PRMS

Privacy Policy

Last updated: February 01, 2026

Property Report Management Services Ltd ("PRMS", "we", "us" or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, store and protect your personal data when you interact with us, use our website at https://prms.uk, submit enquiries, or engage our property inventory and compliance services.

We are the data controller for the personal data we process. Our company details are:

  • Property Report Management Services Ltd
  • Company number: 14763007
  • Registered office: 47 Telegraph Road, Heswall, Wirral, CH60 0AD
  • Email: gdpr [at] prms.uk
  • Telephone: 033 333 999 57

1. Personal Data We Collect

We collect the following categories of personal data:

  • Contact and enquiry data — name, email address, phone number, company name (if provided), message content (via contact form powered by Formspree).
  • Client and service data — name, address, contact details, company details, property address, tenant names and contact details (when provided by clients for inventory reports, check-ins, mid-tenancy visits, check-outs, viewings, compliance checks, etc., processed via InventoryHive and our internal portal).
  • Lead and sales data — name, email, phone, company, enquiry details (managed in PipeDrive).
  • Invoicing and payment data — name, company name, billing address, invoice details (processed via Xero).
  • Website technical data — IP address, browser type/version, device type, operating system, pages visited, time/date of visit, referral source (collected automatically via cookies and server logs).

2. How We Collect Your Data

  • Directly from you — when you submit a contact form, email us, call us, request a quote, book services, or provide information for invoicing.
  • From clients/agents — when they supply tenant or property details to enable us to perform services.
  • Automatically — through cookies, server logs, and analytics tools when you browse the website.
  • From third parties — very occasionally from letting agents or landlords (with their lawful basis to share).

3. Why We Process Your Data (Lawful Bases)

We only process personal data when we have a lawful basis:

  • Contract — to provide you with property inventory, check-in, check-out, mid-tenancy, viewing or compliance services, and to issue invoices (via Xero).
  • Legitimate interests — to respond to enquiries, manage leads (PipeDrive), improve our website/services, prevent fraud, and for internal administration.
  • Legal obligation — to comply with regulatory requirements (e.g. record-keeping for tax, anti-money laundering, or health & safety).
  • Consent — only for optional marketing emails (you can withdraw consent at any time).

4. Who We Share Your Data With

We share personal data only when necessary:

  • Service providers: Formspree (contact forms), InventoryHive (inventory data processing), PipeDrive (lead management), Xero (invoicing and accounting), our internal portal (job management), email/hosting providers.
  • Professional advisers: accountants, lawyers, insurers (if required).
  • Regulatory authorities: if legally required (e.g. HMRC, police, courts).
  • No third-party marketing — we do not sell or share your data for advertising purposes.

5. International Transfers

Some of our service providers (e.g. Formspree, PipeDrive, Xero) are based outside the UK/EEA. When we transfer personal data outside the UK, we ensure appropriate safeguards are in place, such as UK International Data Transfer Agreements or Standard Contractual Clauses approved by the UK Government.

6. How Long We Keep Your Data

  • Enquiry/contact form data: up to 12 months (or until no longer needed).
  • Client and tenant service data: 6 years after the end of the contract (standard limitation period for civil claims in England & Wales).
  • Invoicing data (Xero): 6 years (HMRC requirement).
  • Website analytics data: up to 26 months (if used).

Data is securely deleted or anonymised when no longer required.

7. Your Rights Under UK GDPR

You have the following rights:

  • Right to be informed
  • Right of access (request a copy of your data)
  • Right to rectification (correct inaccurate data)
  • Right to erasure ("right to be forgotten")
  • Right to restrict processing
  • Right to data portability
  • Right to object (including to direct marketing)
  • Rights related to automated decision-making

To exercise any of these rights, email us at [email protected]. We will respond within one month (extendable in complex cases).

You also have the right to complain to the Information Commissioner's Office (ICO): https://ico.org.uk/make-a-complaint.

8. Cookies

Our website uses essential cookies for functionality. We may use analytics cookies to understand how visitors use the site. You can control cookies via your browser settings or our cookie banner. For more details see our Cookie Policy.

9. Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse or alteration. However, no method of transmission over the internet or electronic storage is 100% secure.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The updated version will be posted here with a new "Last updated" date. We recommend checking this page periodically.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

Property Report Management Services Ltd
47 Telegraph Road
Heswall
Wirral
CH60 0AD

gdpr [at] prms.uk
Telephone: 033 333 999 57