Privacy Policy

Hastings Property Services

A trading name of Cleared Wright Ltd

Last updated: April 2026

1. Who We Are

Hastings Property Services is a trading name of Cleared Wright Ltd, a company registered in England and Wales (company number 14930578). We provide property management services including block management, HMO management, holiday home management, and associated property services.

For the purposes of UK data protection law, Cleared Wright Ltd is the data controller for the personal data we collect and process.

Registered address: 5 Claremont, Hastings, East Sussex, TN34 1HA

Contact email: office@hastingspropertyservices.co.uk

We are registered with the Information Commissioner’s Office (ICO) as a data controller.

2. What Personal Data We Collect

We collect and process the following categories of personal data:

Identity and Contact Information

  • Full name
  • Residential or business address
  • Email address
  • Phone number

Property and Service Information

  • Property address(es) and details
  • Tenancy or lease information
  • Maintenance requests and service history
  • Service charge and financial records where applicable
  • Compliance documentation (gas safety, EPC, fire risk assessments, etc.)

Payment Information

Payment is processed securely. We do not store full card details. Where payment processors are used, their own privacy policies apply.

Website Data

  • IP address and browser information (via standard web server logs)
  • Cookies — please see our Cookie Policy below

3. How We Use Your Data

We use your personal data for the following purposes:

  • To provide and manage property management services on your behalf
  • To communicate with you about your property, maintenance, and service updates
  • To process payments and maintain financial records
  • To comply with our legal obligations, including health and safety, licensing, and reporting requirements
  • To respond to enquiries submitted via our website or contact form
  • Where you have consented, to send you marketing communications about our services

4. Our Legal Basis for Processing

We rely on the following legal bases under UK GDPR:

  • Contract: processing necessary to provide the services you have engaged us for
  • Legal obligation: compliance with health and safety law, HMO licensing requirements, and other applicable UK legislation
  • Legitimate interests: fraud prevention, account security, and improving our services
  • Consent: for marketing communications (you can withdraw consent at any time)

5. Third Parties

We share your data with third parties only where necessary:

  • Contractors and maintenance providers — where works are required at your property, relevant contact and access details may be shared
  • Payment processors — who process payments under their own privacy policies
  • Local authorities and regulatory bodies — where required for HMO licensing, planning, or compliance purposes
  • Law enforcement — where we are legally required to disclose information

We do not sell your personal data. We do not share it with any third parties for their own marketing purposes.

6. How Long We Keep Your Data

We retain personal data for the following periods:

  • Client and property management records: 6 years after the end of the management contract, in line with standard legal limitation periods
  • Payment records: retained as required by HMRC and financial regulations
  • Enquiry and contact form data: up to 12 months if no contract is entered into
  • Marketing consent records: until you withdraw consent, plus a reasonable period thereafter

After the applicable retention period, data is securely and permanently deleted.

7. Your Rights

Under UK GDPR, you have the following rights:

  • Right of access — you can request a copy of the personal data we hold about you (a Subject Access Request)
  • Right to rectification — you can ask us to correct inaccurate or incomplete data
  • Right to erasure — you can ask us to delete your data, where we are not required by law to retain it
  • Right to restrict processing — you can ask us to limit how we use your data in certain circumstances
  • Right to data portability — you can request your data in a structured, commonly used format
  • Right to object — you can object to processing based on legitimate interests or for direct marketing
  • Right to withdraw consent — where processing is based on consent, you can withdraw it at any time without affecting the lawfulness of prior processing

To exercise any of these rights, please contact us at:

office@hastingspropertyservices.co.uk

We will respond within one calendar month. We may need to verify your identity before processing your request.

If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the ICO at ico.org.uk or by calling 0303 123 1113.

8. Data Security

We take reasonable technical and organisational measures to protect your data from unauthorised access, loss, or disclosure. Access to personal data is restricted to authorised personnel who need it to carry out their duties.

9. International Transfers

We do not routinely transfer your personal data outside the UK. Where any third-party service providers transfer data internationally, they do so in accordance with their own privacy policies and applicable data transfer mechanisms.

10. Cookies

Our website uses cookies. A cookie is a small text file stored on your device when you visit a website. We use the following types of cookies:

  • Essential cookies: necessary for the website to function correctly
  • Analytics cookies: to understand how visitors use our site, so we can improve it. These are anonymised where possible

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of our website.

11. Marketing Communications

If you have opted in to receive marketing communications from us, we may contact you by email about our services and offers. You can opt out at any time by contacting us at office@hastingspropertyservices.co.uk or by clicking the unsubscribe link in any marketing email. We will not send you marketing communications without your consent.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Where changes are material, we will notify you. The current version will always be published on our website with the date it was last updated.

13. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us:

Cleared Wright Ltd (trading as Hastings Property Services)

5 Claremont, Hastings, East Sussex, TN34 1HA

Email: office@hastingspropertyservices.co.uk Website: hastingspropertyservices.co.uk