Privacy notice

Balderton Property Group Limited (“Balderton Property”, “we”) provides property inspection, compliance and management services to landlords and property owners. We are the controller of the personal data described in this notice. We are registered in England and Wales (company number 17344616), and our registered office is 6 Porter Street, London, W1U 6DD.

Questions about this notice or your data: info@baldertonproperty.co.uk.

• Our clients: landlords, property owners, family offices and their representatives, and anyone they ask us to give access to this portal.
• Tenants and occupants of the properties we inspect or manage.
• Contractors and suppliers who work on those properties.
• Our own staff who use this system.

• Contact details: names, email addresses, phone numbers and billing addresses.
• Property information: addresses, property details, access arrangements and occupancy.
• Inspection records: notes, findings and photographs taken during inspections. Photos are taken to record the condition of the property. They may incidentally show occupants' belongings, and we avoid photographing people.
• Documents such as safety certificates, licences, insurance documents, quotes and invoices. These may include the names of tenants, contractors or engineers.
• Account and security records: your login details, and a record of changes made and documents downloaded, so we can keep the system secure and show what was shared and when.

We don't intentionally collect sensitive information (such as health details). If something relevant to safety needs to be recorded, we record only the minimum necessary.

• To provide our services (inspections, reports, compliance tracking, managing repairs): this is necessary for our contract with our client, or is in our and our client's legitimate interests in keeping properties safe, compliant and well maintained.
• To meet legal obligations, for example keeping safety and financial records.
• To keep the system secure and keep an accurate record of what was done and shared: our legitimate interests.

Where we hold information about tenants, occupants or contractors, we usually receive it from our client (the property owner or their agent), from the contractor, or by recording it ourselves during an inspection.

We don't sell personal data, use it for advertising, or make automated decisions about people.

Our client sees the records about their own properties that we choose to share with them. We don't share personal data with anyone else except the service providers below, who process it only on our instructions and under data processing agreements:

• Supabase: secure database and file storage, located in the European Union (Ireland).
• Cloudflare: hosting of this website and management of our domain name.
• Resend: sending account emails (invitations and password resets).
• GitHub: storage of encrypted backups, which only we can unlock.

Some of these providers may process data outside the UK (for example, in the EU or the USA). Where they do, the transfer is protected by UK adequacy regulations or by the UK's approved data transfer agreements.

We may also share information where required by law, or with our professional advisers and insurers.

• Inspection records, reports and property documents: for as long as we act for the client, then for six years afterwards, in case of claims or disputes.
• Portal accounts: until access is no longer needed. Access can be removed at any time.
• Backups are kept for up to 30 days, then deleted automatically.

Data is encrypted in transit and stored with a provider that encrypts it at rest. Access is limited by role: each client can only see their own properties, and private staff notes are never shown to clients. Files are held privately and shared only through links that expire after a short time.

This portal only uses cookies that are essential to keep you signed in securely. We don't use analytics or advertising cookies.

You have the right to ask for a copy of your personal data, and to ask us to correct it, delete it, restrict or object to how we use it, or transfer it to someone else. Some rights depend on the circumstances. To make a request, email info@baldertonproperty.co.uk. We'll respond within one month.

If you're unhappy with how we handle your data, please tell us first. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

We'll update this notice if how we use personal data changes. The date at the top shows the latest version.