Privacy policy
How we handle personal data when you use ekinpropertymanagement.com or contact us.
Who we are
EKIN Property Management Ltd (“we”, “us”) provides residential block management and major works project management for residents' management companies, right to manage companies and freeholders. This policy explains how we handle personal data when you use our website or contact us.
Company: EKIN Property Management Ltd · Companies House No. 16983035 · Location: Wimbledon, London SW19 1NL, UK
What personal data we collect
- Enquiry data: name, email, building postcode, your role (for example RMC director or leaseholder), the approximate number of flats, the main reason for your enquiry, and optionally your phone number and message, sent through the contact form. If you use the building review form, we also receive information about the building: postcode, number of flats, type, storeys and height, facilities such as lifts or communal heating, how it is managed today, your main concerns, expected major works, timescale and, optionally, the approximate service charge budget. With either form we also record which page of our website you first arrived on and the referring website, so we know how people find us. If you register interest in the owner portal, we receive the details you enter in that form.
- Contact data: if you email or call us, we’ll receive your contact details and any information you provide.
- Basic technical data: standard server logs (e.g., IP address, browser type, date/time) generated by hosting infrastructure for security and troubleshooting.
- Analytics data (only with your consent): if you click "Accept analytics", Google Analytics 4 collects information about how you use the site, such as pages visited, approximate location, device and browser, and whether you submitted an enquiry form or clicked our phone number or email. It is not collected if you reject or do not choose. You can withdraw consent at any time through Cookie settings in the footer, which stops collection immediately and deletes the analytics cookies we set.
Why we use your data
- To respond to your enquiry and arrange a call / proposal.
- To provide and improve our services (planning, reporting, coordination).
- To keep our website secure and available.
- With your consent, to understand how the website is used and which pages lead to enquiries.
- To meet legal and regulatory obligations where applicable.
Legal bases (UK GDPR)
- Legitimate interests: responding to enquiries, operating the website, preventing fraud/abuse.
- Contract: where you become a client and we need data to deliver services.
- Legal obligation: where we must keep records for compliance.
- Consent: for optional analytics cookies (Google Analytics), and for any optional marketing communications.
How we share data
We do not sell personal data. We may share limited data with:
- Service providers who help us run the website and communications, under appropriate safeguards: our website host (which also keeps a backup copy of each form enquiry for up to 90 days, in case an email does not arrive), our email provider (Google Workspace), FormSubmit (a backup route that delivers form enquiries to our email only if our main route fails) and, only if you accept analytics, Google (Google Analytics 4). Some of these providers may process data outside the UK under appropriate transfer safeguards.
- Professional advisers (e.g., accountants, legal) where necessary.
- Authorities where required by law.
Data retention
We keep enquiry data long enough to respond and follow up. The backup copy kept by our website host is deleted automatically after about 90 days. Google Analytics data is kept for up to 14 months. If the enquiry turns into a client relationship, we retain data in line with contractual and legal requirements. We periodically review and delete data that is no longer needed.
Your rights
Depending on your circumstances, you may have the right to access, correct, delete, restrict or object to processing, and to data portability. You may also complain to the UK Information Commissioner’s Office (ICO).
Contact
For privacy questions or requests, email info@ekinpm.com with the subject “Privacy”.
Last updated: 2026-09-25.