Privacy Policy | Downtown Asset Management

Last Updated: May 28, 2026

1. Introduction

Welcome to Downtown Asset Management's privacy policy.

Downtown Asset Management respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) or interact with our property management, Build-to-Rent (BTR), private rented sector (PRS), and estates management services. It also tells you about your privacy rights and how the law protects you.

Downtown Asset Management is the controller and responsible for your personal data (collectively referred to as "we", "us" or "our" in this privacy policy).

Contact Details

If you have any questions about this privacy policy or our privacy practices, please contact our Data Privacy Manager in the following ways:

Full name of legal entity: Downtown Asset Management Ltd
Postal address: Riverside Office, 9 Woden Street, Salford, M5 4YG

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO.

2. The Data We Collect About You

Personal data, or personal information, means any information about an individual from which that person can be identified. We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

Identity Data: First name, last name, username or similar identifier, marital status, title, date of birth, and gender.
Contact Data: Billing address, residential address, email address, and telephone numbers.
Financial Data: Bank account and payment card details.
Tenancy & Operational Data: Employment status, income details, referencing reports, guarantor details, Right to Rent check documentation (e.g., passport copies), and maintenance request histories.
Technical Data: Internet protocol (IP) address, your login data, browser type and version, time zone setting and location, operating system, and platform.
Usage Data: Information about how you use our website, portals, and services.

3. How Is Your Personal Data Collected?

We use different methods to collect data from and about you, including through:

Direct interactions: You may give us your Identity, Contact, and Financial Data by filling in forms (such as tenancy applications or maintenance requests) or by corresponding with us by post, phone, email, or otherwise.
Automated technologies or interactions: As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions, and patterns. We collect this personal data by using cookies and other similar technologies.
Third parties or publicly available sources: We will receive personal data about you from various third parties, such as tenant referencing agencies, credit reference agencies, former landlords, and block management software providers.

4. How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Performance of a Contract: Where we need to perform the contract we are about to enter into or have entered into with you (e.g., a tenancy agreement or leasehold management agreement).
Legitimate Interests: Where it is necessary for our legitimate interests (or those of a third party, such as a property owner/landlord) and your interests and fundamental rights do not override those interests.
Legal Obligation: Where we need to comply with a legal obligation (e.g., Right to Rent checks, health and safety compliance, or obligations under the Building Safety Act 2022 and Fire Safety Regulations 2022).

Purposes for which we will use your personal data

To register you as a new tenant, leaseholder, or client.
To process and manage your tenancy/agreement, including collecting rent, managing deposits, and handling arrears.
To manage property maintenance, repairs, and statutory safety inspections (e.g., gas safety, fire risk assessments).
To notify you about changes to our terms, services, or building safety protocols.
To administer and protect our business and this website (including troubleshooting, data analysis, and system maintenance).

5. Disclosures of Your Personal Data

We may share your personal data with the parties set out below for the purposes outlined above:

Property Owners/Landlords: To inform them of the status of their property and tenancies.
Contractors and Suppliers: Plumbers, electricians, and tradespeople required to carry out maintenance or safety checks at your property.
Service Providers: Companies providing IT, CRM, and system administration services (e.g., property management platforms).
Statutory Bodies: Tenancy deposit protection schemes, local authorities, utility providers, and the Building Safety Regulator where mandatory occurrence reporting is required.
Professional Advisers: Lawyers, bankers, auditors, and insurers.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes.

6. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

7. Data Retention

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting, or reporting requirements.

By law we have to keep basic information about our customers, tenants, and financial transactions (including Contact, Identity, Financial, and Transaction Data) for six years after they cease being customers for tax and legal dispute purposes. Data related to specific building safety elements, structural warranties, or safety case reports may be retained for longer periods as dictated by the Building Safety Act 2022 or associated legislation.

8. Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data, including the right to:

Request access to your personal data (commonly known as a "data subject access request").
Request correction of the personal data that we hold about you.
Request erasure of your personal data.
Object to processing of your personal data where we are relying on a legitimate interest.
Request restriction of processing of your personal data.
Request the transfer of your personal data to you or to a third party.
Withdraw consent at any time where we are relying on consent to process your personal data.

If you wish to exercise any of the rights set out above, please contact our Data Privacy Manager.

9. Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

10. Changes to the Privacy Policy

We keep our privacy policy under regular review. This version was last updated on [Date]. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.