Privacy Notice

Last Updated: September 2026

1. Introduction

Proactive Block Management Limited ("PBM", "we", "our", or "us") is committed to protecting and respecting your privacy. This Privacy Notice explains how we collect, use, store, and protect your personal data when you visit our website, contact us, or use our services. It also explains your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our website, you agree to the collection and use of information in accordance with this Privacy Notice.

2. Who We Are

Proactive Block Management Limited

Unit 40

Devonshire Business Centre

Works Road

Letchworth

Hertfordshire

SG6 1GJ

Telephone: 01462 376015

For any questions regarding this Privacy Notice or your personal information, please contact us using the details above or via the contact form on our website.

3. What Information We Collect

We may collect and process the following personal information:

Information You Provide to Us

Name

Email address

Telephone number

Postal address

Property details relating to managed developments

Any information included in correspondence, enquiries, maintenance requests, complaints, or service requests

Information Automatically Collected

When you visit our website, we may collect:

IP address

Browser type and version

Device information

Date and time of website access

Pages visited

Website usage data through cookies and analytics tools

4. How We Use Your Information

We use personal data to:

Respond to enquiries and requests.

Provide block management and property management services.

Manage leaseholder, resident, landlord, and contractor relationships.

Arrange maintenance and repairs.

Send service updates and important communications.

Process payments and maintain accounting records.

Comply with legal and regulatory obligations.

Improve our website and customer experience.

Prevent fraud and ensure security.

5. Our Lawful Bases for Processing

Under UK GDPR, we rely on one or more of the following lawful bases:

Contract

Where processing is necessary to provide services or fulfil contractual obligations.

Legal Obligation

Where we are required to process information to comply with applicable laws and regulations.

Legitimate Interests

To operate and improve our business, manage properties effectively, communicate with customers, and maintain security, provided these interests do not override your rights.

Consent

Where required, such as for certain marketing communications or non-essential cookies.

6. Sharing Your Information

We may share personal information with:

Maintenance contractors and suppliers

Professional advisers, including solicitors, accountants, and insurers

Landlords, freeholders, management companies, and resident management companies

IT service providers and website hosting providers

Payment processors and banking institutions

Regulatory authorities and law enforcement agencies where legally required

We do not sell personal information to third parties.

7. Data Security

We implement appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, or disclosure.

While we strive to protect your data, no internet-based transmission can be guaranteed to be completely secure.

8. Data Retention

We retain personal information only for as long as necessary to:

Provide our services;

Fulfil contractual obligations;

Meet legal, tax, and regulatory requirements;

Resolve disputes and enforce agreements.

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

9. Cookies

Our website may use cookies and similar technologies to:

Ensure website functionality;

Improve user experience;

Monitor website performance;

Analyse website traffic.

Visitors can control cookie settings through their browser preferences.

Where required by law, non-essential cookies will only be used with your consent.

10. Your Rights

Under UK data protection law, you have the right to:

Access your personal data.

Request correction of inaccurate data.

Request erasure of your personal data.

Restrict processing of your data.

Object to processing based on legitimate interests.

Request data portability where applicable.

Withdraw consent at any time where processing is based on consent.

Lodge a complaint with the Information Commissioner's Office (ICO).

For more information, visit: https://ico.org.uk

11. Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those external sites. Users should review the privacy policies of any third-party websites they visit.

12. Marketing Communications

Where legally permitted, we may contact existing customers regarding services relevant to property management.

You can opt out of marketing communications at any time by contacting us or using any unsubscribe facility provided.

13. Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in legal requirements or business practices. Any updates will be published on this page with a revised "Last Updated" date.

14. Contact Us

If you have any questions about this Privacy Notice or wish to exercise your data protection rights, please contact: