Eban Properties Management Limited ("Eban", "we", "our" or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, share and safeguard information about landlords, prospective landlords, tenants, contractors and visitors to our website. We act as a data controller under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are
Eban Properties Management Limited is a company registered in England and Wales, with offices at 14 Windermere Road, London, N19 5SG and Hertfordshire operations. We are registered with the Information Commissioner's Office (ICO) and are members of the Property Redress Scheme.
2. Information we collect
- Identity and contact details — name, email address, phone number, postal address.
- Property information — address, condition, EPC, gas and electrical certificates, mortgage and insurance details where relevant to managing the let.
- Financial information — bank details for rent payments, references, and credit information for tenant referencing.
- Correspondence — emails, messages, call notes and contact form submissions.
- Technical data — IP address, browser type, device, pages visited and anonymised analytics about how you use this website.
3. How we use your information
We use your personal data to:
- Provide our guaranteed rent and managed property services.
- Carry out tenant referencing, right-to-rent and anti-money-laundering checks.
- Manage tenancies, repairs, inspections and rent payments.
- Communicate with you about your property, enquiries or appointments.
- Comply with legal, regulatory and tax obligations.
- Improve our website, services and customer experience.
4. Lawful bases
We rely on the following lawful bases under UK GDPR:
- Contract — to enter into and perform our agreement with you.
- Legal obligation — to meet HMRC, AML, right-to-rent and safety duties.
- Legitimate interests — to run, protect and improve our business.
- Consent — for optional analytics cookies and marketing communications.
5. Sharing your information
We only share data where necessary, including with:
- Tenants and prospective tenants in connection with your property.
- Contractors and tradespeople carrying out maintenance.
- Referencing agencies, deposit schemes and local authorities.
- Accountants, solicitors and insurers acting for us or for you.
- HMRC, courts, regulators and law enforcement when required by law.
- IT and hosting providers who process data on our behalf under written contracts.
We do not sell your personal data and we do not transfer it outside the UK or EEA without appropriate safeguards.
6. How long we keep your data
We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting or reporting requirements. Tenancy and financial records are typically retained for at least six years after a tenancy ends. Website enquiry data is kept for up to 24 months unless you become a client.
7. Your rights
Under UK GDPR you have the right to:
- Access the personal data we hold about you.
- Request correction of inaccurate or incomplete data.
- Request erasure of your data where there is no good reason for us to keep it.
- Object to or restrict our processing of your data.
- Request portability of your data in a structured format.
- Withdraw consent at any time where we rely on consent.
To exercise any of these rights, contact us using the details below. You can also lodge a complaint with the ICO at ico.org.uk.
8. Security
We use appropriate technical and organisational measures — including encrypted storage, access controls and staff training — to protect your personal data against loss, misuse and unauthorised access.
9. Cookies
Our website uses cookies and similar technologies. For full details, see our Cookie Policy.
10. Contact us
If you have any questions about this policy or how we use your data, please contact:
Eban Properties Management Limited
14 Windermere Road, London, N19 5SG
Email: hello@ebanproperties.co.uk
We may update this policy from time to time. Material changes will be notified on this page with an updated "last updated" date.