Privacy Policy

Last updated: December 18, 2025

This Privacy Policy explains how M2 Property Ltd (“we”, “us”, “our”) collects, uses and protects your personal information when you visit our website or contact us.

We only collect information we genuinely need to respond to enquiries, provide our services, and keep the buildings and homes we manage running properly.

1. Who we are (Data Controller)

M2 Property Ltd is the Data Controller for the personal information collected on this website.

Address:
 M2 Property Ltd
 6 Roland Gardens
 London SW7 3PH
 United Kingdom

Email: hello@m2property.com

We are responsible for deciding how your personal information is used and protected.

2. What information we collect

We may collect the following types of information when you use our website or contact us:

  • Contact details – name, email address, phone number
  • Property details – address or building name, if you provide it
  • Enquiry details – information you choose to include in forms or emails
  • Technical data – IP address, browser type, device information, and pages visited (via analytics cookies)
  • Communication records – emails or notes relating to your enquiry or our services

We do not intentionally collect special category (sensitive) personal data through the website.

3. How we collect your information

We collect information in three main ways:

  1. Directly from you
    • When you submit an enquiry form
    • When you email or call us
    • When you provide information in relation to management, sales, or lettings services
  2. Automatically through the website
    • Via cookies and similar technologies (for example, basic analytics).
    • For more details, see our Cookie Notice.
  3. From third parties where relevant
    • Professional advisers (e.g. solicitors, accountants)
    • Existing managing agents during a handover
    • Public sources (e.g. Land Registry), where required to manage a property

4. How we use your information

We use your personal information for the following purposes:

  • To respond to enquiries sent via the website, email, or phone
  • To provide and manage property management, sales, or lettings services
  • To maintain accurate internal records and accounts
  • To plan and administer major works or projects on buildings we manage
  • To improve our website, services, and client experience
  • To meet our legal, regulatory, and contractual obligations

We do not sell your personal data or use it for third-party advertising.

5. Legal bases for processing

Under UK data protection law, we must have a lawful basis for using your personal information. We rely on:

  • Legitimate interests –
     For responding to enquiries, running our business, improving our services, managing buildings, and maintaining records, where this does not override your rights and freedoms.
  • Contract –
     Where processing is necessary to enter into or perform a contract with you (for example, a management agreement or agency agreement).
  • Legal obligation –
     Where we must process data to comply with the law (for example, tax, accounting, property, or safety regulations).

If we ever rely on consent (for example, for a specific optional communication), we will be clear about this and you can withdraw consent at any time.

6. Cookies and similar technologies

Our website uses:

  • Essential cookies – required for the site to function (e.g. security, load balancing, remembering your cookie preferences).
  • Analytics cookies (optional) – to understand how visitors use the site and to help us improve layout, content, and navigation. These do not identify you personally.

You can accept or reject non-essential cookies when you first visit the site and can adjust your browser settings at any time.

Full details are set out in our Cookie Notice.

7. Who we share your information with

We may share your personal information with:

  • Service providers – such as IT, hosting, and website support companies who help us operate our website and systems.
  • Professional advisers – such as accountants, solicitors, surveyors or managing agents, where required to provide our services.
  • Contractors and trades – where necessary to manage a property, organise works, or respond to an issue you have raised.
  • Regulators, authorities, or law enforcement – where we are legally required to do so.

All third parties who process personal data on our behalf are required to keep it secure and to use it only in line with our instructions and applicable law.

We do not sell your data and do not share it with third parties for their own direct marketing.

8. International transfers

Our core systems are intended to operate within the UK and/or European Economic Area (EEA). If any service provider stores or processes personal data outside the UK/EEA, we will ensure appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, as required by data protection law.

9. How long we keep your information

We only keep your personal information for as long as it is needed for the purposes described in this policy, or as required by law.

As a guide:

  • Enquiry data (where you do not become a client): usually kept for up to 12 months.
  • Client and property records: kept for the duration of our relationship and then for the applicable statutory retention period (for example, in relation to financial and tax records).
  • Project and works records: may be retained longer where necessary to evidence compliance, warranties, or building history.

When information is no longer required, it is securely deleted or anonymised.

10. How we protect your information

We take appropriate technical and organisational measures to protect personal information from unauthorised access, misuse, loss, or disclosure. These measures include access controls, secure systems, and staff awareness of data protection responsibilities.

However, no method of transmission or storage can be guaranteed 100% secure, so you share information at your own risk.

11. Your rights

Under the UK GDPR and Data Protection Act 2018, you have the following rights in relation to your personal data:

  • Right of access – to request a copy of the personal data we hold about you.
  • Right to rectification – to have inaccurate or incomplete data corrected.
  • Right to erasure – to request deletion of your data in certain circumstances.
  • Right to restrict processing – to limit how we use your data in certain situations.
  • Right to object – to object to processing based on our legitimate interests.
  • Right to data portability – to request your data in a structured, commonly used format, where applicable.
  • Right to withdraw consent – where we rely on consent, you can withdraw it at any time.

To exercise any of these rights, contact us at hello@m2property.com.

We may need to verify your identity before responding to a request and may be entitled to refuse or limit a request where the law allows.

12. Complaints

If you have concerns about how we handle your personal data, please contact us first at hello@m2property.com and we will do our best to resolve the issue.

You also have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner’s Office (ICO)
 www.ico.org.uk

13. Changes to this policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated “Last updated” date. We encourage you to review this policy periodically to stay informed about how we use your information.