1. Who we are
Vantara Property Partners ("Vantara", "we", "us" or "our") provides serviced accommodation and short-term rental property management services to property owners.
For the personal information described in this Privacy Policy, Vantara Property Partners is the data controller where we determine how and why that information is used.
If you have any questions about this Privacy Policy or how we use your personal information, please contact us at:
Email: info@vantarapropertypartners.com
Company No.: 17326177
Registered in: England and Wales
Our registered office details will also be displayed on our website once updated.
2. Information we collect
The personal information we collect depends on how you interact with us.
Property valuation and landlord enquiries
When you request a property valuation, income projection or contact us about our services, we may collect:
- Your first and last name
- Email address
- Mobile telephone number
- Property address and postcode
- Property type
- Number of bedrooms and bathrooms
- Current monthly rental income, where provided
- Whether the property is furnished
- Whether the property is vacant, tenanted or owner-occupied
- Information about the property's condition
- Parking and outdoor-space information
- Property facilities and features
- Nearby demand drivers
- Any additional property information you choose to provide
- Information you provide during subsequent calls, messages or correspondence with us
Our online valuation service may also use property and market information to produce an estimated serviced accommodation income projection.
If you become a client
If you enter into a property management arrangement with Vantara, we may also collect information reasonably required to manage the property and administer our relationship with you, including:
- Your full contact details
- Property documentation
- Information concerning your ownership of or authority over the property
- Relevant property permissions and restrictions
- Safety and compliance documentation
- Insurance information
- Payment and financial information required to administer our agreement
- Records relating to property maintenance and management
- Communications between you and Vantara
The exact information required will depend on the property and the services we provide.
Website information
When you use our website, certain technical information may also be collected through cookies and similar technologies, depending on your cookie preferences. This may include information such as your device, browser, IP address and interaction with our website.
3. How we use your information
We may use personal information to:
- Respond to enquiries about Vantara's services
- Prepare or facilitate property valuations and income projections
- Contact you about a valuation or property enquiry you have submitted
- Assess whether a property may be suitable for our management services
- Arrange and conduct property assessments
- Prepare proposals for our services
- Enter into and administer property management agreements
- Provide property management services
- Coordinate services connected with the management of a property
- Maintain business, financial and accounting records
- Meet legal, regulatory and compliance requirements
- Prevent fraud and protect our legitimate business interests
- Improve our website, services and customer experience
- Send marketing communications where permitted by law
4. Our lawful bases for using your information
UK data protection law requires us to have a lawful basis for processing personal information.
Depending on the circumstances, we may rely on:
Legitimate interests — where using your information is reasonably necessary to respond to enquiries, operate and improve our business, assess potential properties, communicate with prospective clients or protect our legitimate business interests, provided those interests are not overridden by your rights and interests.
Contract — where processing is necessary to take steps at your request before entering into a contract or to perform our agreement with you.
Legal obligation — where we need to process information to comply with a legal or regulatory requirement.
Consent — where we specifically ask for your consent for a particular use of your information.
Where we rely on consent, you may withdraw that consent at any time.
5. Property valuations and PropAuto
When you request a serviced accommodation valuation through our website, the information you provide is processed using PropAuto, a service provided by Wentworth Standard Ltd, trading as PropAuto.ai, to generate your property valuation and bespoke report.
This may include your contact details, property address and the property information you submit through the valuation form.
PropAuto may process information submitted through the valuation service in accordance with its own privacy information, which is made available through the valuation form.
Vantara Property Partners receives information from the valuation process so that we can review your enquiry, contact you about your property, discuss the valuation with you and assess whether our property management services may be suitable.
The valuation is an estimate based on available property and market data and should not be treated as a guaranteed level of income or as financial advice.
6. Who we may share your information with
We may share personal information where reasonably necessary with organisations involved in providing or supporting our services.
Depending on our relationship with you, these may include:
- Technology and website service providers
- Property valuation technology providers, including PropAuto
- Property management software providers
- Booking platforms where relevant
- Payment and banking service providers
- Cleaners, maintenance contractors and other property service providers where necessary
- Accountants, solicitors, insurers, brokers and other professional advisers
- Government, regulatory, tax or law-enforcement authorities where disclosure is required or permitted by law
We only intend to provide suppliers and contractors with the information reasonably necessary for them to perform the relevant service.
We do not sell your personal information.
7. International transfers
Some technology providers and other organisations we use may process personal information outside the United Kingdom.
Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer is made in accordance with applicable UK data protection law and that appropriate safeguards are used where required.
8. How long we keep your information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including satisfying applicable legal, accounting, contractual and regulatory requirements.
The appropriate retention period depends on the nature of the information and our relationship with you.
We periodically review the personal information we hold and securely delete or anonymise information that is no longer required.
9. Marketing
Where permitted, we may contact you about Vantara's services.
You can ask us to stop sending direct marketing communications at any time by contacting:
info@vantarapropertypartners.com
Where a marketing communication contains an unsubscribe facility, you can also use that facility.
Opting out of marketing will not prevent us from sending necessary service or administrative communications where you are a client.
10. Cookies and similar technologies
Our website may use cookies and similar technologies to operate the website and, subject to your choices, to understand website performance and measure marketing activity.
Where consent is required for non-essential cookies or similar technologies, these technologies should not be activated until you have made the relevant choice through our cookie controls.
You can change your cookie preferences using the cookie controls available on our website.
Further information about the cookies and technologies used on our website may be provided through our cookie notice or cookie-preference tool.
11. Security
We take reasonable and appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
Access to personal information is limited to those who reasonably require it for legitimate business purposes.
However, no method of transmitting or storing information electronically can be guaranteed to be completely secure.
12. Your data protection rights
Depending on the circumstances, UK data protection law gives you rights in relation to your personal information.
These may include the right to:
- Request access to personal information we hold about you
- Ask us to correct inaccurate or incomplete information
- Ask us to erase your information in certain circumstances
- Ask us to restrict the use of your information in certain circumstances
- Object to certain processing, including direct marketing
- Receive certain information in a portable format where the right to data portability applies
- Withdraw consent where we rely on consent
Some rights depend on the circumstances and the lawful basis on which we process the information.
To exercise your rights, contact:
info@vantarapropertypartners.com
We will respond in accordance with applicable data protection law.
Your right to object
Where we process your personal information on the basis of legitimate interests, you may have the right to object to that processing.
You have the right to object to the use of your personal information for direct marketing at any time.
13. Complaints
If you have concerns about how Vantara has handled your personal information, please contact us first at:
info@vantarapropertypartners.com
You also have the right to make a complaint to the UK's data protection regulator, the Information Commissioner's Office (ICO).
14. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, technology, suppliers or legal obligations.
The latest version will be published on this page and the date at the top will show when it was most recently updated.
15. Contact us
For questions about this Privacy Policy or Vantara's use of your personal information, contact:
Vantara Property Partners
Email: info@vantarapropertypartners.com
Company No.: 17326177
Registered in England and Wales