This Privacy Policy ("policy") will help you understand how Proactive Private Estate Management Ltd ("us", "we", "our") collects, processes and protects the data you provide to us as your management company including the use of ("website", "service").

What Data Do We Collect?

To provide our contractual management services effectively, we may collect the following data:

  • First name(s), middle name(s), last name(s) and date of birth

  • Residential/service address, correspondence address, email address and telephone number

  • Property ownership

  • Registered company details including VAT number

  • Copies of identification documents or CCTV images (dependent on development)

  • Management information

Where Is Your Data Obtained From?

To ensure we can effectively manage your development we will obtain your data from various sources which authorise us to do so. This may be data that is provided to us by you or via a third party in accordance with any law or requirement. 


Why We Collect Your Data

We collect your data for several reasons:

  • To better understand your needs

  • To improve our services and products

  • To send you emails containing information specific to your management needs

  • To customize our website according to your online behavior and personal preferences.

Safeguarding and Securing Your Data

We are committed to securing your data and keeping it confidential and ensure all feasible security measures are in place to prevent data theft, unauthorized access and disclosure, which helps us to safeguard all the information we collect online and offline.

Use Of Your Personal Data

Proactive Private Estate Management Ltd will not lease, sell or distribute your personal information to any third parties unless we have your permission. 

Disclosure of your personal data will only occur to fulfill contractual obligations or if we are required to do so by law. The following list (not exhaustive) of third parties may require us to share the data we hold about you with them:

  • Contractors, surveyors or engineers

  • Land Registry

  • Mortgage companies

  • Companies House

  • HMRC

  • Local Authority

  • Estate agents, letting agents or landlords

  • Accountants and solicitors

  • Debt recovery services

  • Emergency services

Your Rights

You have rights with regards your information and choices about how we collect and use it. Please be aware that the information we hold is to ensure we can provide you with the service required and as per contract. You can:

  • request access to your information

  • ask that we amend or correct your information

  • ask that we erase or restrict the use of your information

  • request that we provide your information to you in a commonly used electronic format and to have that information transmitted directly to another organisation.


The General Data Protection Regulation (GDPR) outlines core principles for processing of personal data. These require that data must be:

1. processed lawfully, fairly and in a transparent manner

2. collected for a specified, explicit and legitimate purpose

3. adequate, relevant and limited to what is necessary for the purpose for which it is processed

4. accurate and, where necessary, kept up to date

5. kept in a form which permits identification of data subjects (people, from whom personal data is collected, processed and stored) for no longer than is necessary for the purposes for which the personal data are processed and

6. processed in a manner that keeps data secure against unauthorised or unlawful processing and against accidental loss, destruction or damage.


Any personal data processed by us shall adhere to a lawful purpose based on one of the following:

  • Your consent

  • Contract – processing is necessary for the purposes of fulfilling our management contract

  • Legal obligations – processing is necessary to comply with accounting and law

  • Legitimate interest – processing is necessary for our legitimate business interests or the interests of a third party (listed above)

Retention Period

Information is kept while it remains relevant to the reason for collection and/or if there is a statutory retention period. 

Our Cookie Policy

Once you agree to allow our website to use cookies, you also agree to use of the data it collects regarding your online behaviour. 

Please note that cookies do not allow us to gain control of your computer in any way.

If you wish to disable cookies, you can do it by accessing the settings of your internet browser as detailed in the Cookie Policy.

Links to Other Websites

Our website may contain links that lead to other websites. If you click on these links, Proactive Private Estate Management Ltd is not held responsible for your data and privacy protection. Visiting additional websites is not governed by this Privacy Policy or the Cookie Policy. Make sure to read the privacy policy and cookie policy documentation of the website you visit from our website.

Contact Us

We welcome your questions and comments about this Privacy Policy. Please contact us at:

Proactive Private Estate Management Ltd

Hildenbrook House

The Slade





We reserve the right to change this policy at any given time however, to make sure that you are up to date with the latest changes we advise you to frequently visit this page.

Privacy Policy