PRIVACY POLICY

Last updated: 2 September 2026

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1. Who we are

Magal Properties Limited (“Magal Properties”, “we”, “us” or “our”) is a commercial property developer and landlord. We are responsible for the personal information described in this policy.

Company number: 06277940

Registered office: Ash Grove, Westhide, Hereford, Herefordshire, United Kingdom, HR1 3RL

Privacy contact: office@magalproperties.com

This policy explains how we collect and use personal information through our website and in connection with our property, landlord and tenant activities.

 

2. Information we collect

Depending on your relationship with us, we may collect:

• Your name, postal address, email address and telephone number.

• Property and tenancy information, including property addresses, tenant identifiers, lease or tenancy details and occupancy information.

• Enquiries, messages and correspondence.

• Maintenance information, including repair requests, access arrangements, contractor visits and work undertaken.

• Incident, complaint and dispute information, including relevant dates, descriptions, correspondence and outcomes.

• Financial and transaction information relating to rent, charges, invoices, deposits, insurance or other property-related payments.

• Information needed to establish, exercise or defend legal claims or comply with legal obligations.

• Technical information produced when you use our website, including your IP address, browser type, device information, access times and server logs.

Incident reports and other communications may occasionally contain information about health, disability, injury or alleged criminal conduct. Please provide only information that is relevant and necessary.

 

3. How we collect information

We may collect personal information:

• Directly from you through our website forms, email, telephone and correspondence.

• From tenants, prospective tenants, occupiers, guarantors, representatives or other people connected with a property.

• From managing agents, maintenance contractors and other service providers.

• From insurers, solicitors, courts, emergency services, police and other public authorities.

• From public registers and publicly available sources.

• Automatically through basic website hosting and security logs.

 

4. How we use information

We may use personal information to:

• Respond to enquiries about our properties.

• Establish and administer landlord, tenant and occupier relationships.

• Manage leases, tenancies, rent, charges and related records.

• Arrange property access, maintenance, repairs and contractor services.

• Investigate and respond to incidents, complaints, hazards and other property issues.

• Protect the health and safety of tenants, occupiers, visitors, contractors and the public.

• Protect our properties, business, systems and legal rights.

• Make, defend or resolve insurance and legal claims.

• Comply with contracts, court orders and legal, regulatory, tax and accounting obligations.

• Prevent or investigate fraud, unlawful conduct and misuse of our services.

• Operate, secure and maintain our website and email systems.

We do not use information submitted through the website to send newsletters or unsolicited marketing.

Our website does not take payments or create user accounts. We do not use website analytics or advertising trackers.

 

5. Our lawful bases

We rely on one or more of the following lawful bases:

Contract: Where using information is necessary to take steps before entering into an agreement or to perform a lease, tenancy or other agreement.

Legal obligation: Where using information is necessary to comply with the law, regulatory requirements, court orders, tax or accounting obligations, or applicable property and safety duties.

Legitimate interests: Where using information is necessary to manage and maintain properties, respond to enquiries, administer landlord and tenant relationships, protect people and property, operate our business, secure our systems or establish and defend legal claims.

Vital interests: In exceptional circumstances where using information is necessary to protect someone’s life or physical safety.

Consent: Where we specifically request consent and another lawful basis is not appropriate. Consent may be withdrawn at any time.

Where we process sensitive information, such as health information, we will also rely on an additional legal condition. Depending on the circumstances, this may include explicit consent, protection of vital interests or the establishment, exercise or defence of legal claims.

Information about alleged or proven criminal conduct will only be processed where permitted by law.

 

6. When information must be provided

Some information is required so that we can respond to an enquiry, administer a contractual relationship, arrange property services, meet a legal obligation or investigate an incident.

If required information is not provided, we may be unable to provide the relevant service, enter into or perform an agreement, or deal fully with a request or report.

 

7. Sharing information

Where necessary and proportionate, we may share personal information with:

• Maintenance contractors and other property service providers.

• Insurers and insurance advisers.

• Solicitors and other professional advisers.

• Emergency services and police.

• Courts, tribunals, court officials, regulators and other authorities.

• Website hosting, email, IT support, security and backup providers.

• Other parties where you ask us to share information or provide valid consent.

Our website is hosted by Fasthosts. Website form submissions are sent to us by email.

Service providers working for us may only use personal information for the relevant service and must protect it appropriately.

We do not sell personal information.

 

8. International transfers

Some technology or service providers may process or support information from outside the United Kingdom.

Where personal information is transferred internationally, we will use an appropriate legal transfer mechanism and safeguards where required.

 

9. How long we retain information

We normally retain personal information for up to five years after the relevant enquiry, incident, transaction or relationship has ended.

We may retain particular information for longer where necessary to:

• Meet tax, accounting, property, safety or other legal requirements.

• Administer an active lease, tenancy, insurance matter or contractual relationship.

• Establish, exercise or defend a legal claim.

• Comply with a court order or regulatory request.

• Deal with an unresolved complaint, dispute or incident.

When information is no longer needed, we will securely delete it or anonymise it.

 

10. Security

We use appropriate organisational and technical measures designed to protect personal information against accidental or unlawful loss, alteration, access, disclosure or destruction.

Access is limited to people and service providers who need the information for an authorised purpose.

No internet or email system is completely secure. Please do not include unnecessary sensitive information in website forms or ordinary email. Contact us before providing highly sensitive information so that an appropriate method can be agreed.

 

11. Website cookies and logs

We do not use analytics or advertising cookies.

Our website host may use strictly necessary cookies and basic technical logs to deliver and secure the website, diagnose faults and prevent misuse.

You can control cookies through your browser settings, although blocking strictly necessary cookies may affect how the website operates.

 

12. Your rights

Depending on the circumstances, you may have the right to:

• Request access to your personal information.

• Ask us to correct inaccurate or incomplete information.

• Ask us to delete information.

• Ask us to restrict how information is used.

• Object to certain processing based on legitimate interests.

• Receive certain information in a portable format.

• Withdraw consent where processing is based on consent.

• Complain about how we use your information.

These rights are not absolute and may be subject to legal exemptions. We may need to verify your identity before acting on a request.

You have the right to object to processing based on our legitimate interests. We will stop that processing unless we have compelling legitimate grounds to continue or the processing is required for legal claims.

To exercise your rights or raise a concern, contact office@magalproperties.com or write to our registered office.

 

13. Complaints

Please contact us first if you have concerns about how we handle personal information so that we can investigate the matter.

You also have the right to complain to the Information Commissioner’s Office, the UK data-protection regulator.

Further information is available at ico.org.uk/make-a-complaint.

 

14. Automated decision-making

We do not use information collected through the website to make decisions based solely on automated processing that produce legal or similarly significant effects.

 

15. Other websites

Our website may contain links to third-party websites. We are not responsible for their privacy practices. You should read the privacy information provided by those organisations.

 

16. Changes to this policy

We may update this policy to reflect changes to our activities, services or legal obligations.

The latest version will be published on our website with its updated date.