Privacy Policy

Lets get serious.

Privacy notice: When you submit this form, we use your details to respond to your enquiry and, if you instruct us, to provide business rates services. Your information may be stored in our email inbox and business records (including document storage where you upload files). For more information, read our Privacy Policy and Cookie Policy.

(ICO explicitly encourages providing privacy information “at the time you collect” data, often using a short notice linking to the full policy.)

Privacy Policy

Last updated: 17 January 2026

This Privacy Policy explains how AQ Property Management Ltd (“we”, “us”, “our”) collects, uses and protects personal data when you use aqproperty.co.uk (the “Website”), contact us, or instruct us to provide services.

This policy applies to personal data about individuals (for example directors, employees, sole traders, agents and other contacts at an organisation). It should be read alongside our Cookie Policy.

Who we are

AQ Property Management Ltd is the data controller for the personal data described in this policy.
Company number: 12319726
Website: aqproperty.co.uk

Contact details
Studio 9, 50–54 St Paul’s Square, Birmingham, B3 1QS
Phone: 07511 253105
Email: [email protected]

What we collect

Information you provide to us

When you contact us (by form, email, phone, or live chat), we may collect:

• Your name (and where provided, your job title/role)

• Company name and business contact details (email, phone number, address)

• Notes you provide about your situation and what you want help with

• Property information relevant to business rates (including premises address and rateable value details where provided)

• Any documents you send or upload (including business rates bills and supporting evidence)

Live chat typically captures your name and message content (and may record the conversation transcript so we can follow up accurately).

Information we collect automatically when you browse the Website

We use Google Analytics via Google Site Kit to understand how the Website is used (for example, which pages are visited, approximate device type/browser, and how visitors navigate through the site). This information helps us improve the Website and measure performance. Analytics use and cookies are addressed in our Cookie Policy.

We also receive standard technical logs from website hosting/security systems (for example, timestamps and error logs) for troubleshooting and security.

Publicly available information

We may also use publicly available rating information (for example, published listing addresses and rateable values) to understand the context of an enquiry and support our work.

How we use your information

We use personal data for the following purposes:

• To respond to enquiries and communicate with you (including follow-up where appropriate)

• To provide our services where you instruct us (including reviewing rates bills and supporting information, preparing analysis, and dealing with the administrative steps needed to act on your behalf)

• To maintain internal records of enquiries, communications and work carried out (including notes)

• To run and improve the Website and understand what content is useful to visitors

• To protect our position and handle complaints, disputes, or legal issues if they arise

Our lawful bases for processing

Depending on the context, we rely on one or more of the following lawful bases:

• Legitimate interests – for responding to enquiries, keeping business records, improving the Website, and operating our services effectively (balanced against your rights).

• Contract / steps before contract – where processing is necessary to provide services you request or to take steps at your request before entering into an agreement.

• Legal obligation – where we need to keep certain records or comply with legal requirements.

• Consent – where we ask you to choose optional cookies/technologies or where consent is required for a specific purpose.

Where your information goes (storage) and who we share it with

We do not sell personal data.

Your information may be stored and processed in the following ways:

• Email inbox – website submissions and enquiries are delivered to our email inbox for review and response.

• Document storage – uploaded rates bills and documents may be stored in Google Drive for record-keeping and to support work on your matter.

• Spreadsheets / internal records – enquiry details (e.g., company name, contact name, email/phone, RV notes) may be recorded in spreadsheets for administration and follow-up.

• Local device storage – copies of documents and records may be stored on our local business devices/hard drive for administration and backup.

We may share personal data only where necessary, including with:

• Website hosting and technical providers who host and support the Website (including backups, security and performance tooling)

• Google (Google Analytics via Site Kit; Google Drive where used for storage)

• Service providers required for communications and business administration (email systems, file storage, spreadsheets)

• Professional advisers (e.g., legal/accounting) where necessary

• Public bodies/organisations relevant to the business rates process where needed for the service and consistent with your instruction/authorisation

International transfers

Some providers (including major technology platforms) may process data outside the UK. Where this happens, we rely on appropriate safeguards designed to protect personal data (for example recognised contractual protections) and we take reasonable steps to ensure providers handle data securely.

How long we keep your information

The UK GDPR does not set fixed retention periods; you must keep personal data no longer than necessary and be able to justify what you do.

Our retention approach is:

• General enquiries that do not become clients: kept for up to 24 months from last contact, then deleted/anonymised where appropriate.

• Client records and supporting documentation: kept for 6 years after the matter closes (to maintain proper business records and in case of later queries, disputes, or legal claims), unless a longer period is required for a specific reason.

• Website analytics: retained according to our Google Analytics settings and browser/cookie limitations.

If you want us to delete enquiry data sooner (where we’re not required to keep it), contact us and we’ll review the request.

Keeping your data secure

We take reasonable technical and organisational measures to protect personal data against loss, unauthorised access, alteration or disclosure. This includes limiting access to business systems, using account security controls, and keeping records within systems used for business administration. No online system is 100% secure, but we treat information security seriously.

Your rights

You have rights under UK data protection law, including the right to:

• request access to your personal data

• request correction of inaccurate data

• request deletion (in certain circumstances)

• object to processing based on legitimate interests (in certain circumstances)

• request restriction of processing (in certain circumstances)

Where we rely on consent, you can withdraw it at any time (for example, for optional cookies, via cookie settings where available).

To exercise your rights, contact us using the details above. We may ask you to verify your identity before we respond.

You also have the right to complain to the Information Commissioner’s Office (ICO).

Cookies

We use cookies and similar technologies. Some cookies are strictly necessary for the Website to function. Optional cookies (such as analytics) require user consent under PECR, subject to limited exceptions. Please see our Cookie Policy for details.

Client logos and testimonials

Client logos and testimonials may be shown for reference and credibility. If a client asks us to remove or update a logo/testimonial, we will review and action the request where appropriate.

Changes to this policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top indicates the most recent revision.