This is the privacy policy of PMW Management Wales Ltd t/a Property Management Wales (the Business)
We respect your privacy and are determined to protect your personal data. The purpose of this privacy notice is to inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from). We’ll also tell you about your privacy rights and how data protection law protects you.
In this policy, we explain:
- Who we are and important information
- The personal data we collect about you
- How we collect your personal data
- How we use your personal data
- How we share your personal data with
- International transfers
- Data security
- Data retention
- Your legal rights
- Changes to this notice and your duty to inform us of changes
- Queries, requests or concerns
1. Who we are and important information
What is the purpose of this privacy notice?
This privacy notice aims to give you information on how we collect and process your personal data through your use of this website, including any data you may provide through this website when you
This website is not intended for children and we do not knowingly collect data relating to children.
You must read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
Data controller
PMW Management Wales Ltd is the controller and is responsible for your personal data (collectively referred to as “Business”, “we”, “us” or “our” in this privacy notice). Our contact details are Princess House, The Square, 3rd Floor, Shrewsbury, SY1 1JZ, United Kingdom. For all data matters contact admin@propertymanagementwales.co.uk
Third-party links outside of our control
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.
When you leave our website, we encourage you to read the privacy notice of every website you visit.
2. The personal data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. You can find out more about personal data from the Information Commissioners Office .
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
- Identity Data: includes first name / last name / username / marital status / title / date of birth / gender.
- Contact Data: includes billing address / delivery address / email address / telephone numbers.
- We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data, which will be used in accordance with this privacy notice.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
If you fail to provide personal data
Where we need to collect personal data from you by law, or under the terms of a contract we have with you (or are seeking to enter into), and you fail to provide that data when requested, we may be unable to perform the contract or comply with our legal obligations. This may include circumstances where we are unable to provide property management, letting, sales, or related services to you.
In such cases, we may be required to suspend or cancel the relevant service or agreement. Where this occurs, we will notify you at the time and explain the implications, unless we are prevented from doing so by law.
3. How we collect your personal data
We use different methods to collect data from and about you, including through:
Direct interactions.
You may provide us with your Identity, Contact, Financial, and Transaction Data by filling in forms, corresponding with us by post, telephone, email, or otherwise. This includes personal data you provide when you:
Apply for a tenancy, purchase, or sale of a property
Enter into a contract with us or a third party through us
Request property management, lettings, or sales services
Provide documentation for referencing, compliance, or legal purposes
Contact us with enquiries, complaints, or requests
Automated or technical means.
As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions, and usage patterns. This data is collected using cookies, server logs, and similar technologies. Further details are set out in our Cookie Policy.
Third parties or publicly available sources.
We may receive personal data about you from third parties such as:
Referencing agencies and credit reference agencies
Previous or current landlords or managing agents
Solicitors, estate agents, or mortgage providers
Local authorities, utility providers, or government bodies
Publicly available sources such as the Land Registry or Companies House
4. How we use your personal data
We will only use your personal data where the law allows us to do so. Most commonly, we will use your personal data in the following circumstances:
Where we need to perform a contract we have entered into with you, or to take steps at your request before entering into such a contract (for example, to manage a property, arrange a tenancy, progress a sale, or provide related services).
Where it is necessary for compliance with a legal obligation to which we are subject (for example, to comply with landlord and tenant legislation, anti-money laundering requirements, Rent Smart Wales obligations, tax regulations, or health and safety laws).
Where it is necessary for our legitimate interests (or those of a third party), provided your interests and fundamental rights do not override those interests. Our legitimate interests may include:
Managing and administering properties, tenancies, and leases
Communicating with landlords, tenants, leaseholders, contractors, and advisers
Maintaining accurate records and accounts
Recovering debts or service charges
Preventing fraud and ensuring security
Improving our services and business operations
Where we have obtained your consent, where required by law. You have the right to withdraw consent at any time by contacting us.
Purposes for which we use your personal data
We may use your personal data for the following purposes:
To process applications, enquiries, instructions, and transactions
To enter into, administer, and manage tenancies, leases, licences, sales, and property management agreements
To carry out referencing, affordability checks, and right-to-rent checks
To collect rent, service charges, and other sums due
To manage repairs, maintenance, inspections, and compliance obligations
To communicate with you regarding services, legal notices, and property-related matters
To comply with legal, regulatory, and reporting requirements
To manage complaints, disputes, and insurance claims
To maintain internal records and accounting
Opting out
You can ask us or third parties to stop sending you marketing messages at any time by:
Logging into our website and checking or unchecking the relevant boxes to adjust your marketing preferences; or
Following the opt-out links on any marketing message sent to you; or
Contacting us directly at admin@propertymanagementwales.co.uk
Where you opt out of receiving marketing communications, this will not apply to personal data provided to us or communications sent to you where they are necessary for:
The performance of a contract with you (for example, property management services, a tenancy, lease, or sale);
The administration of your account or property;
Providing services you have requested;
Fulfilling our legal or regulatory obligations (including statutory notices, compliance communications, or financial matters); or
Responding to enquiries, complaints, or service-related correspondence.
You will continue to receive service-related and legally required communications even if you opt out of marketing messages.
Cookies
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see [insert link to your Cookie Policy
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact admin@propertymanagementwales.co.uk
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
5. Who we share your personal data with
We may share your personal data with the parties set out below for the purposes described in section 4 (How we use your personal data).
Internal third parties
Other companies or business units within our group (where applicable) acting as joint controllers or processors, who provide management, administrative, accounting, IT, compliance, or reporting services.
External third parties
Service providers acting as processors
Based in the United Kingdom (and, where applicable, the European Economic Area), who provide services including:
Property management software and IT systems
Referencing and credit checking services
Anti-money laundering and identity verification services
Payment processing and accounting services
Maintenance, repair, and inspection services
Cloud storage, document management, and communication platforms
Professional advisers acting as processors or joint controllers
Including lawyers, solicitors, barristers, bankers, auditors, surveyors, and insurers, based primarily in the United Kingdom, who provide:
Legal services (including conveyancing, litigation, and compliance advice)
Banking and financial services
Insurance and claims handling
Accounting, audit, and tax advisory services
Regulators and public authorities
Including (where applicable):
HM Revenue & Customs
Rent Smart Wales
Local authorities
Courts and tribunals
Law enforcement agencies
These bodies may act as processors or independent controllers and require reporting or disclosure of personal data in certain circumstances, including compliance with legal, regulatory, or statutory obligations.
Contractors and third parties involved in property matters
Including managing agents, freeholders, managing companies, superior landlords, contractors, and consultants, where sharing is necessary to manage, maintain, insure, sell, let, or otherwise administer a property or tenancy.
Photographs and marketing materials (where applicable)
Photographs, videos, or virtual tours of properties may be shared or published for marketing purposes (for example, on our website or property portals). Such materials will not intentionally identify individuals unless consent has been obtained or it is otherwise lawful to do so.
Business transfers
Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses
6. International transfers
We do not routinely transfer your personal data outside the United Kingdom.
However, as Property Management Wales (PMW) is a subsidiary of Guardian Edge Ltd, there may be limited circumstances in which personal data is shared within the corporate group or with third-party service providers whose operations, servers, or support services are located outside the UK.
Where personal data is transferred outside the United Kingdom, we ensure that appropriate safeguards are in place to protect your personal data, including:
Transfers to countries that have been deemed to provide an adequate level of protection for personal data by the UK Government; or
The use of approved safeguards, such as the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses, together with appropriate technical and organisational security measures.
We will only transfer personal data internationally where it is lawful to do so and where we are satisfied that your data will be afforded a level of protection equivalent to that required under UK data protection law.
Please contact us if you would like further information about the specific safeguards and transfer mechanisms we use when transferring your personal data outside the United Kingdom.
7. Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
8. Data retention
In some circumstances you can ask us to delete your data: see Your legal rights below for further information.
9. Your legal rights
Under applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR), you have the following rights in relation to your personal data, unless an exemption applies:
Right of access – You have the right to request a copy of the personal data we hold about you.
Right to rectification – You may request that we correct any personal data that is inaccurate or incomplete.
Right to erasure – You can request the deletion of your personal data where there is no longer a lawful reason for us to retain it.
Right to withdraw consent – Where processing is based on your consent, you have the right to withdraw that consent at any time.
Right to data portability – Where applicable (i.e. where processing is based on consent or necessary for the performance of a contract, and carried out by automated means), you can request that your data be provided to you in a structured, commonly used and machine-readable format, or transferred directly to another data controller.
Right to restrict processing – If there is a dispute about the accuracy or lawful basis of our processing of your data, you may request that we restrict further processing.
Right to object – You have the right to object to our processing of your personal data where we rely on a legitimate interest (or a public interest/exercise of official authority) as our lawful basis, including for direct marketing purposes or processing for scientific or historical research and statistical purposes.
If you wish to exercise any of these rights, please contact us at: admin@propertymanagementwales.co.uk
No Fee Required – With Exceptions
You will not be required to pay a fee to access your personal data or to exercise any of the rights described above. However, we reserve the right to charge a reasonable administrative fee if your request is manifestly unfounded, repetitive, or excessive. In such cases, we may also lawfully refuse to comply with the request.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
10. Changes to this notice and your duty to inform us of changes
This notice was last updated on: 03/02/2026 and historic versions can be obtained by contacting us.
Please keep us informed if your personal data changes during your relationship with us. It is important that the personal data we hold about you is accurate and current.
11. Queries, requests or concerns
If you have any queries, concerns, or wish to exercise your rights in relation to this privacy policy or any aspect of our data protection practices, please contact us in the first instance at:
admin@propertymanagementwales.co.uk
We will aim to respond promptly and resolve any issues raised.
If you are not satisfied with our response or believe that your data protection rights have been infringed, you have the right to lodge a complaint with the UK supervisory authority for data protection:
Information Commissioner’s Office (ICO)
Telephone: 0303 123 1113
Online: https://ico.org.uk/global/contact-us/email/
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England, UK
