with data protection laws.

To exercise any of these rights, please contact us using the details provided in the "Contact Us" section below.

8. Cookies and Tracking Technologies

We may use cookies and similar tracking technologies to enhance your experience with our online platform, analyse service usage, and for security purposes. You can control the use of cookies through your browser settings. For more detailed information on how we use cookies, please refer to our separate Cookie Policy, if available.

9. Third-Party Links

Our services may contain links to third-party websites or services that are not operated by us. This Privacy Policy does not apply to the practices of those third parties. We encourage you to review the privacy policies of any third-party sites you visit.

10. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal data from children. If we become aware that we have inadvertently collected personal data from a child without parental consent, we will take steps to delete that information.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any significant changes by posting the new Privacy Policy on our website and updating the "last updated" date within the policy. We encourage you to review this Privacy Policy periodically.

12. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at: