Privacy Policy

1. Who We Are

PRS Living Limited (“PRS Living”, “we”, “us”, or “our”) is a national property management company registered in England and Wales under company number 16527953. Our registered office is at Longbrook House, 1st Floor, Regus, New North Road, Exeter, Devon, EX4 4GL.

PRS Living Limited is the data controller for personal information collected through this website and in the course of our property management services. This means we are responsible for deciding how and why your personal data is used, and for ensuring it is handled in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

We collect personal information in the following circumstances:

Contact form submissions

When you submit an enquiry through our website, we collect your name, email address, phone number, and any details you provide about your properties or management requirements.

Website analytics

We use Google Analytics 4 (GA4) to understand how visitors use our website. This collects anonymised information including pages visited, time spent on site, and general location data (country/region level). Individual users are not identified.

Cookies

Our website uses cookies — small text files stored on your device. See Section 8 for full details of the cookies we use.

3. How We Use Your Information

We use the personal information we collect for the following purposes:

• To respond to your enquiries and provide quotations for our services
• To deliver property management services where you become a client
• To fulfil our legal and regulatory obligations as a letting agent
• To improve our website and understand how it is being used
• To send you relevant information about our services where you have consented

4. Legal Basis for Processing

Under UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following bases:

• Legitimate interests — when you submit an enquiry, we process your contact details to respond to you. This is a legitimate interest we consider proportionate and not overridden by your privacy rights.
• Contractual necessity — where you engage us to manage your properties, we process the personal data necessary to perform that contract.
• Legal obligation — as a regulated letting agent, we are required to collect and retain certain information to comply with anti-money laundering regulations, tenancy deposit rules, and other statutory obligations.
• Consent — where we send marketing communications, we will only do so with your explicit consent, which you may withdraw at any time.

5. Data Sharing

We do not sell, rent, or trade your personal information to third parties.

We may share your information with the following categories of recipient where necessary to provide our services:

• Formspree — our contact form submission processor. Formspree receives form data solely to transmit it to us and does not retain or use it for its own purposes.
• Google Analytics — we share anonymised website usage data with Google for analytics purposes. No personally identifiable information is shared.
• Professional advisors — solicitors, accountants, and other professional advisors where necessary and subject to confidentiality obligations.
• Regulatory bodies — where required by law or regulation, including HMRC, the Property Redress Scheme, and other statutory bodies.

Any third parties with whom we share data are required to handle it in accordance with data protection law and our instructions.

6. Data Retention

We retain personal data only for as long as necessary for the purposes described in this policy:

• Enquiries that do not result in a client relationship are retained for up to 2 years from the date of enquiry, after which they are securely deleted.
• Client data is retained for the duration of the management agreement and for a period of 6 years thereafter, in line with our contractual and statutory obligations.
• Website analytics data is retained in line with Google Analytics default retention settings (up to 14 months).

7. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

• Right of access — you may request a copy of the personal data we hold about you (a “subject access request”).
• Right to rectification — you may ask us to correct inaccurate or incomplete personal data.
• Right to erasure — in certain circumstances, you may ask us to delete your personal data (“the right to be forgotten”).
• Right to restriction — you may ask us to restrict the processing of your data in certain circumstances.
• Right to data portability — where processing is based on consent or contract, you may request your data in a portable format.
• Right to object — you may object to processing based on legitimate interests or for direct marketing purposes.
• Rights related to automated decision-making — we do not use automated decision-making or profiling that produces legal or similarly significant effects.

To exercise any of these rights, please contact us at Lettings@PRSLiving.co.uk. We will respond within one calendar month. We may need to verify your identity before processing your request.

8. Cookies

Our website uses the following types of cookies:

Essential cookies

These cookies are necessary for the website to function correctly. They do not collect personal information and cannot be disabled.

Analytics cookies (Google Analytics 4)

GA4 sets cookies to help us understand how visitors use our website. The information collected is anonymised and aggregated — it does not identify individual users. These cookies include _ga, _ga_*.

Managing cookies

You can control and delete cookies through your browser settings. Most browsers allow you to refuse cookies or delete them after the fact. Note that disabling certain cookies may affect how the website functions. For more information, visit aboutcookies.org.

9. Third Party Links

Our website contains links to third party websites, including Trustpilot and professional body websites. We are not responsible for the privacy practices of those sites, and this policy does not apply to them. We encourage you to read the privacy notice of any website you visit via a link from our site.

10. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or in applicable law. The “last updated” date at the top of this page will be revised when changes are made. We recommend checking this page periodically. Continued use of our website following any changes constitutes your acceptance of the updated policy.

11. Contact Us

If you have any questions about this privacy policy or how we handle your personal data, please contact us:

12. Right to Complain

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the UK's supervisory authority:

Tel: 0303 123 1113

Website: ico.org.uk