MECS Property Ltd
Privacy Policy
Last Updated: May 2026
Privacy Policy
MECS Property Ltd is committed to protecting and processing your personal data in accordance with the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018, and all applicable privacy legislation. For the purposes of data protection legislation: Data Controller: MECS Property Ltd
318 High Street
Harborne
Birmingham
B17 9PU
Person Responsible for Data Protection:
Sami Mubarak
MECS Property Ltd
318 High Street
Harborne
Birmingham
B17 9PU If you have any questions regarding this policy or how your data is handled, you may contact us directly.
Who This Policy Applies To
This Privacy Policy applies to:
• Landlords
• Tenants
• Tenant applicants
• Guarantors
• Permitted occupiers
• Buyers and sellers
• Property applicants and enquirers
• Referees
• Contractors and suppliers
• Website visitors
• Employees and job applicants
• Any individual whose personal data we process during the course of our business What Personal Data We Collect
Depending on the services we provide, we may collect and process: Identity Information
• Full name
• Date of birth
• Nationality
• Photographic identification
• Passport or driving licence details
Contact Information
• Address history
• Email addresses
• Telephone numbers
Financial Information
• Bank account details
• Income details
• Employment information
• Credit history
• Rent payment history
Property Information
• Property ownership details
• Tenancy details
• Maintenance records
• Inspection reports
Compliance Information
• Right to Rent documents
• Anti-money laundering information
• Licensing information
• Legal notices and correspondence
Sensitive Information
In limited circumstances we may process special category data such as health information relevant to a tenancy or occupancy. We only process sensitive data where there is a lawful basis to do so.
How We Collect Your Data
We may collect personal data:
• Directly from you
• Through property portals
• Through our website
• During telephone calls or meetings
• Through tenancy applications
• Through referencing agencies
• From employers or referees
• From landlords or tenants
• From local authorities
• From the Land Registry
• Through maintenance contractors
• Through anti-money laundering providers
• Through credit reference agencies
Why We Process Your Data
We process personal data to:
• Arrange property viewings
• Negotiate sales and lettings
• Carry out referencing and affordability checks
• Manage tenancies
• Collect and process rent
• Arrange repairs and maintenance
• Comply with legal obligations
• Carry out Right to Rent checks
• Comply with anti-money laundering regulations
• Communicate with landlords, tenants and applicants
• Protect clients, staff and contractors
• Resolve disputes and legal claims
• Improve our services
• Market relevant property services where permitted
Lawful Basis for Processing
We process your data under one or more of the following lawful bases: Contractual Necessity Where processing is necessary to enter into or fulfil a tenancy, sales agreement, management agreement, or other contractual arrangement.
Legal Obligation
Where processing is required to comply with housing legislation, anti-money laundering regulations, Right to Rent legislation, taxation requirements, court orders, or regulatory obligations.
Legitimate Interests
We may process data where we have a legitimate business interest, including managing properties, communicating with clients, maintaining records, recovering debts, preventing fraud, ensuring safety and security, and improving services. We balance these interests against your rights and freedoms.
Consent
In some circumstances we may rely on consent, particularly for marketing communications, certain sensitive information, and optional services. You may withdraw consent at any time.
Sharing Your Data
We may share your personal data with:
• Landlords
• Tenants
• Guarantors
• Referencing companies
• Credit agencies
• Local authorities
• Utility providers
• Deposit protection schemes
• Maintenance contractors
• Inventory providers
• Legal advisors
• Accountants
• Insurers
• Anti-money laundering providers
• IT and CRM providers
• Government bodies
• Courts and enforcement agencies. We only share information necessary for the relevant purpose.
Data Storage and Security
We store data securely using secure cloud systems, encrypted software, password-protected devices, and restricted access systems. Your data may be stored: • within the United Kingdom, • within the European Economic Area (EEA), • or with organisations operating under appropriate UK GDPR safeguards. We take reasonable steps to protect your personal data from loss, misuse, unauthorised access, disclosure, alteration, and destruction.
Retention of Data
We retain personal data only for as long as necessary for contractual purposes, legal obligations, regulatory requirements, legitimate business interests, and dispute resolution. Retention periods may vary depending on: • tenancy duration, • legal claims, • anti-money laundering obligations, • tax requirements, • property management obligations. Where data is no longer required, it will be securely deleted or anonymised.
Marketing Communications
We may contact you regarding property opportunities, services, updates, and market information where permitted by law. You may opt out of marketing communications at any time by: • clicking unsubscribe, • contacting us directly, • emailing us. We do not sell personal data to third parties.
Website Usage, Cookies and Online Identifiers
When you use our website, we may collect: • IP addresses, • browser type, • operating system, • usage data, • cookie identifiers. Cookies help us: • improve website performance, • understand visitor behaviour, • personalise user experience, • improve marketing effectiveness. You can control cookies through your browser settings. For more information about cookies visit: www.allaboutcookies.org Our
website may contain links to external websites. We are not responsible for the privacy practices of third-party websites.
Automated Processing and AI
MECS Property Ltd may use software systems, automation tools and artificial intelligence technologies to improve operational efficiency, assist communication, organise data, enhance customer service, and support property management processes. Human oversight remains in place for material business decisions.
Your Rights
Under UK GDPR you have rights including: • Right of access to your personal data • Right to rectification of inaccurate information
• Right to erasure where applicable
• Right to restrict processing
• Right to object to processing
• Right to data portability
• Rights relating to automated decision making We aim to respond to legitimate requests within one month and may request proof of identity before releasing personal information.
Withdrawal of Consent
Where consent is relied upon, you may withdraw it at any time by contacting: Sami Mubarak MECS Property Ltd
318 High Street
Harborne
Birmingham
B17 9PU
Complaints
If you are unhappy with how we process your personal data, you may contact us directly. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): ICO Website: https://ico.org.uk
Telephone: 0303 123 1113
Changes to This Policy
We may update this Privacy Policy periodically to reflect legal changes, operational changes, technological developments, or regulatory requirements. The latest version will always be available on our website.