Privacy Notice

BACKGROUND:

We understand that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our clients and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

This privacy notice (together with our Terms & Conditions and any other documents referred to in it) sets out the basis on which your personal data will be processed by us.

This privacy notice applies to you if we process your personal information and you are not an employee or worker of ours, a prospective candidate employee or worker or an individual to whom we have provided a specific privacy notice. You may, for example, be an individual that is a business contact of ours or another organisation that we deal with, an attendee at one of our events, a user of our website, someone who is affected by our activities or involved in a property related transaction such as a tenant. This privacy notice does not form part of any contract you or the organisation you work for may have with us.

1. Information About Us

References to we, our or us in this privacy notice is to the following related companies:

Proteuo Consulting Limited, a limited company registered in England under company number 13322086. Registered address: 34 St. Andrews Close, c/o Olatunde Ashaolu & Co, London, United Kingdom, SE28 8NZ

Proteuo Homes Ltd, a limited company registered in England under company number 13322086. Registered address: 34 St. Andrews Close, c/o Olatunde Ashaolu & Co, London, United Kingdom, SE28 8NZ

The Data Protection Officer (DPO) has oversight for data protection compliance in our organisation. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO. Contact details are set out in Part 11 at the end of this privacy notice.

2. What Does This Privacy Notice Cover?

This privacy notice explains how we use your personal data, how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data and how to raise any concerns or complaints about our use of it.

3. What Is Personal Data?

Personal data is defined by the UK GDPR and the Data Protection Act 2018, as amended by the Data (Use and Access) Act 2025 and other applicable legislation relating to data protection and privacy (“the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

The personal data that we use is set out in Part 5, below.

4. What Are My Rights?

Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:

The right to be informed about our collection and use of your personal data. This privacy notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.
The right to access the personal data we hold about you. Part 10 will tell you how to do this.
The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 11 to find out more.
The right to restrict (i.e. prevent) the processing of your personal data.
The right to object to us using your personal data for a particular purpose or purposes.
The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
Rights relating to automated decision-making and profiling. Please note we do not use your personal data in this way.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11.

It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to complain to us using the contact details provided in Part 11 (or by any other method). We will do our best to resolve your complaint. We will acknowledge your complaint within 30 days and will respond to it without undue delay.

You also have the right to lodge a complaint with the Information Commissioner’s Office. You may wish to raise your concerns with us first, so that we can try to resolve them. If you are not satisfied with our response, you can complain to the Information Commissioner’s Office.

To make exercising your right to complain as easy as possible for you, a Data Protection Complaints Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your complaint as quickly as possible.

5. What Personal Data Do You Collect and How?

We may collect and hold some or all of the personal and non-personal data set out in the table below, using the methods also set out in the table. We do not collect any ‘special category’ or ‘sensitive’ personal data or personal data relating to children or data relating to criminal convictions and/or offences.

Data Collected

Identification information such as passport and other official identification details, Companies House information and national insurance number.
Contact information that allows us to identify and contact you directly such as your name, address, email address and telephone number.
Business and financial information such as business name, job title, profession, bank accounts, payroll and tax status.
Responses to surveys as we keep records of any surveys you respond to.
How you use our website as we collect information about the pages you look at and how you use them.
Videos, photographs and audio recordings which you or other people take and provide to us, or we take ourselves.
Details of the correspondence (including e-mail correspondence) you send and receive from us and details of any claims including enquiries, complaints, letters and emails, SMS, MMS and other electronic communication.
Data from third parties including contact information, profile information provided as part of client due diligence.
Advisors appointed by you such as funders, lawyers, financial advisors, guarantors of your commitments.
Details of your work history which may include positions, roles, responsibilities, professional qualifications.
Creditworthiness as we may undertake investigations into your creditworthiness in order to establish whether to enter into or continue a landlord and tenant relationship with you for example from a credit reference agency.

How We Collect the Data

Directly from you when you indicate that you wish to obtain information, complete forms we provide to you, use our website/other social media platforms, attend an event or training session that we host, make a claim, make a complaint, contact us by phone, email or communicate with us directly in some other way.
Any third parties authorised by you.
From referrals and recommendations usually given by other people who know you or have a working relationship with you.
Our website provides us with information about how you use it and the devices that you use to connect to our website.
Providers of information which may include professional bodies or trade associations, Companies House, LinkedIn, other web platforms and other third parties providing client due diligence information.
Your employer or the organisation you work for may provide us with your name, position contact details and background information about you.
Our professional advisors such as lawyers, accountants, and other consultants and advisors.
The Government, local authorities or relevant regulators.

6. How Do You Use My Personal Data?

Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following table describes how we may use your personal data, and our lawful bases for doing so:

For some of your personal information you may have a legal, contractual or other requirement or obligation to provide us with your personal information. If you do not provide us with the requested personal information, we may not be able to properly perform our contract with you or the organisation you represent or comply with legal obligations, and we may have to terminate our relationship. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our arrangements with you or the organisation you represent.

With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email with information, news, and offers on our services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the Data Protection Legislation and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out. We do not share your personal data with third parties for marketing purposes.

We do not use automated systems for carrying out decision-making and/or profiling.

We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. In some cases, the law may treat certain further uses of personal data as compatible with the original purpose, subject to appropriate safeguards. If we rely on compatibility in this way and you want us to explain how the new purpose is compatible with the original, please contact us using the details in Part 11.

If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.

In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.

7. How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):

Type of Data

For individual contacts with clients and suppliers this will be for as long as we continue to have a relationship with that client or supplier and then for a period of 2 years afterwards.
For website users it will generally be a period of 1 year after you used our website.
For individuals seeking information, making complaints or otherwise corresponding with us it will generally be 6 years.
For individuals attending an event it will generally be a period of 12 months after the event.
For property transactions we would retain your records while the tenancy exists and for approximately 6 years following the end of the lease.

8. How and Where Do You Store or Transfer My Personal Data?

We will only store your personal data in the UK. This means that it will be fully protected under the Data Protection Legislation.

AND/OR

We will only store your personal data or store some of your personal data within the European Economic Area (the “EEA”). The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. This means that your personal data will be fully protected under the EU GDPR and/or to equivalent standards by law. Transfers of personal data to the EEA from the UK are permitted without additional safeguards.

The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

limiting access to your personal data to those employees, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality; and
procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so.

9. Do You Share My Personal Data?

We will not share any of your personal data with any third parties for any purposes, subject to the following exceptions.

If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way(s) that we have used it, as specified in this privacy notice.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

Recipient

Companies in the same group of companies as us or which are related companies in relation to joint events or in order to carry out our services or manage our business affairs.
Other companies in our supply chain so that they can contact you about any issues in relation to works or where your personal information is relevant to a sub-contractor or party above us in the supply chain.
Credit reference and other identification agencies so that we can assess your creditworthiness and to verify your identity. These agencies may retain a footprint that a search has been undertaken.
Third parties who ask for or want referrals - we may provide your details to a third party who is seeking services/products which are the same or similar to those that you provide.
Other service providers and advisors to us such as companies that support our IT, help us analyse the data we hold, process payments, send communications to our clients, provide us with legal, property or financial advice and generally help us deliver services to you or the organisation that you represent or for us to purchase them from you or the organisation you represent.
Information providers which may include Companies House.
Purchasers of our business - buyers or perspective buyers to whom we sell or negotiate to sell our business.
The Government, local authorities or relevant regulators where we are required to do so by law or to assist with their investigations, for example the Information Commissioner’s Office.
Police, law enforcement agencies and security services - to assist with the investigation and prevention of crime and the protection of national security.

If any of your personal data is shared with a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 8.

If any personal data is transferred outside of the UK, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation, as explained above in Part 8.

10. How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

When responding to a subject access request, we will carry out reasonable and proportionate searches for the personal data covered by your request.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

11. How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request or a data protection complaint, please use the following details (for the attention of the DPO):

Email address: dataprotection@proteuo.co.uk.

12. Changes to This Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be made available on our website www.proteuo.co.uk. This privacy notice was last updated as indicated at the bottom of the page.

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For information about how we collect and use personal data, please see our Privacy Policy above.