Privacy Policy

How Pearl Property Partners Ltd collects, uses, stores, and protects your personal data.

Last updated: February 2026

1. Data Controller

Pearl Property Partners Ltd is the data controller responsible for your personal data. We are registered in England and Wales under company number 15442454.

Registered address: 97 Neville Road, Luton, Bedfordshire, LU3 2JG

Business address: Victory House, Chobham Street, Park Town, Luton, LU1 3BS

Email: info@pearlpp.co.uk

Phone: 0208 087 1927

Pearl Property Partners is powered by B-hive Property Solutions, a trading name of HML PM Limited (company number 04231933), which is authorised and regulated by the Financial Conduct Authority. Where B-hive processes personal data on our behalf (for example, through the Dwellant resident portal), they do so as a data processor acting on our instructions.

2. Information We Collect

We collect personal data in several ways depending on how you interact with us.

Information you provide directly

Name, email address, phone number, and postal address when you complete a contact form, request a consultation, or make an enquiry
Your role (e.g. RMC director, leaseholder, freeholder) and details about your block, such as number of units and current managing agent
Correspondence and communication records, including emails and messages sent through our website or resident portal

Information collected through our services

Leaseholder and resident details provided as part of our block management services, including names, contact details, lease information, and service charge payment records
Financial data related to service charge collection, arrears, and ground rent administration
Maintenance requests, complaints, and other communications submitted through the Dwellant resident portal

Information collected automatically

Technical data such as your IP address, browser type, operating system, and device information when you visit our website
Usage data including pages visited, time spent on pages, and referral sources, collected through cookies and similar technologies

3. How We Use Your Data

We use personal data for the following purposes.

Purpose	Lawful Basis
Responding to enquiries and consultation requests	Legitimate interest / Consent
Providing block management services under contract	Performance of a contract
Service charge collection, financial administration, and arrears management	Performance of a contract / Legal obligation
Health and safety compliance, including contractor liaison and risk management	Legal obligation / Legitimate interest
Processing property transfers, LPE1 certificates, and management packs	Performance of a contract / Legal obligation
Communicating with residents via the Dwellant portal, email, or post	Performance of a contract / Legitimate interest
Improving our website and understanding how visitors use it	Legitimate interest / Consent (for non-essential cookies)
Complying with legal and regulatory obligations	Legal obligation

4. Sharing Your Data

We do not sell your personal data to third parties. We may share your data with the following categories of recipients where necessary to provide our services or comply with legal obligations.

B-hive Property Solutions / HML PM Limited — our operational partner, which provides the technology platform, financial systems, and compliance infrastructure that supports our management services
Dwellant — the resident portal platform used by our managed buildings
Contractors and service providers — vetted contractors carrying out maintenance, repairs, or compliance work at your building, where they need contact details to arrange access or coordinate works
Accountants and auditors — for the preparation and audit of service charge accounts
Insurance brokers and insurers — in connection with buildings insurance arrangement and claims handling
Solicitors — in connection with property transfers, lease matters, or legal proceedings
Regulatory bodies — including The Property Ombudsman, the Financial Conduct Authority, Companies House, and HMRC, where required by law
Website analytics providers — such as Google Analytics, which processes anonymised usage data to help us understand how visitors use our website

5. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by law.

Data Type	Retention Period
Website enquiry and consultation request data	2 years from the date of enquiry, unless a management relationship is established
Client management records (service charges, accounts, compliance)	7 years after the end of the management relationship, in line with accounting and regulatory requirements
Property transfer and LPE1 records	6 years from the date of the transaction
Health and safety compliance records	Duration of the management relationship plus 6 years, or longer where required by specific regulations
Website analytics data	26 months (Google Analytics default)

When personal data is no longer required, it is securely deleted or anonymised.

6. Cookies

Our website uses cookies and similar technologies to provide core functionality, analyse usage, and improve your experience. Essential cookies are required for the website to function and cannot be disabled. Non-essential cookies, including analytics cookies, are only placed with your consent.

For full details of the cookies we use and how to manage your preferences, please see our Cookie Policy.

7. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or alteration. These measures include encrypted data transmission (SSL/TLS), secure hosting environments, access controls limiting data access to authorised personnel, and regular review of our data protection practices.

Client funds and financial data are managed through B-hive's institutional financial systems, which operate in compliance with FCA requirements and RICS Client Money Regulations.

8. Your Rights

Under the UK General Data Protection Regulation (UK GDPR), you have the following rights in relation to your personal data.

Right of access — you can request a copy of the personal data we hold about you
Right to rectification — you can ask us to correct inaccurate or incomplete data
Right to erasure — you can ask us to delete your personal data in certain circumstances
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 that we provide your data in a structured, commonly used format
Right to object — you can object to processing based on legitimate interest, including direct marketing
Right to withdraw consent — where processing is based on your consent, you can withdraw that consent at any time

To exercise any of these rights, please contact us at info@pearlpp.co.uk or write to us at the business address above. We will respond to your request within one month.

9. International Transfers

We do not routinely transfer personal data outside the United Kingdom. Where any third-party service provider processes data outside the UK (for example, cloud hosting or analytics services), we ensure that appropriate safeguards are in place, such as UK adequacy decisions or standard contractual clauses approved by the Information Commissioner's Office.

10. Children's Privacy

Our website and services are not directed at children under the age of 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us and we will take steps to delete it.

11. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).

Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Website: ico.org.uk
Phone: 0303 123 1113

We would appreciate the opportunity to address your concerns before you contact the ICO. Please email us at info@pearlpp.co.uk in the first instance.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any changes will be published on this page with an updated revision date. We encourage you to review this policy periodically.