Last updated: 28 August 2026
Who is responsible
Property Admin Desk is the controller for enquiry, quotation, billing, security and general business-administration records. The proprietor's identity is provided on the Legal information page. Email admin@propertyadmindesk.co.uk or write to 5 Brayford Square, London, E1 0SG. This is a correspondence address, not a customer-visiting office.
Property Admin Desk has completed the ICO data-protection fee process. Relevant confirmation is retained in the business compliance records.
Information we may collect
We may collect your name, contact details, portfolio location and size, enquiry details, quotations, service correspondence, billing records and property-administration records supplied for an agreed service. Client files may contain information about tenants, contractors and other people. Please do not send special-category information unless it is strictly necessary and agreed first.
If you email private feedback, we use it to respond, investigate or correct a problem and improve the service. We do not publish or quote private feedback as a testimonial without separate written permission.
If you choose to create a PAD Starter Account, we receive a stable website sign-in identifier, verified sign-in email and optional display name from the managed sign-in service. We record the account status, privacy and terms versions accepted, optional onboarding-email choice, workbook access and download count. The Starter Account does not collect property addresses, tenancy records, completed workbooks or account passwords.
Why we use it
We use information to answer enquiries, prepare quotations, enter into and deliver contracts, maintain tax and accounting records, protect our accounts and systems, establish or defend legal claims and handle complaints. Depending on the activity, the lawful basis is steps before a contract, performance of a contract, legal obligation or legitimate interests.
Limited first-party website statistics are used to understand which service and resource pages help visitors reach the enquiry route. Optional Google Ads campaign measurement is used only after a visitor actively allows it. The lawful basis for that optional measurement is consent.
If a client supplies information about other people, the client must have a lawful basis and provide any required privacy notice. When we handle that information only on the client's documented instructions, we act as a processor under the agreed data-processing terms.
Service providers and security
Google Workspace is used for business email, forms, documents, spreadsheets, calendar and storage. The website uses a managed hosting and sign-in service and runs on Cloudflare infrastructure. Any other supplier that can access personal data must be assessed and covered by appropriate contractual terms before use.
Our limited first-party statistics do not use cookies or device fingerprinting. They record page path, button type, referring website domain and campaign labels to understand which pages lead to enquiries. These records do not include names, email addresses or stored IP addresses and are kept for up to 12 months.
The optional Google Ads tag does not load unless you choose Allow measurement. If allowed, Google may receive the page URL, campaign information and browser or device information to measure visits from our advert. Personalised advertising signals remain disabled. Choosing No thanks prevents the tag from loading. You can change the choice at any time using the Privacy choices button. Google handles information under its own privacy policy.
The enquiry form opens separately on Google Forms, where Google may process technical information and use cookies under its own terms.
If an independent public-review link is made available, it opens the review provider's website. That provider handles your review and related technical information under its own terms and privacy notice; Property Admin Desk does not copy the review into this website automatically.
Where a supplier processes information outside the UK, we use a lawful transfer mechanism where required. Controls include separate business accounts, two-step verification, controlled access, device protection and a documented close-down process.
How long we keep information
- Enquiries and unsuccessful quotations: 12 months after the last meaningful contact or quotation decision.
- Client contracts, final deliverables, key correspondence and complaints: six years after the engagement ends, unless a dispute or legal duty requires longer.
- Working copies containing tenant, contractor or other third-party data: returned or deleted within 30 days after final handover, or sooner on the client's documented instruction.
- Recorded walkthroughs: deleted within 30 days after final acceptance, or sooner on request where no legal reason requires retention.
- Tax and accounting records: at least five years after the 31 January Self Assessment deadline for the relevant tax year, and longer where HMRC rules or an open enquiry require it.
- Account and security logs: up to 12 months unless needed for an incident.
- Starter Account identity, consent and workbook-access records: while the account remains active, followed by a quarterly necessity review after closure or inactivity. A closure request removes access immediately; essential consent and security evidence may be restricted where it still needs to be retained.
- First-party website measurement records: up to 12 months. Google Ads measurement information is retained under the Google Ads account settings and Google's applicable retention controls.
- Backups: a rolling maximum of 90 days where technically available, after which normal overwrite or deletion applies.
A signed-in Starter Account user can close the account from the workbook-access page. Closure immediately revokes lead-magnet access and suppresses optional onboarding. PAD retains only the limited consent and security evidence still required for accountability, dispute handling or legal obligations.
We review retention at the end of each engagement and at least quarterly, deleting, anonymising or restricting information that is no longer needed. Protected backup copies expire through the normal backup cycle, normally within 90 days.
Your rights
Depending on the circumstances, you may have rights to access, correct, erase or restrict personal data, object to its use and receive portable data. Contact the privacy address above. We may need to confirm identity before releasing information.
For the local-device Admin Hub, Starter Account closure and eligible business-record requests, follow the account and data deletion instructions. The app workspace remains in the current browser or installed-app profile unless you deliberately export or share it.
You may complain to the UK Information Commissioner's Office at ico.org.uk.