Property Assistant Privacy Notice

Last Updated 18/02/2025
This privacy notice tells you what to expect us to do with your personal information.

1. Contact details

Name: Scansan Properties Ltd referred to as (“Scansan”, “we”, and “us”).
Address: IDEALONDON 69 Wilson Street London EC2A 2BB.
Email: info@scansanproperties.com
Company Registration Number: 13379338
Information Commissioner’s Office (ICO) Reference Number: ZB561456

This Privacy Notice only applies to Personal Data that is collected via this website https://paa.scansanproperties.com, please read it carefully and ensure that you understand it. If you do not agree with and accept this Privacy Notice, do not access or use the website or any other aspect of our business.

Our website is not intended for children and we do not knowingly collect any data relating to minors.

2. Definitions

In this Privacy Notice the following terms shall have the following meanings:
Content: any text, graphics, images, audio, video, software, data compilations and any other form of information capable of being stored in a computer that appears on or forms part of our website. Controller: for the purposes of the Data Protection Legislation we are the Data Controller unless otherwise stated. Cookie: a small text file placed on your computer by Us when you visit certain parts of our website. This allows us to identify recurring Users and to analyse their browsing habits within our website. Data Protection Law: Includes the General Data Protection Regulation 2016/679 (EU GDPR); the UK Data Protection Act 2018, UK General Data Protection Regulation (UK GDPR) and all relevant EU and UK Data Protection Legislation, including the Privacy and Electronic Communications Regulations 2003 (PECR). Data Protection Officer (DPO): The designated individual responsible for overseeing data protection within the company.

Data Subject: a living, identified or identifiable individual about whom we hold Personal Data. Data Subjects may be nationals or residents of any country and may have legal rights regarding their Personal Data.
Personal Data: any personal information relating to an identified or identifiable natural person (data subject), a person who can be identified, directly or indirectly from the information.
Services: the services available to you through our website.
System: any online communications infrastructure that we make available through the website either now or in the future.
User / Users: any third party that visits our website and is not employed by Us and acting in the course of their employment.
Website: the website you are currently using https://paa.scansanproperties.com
We/Us/Our: ScanSan Properties Ltd a private limited company registered in England & Wales (registration number 13379338), having its registered office at
IDEALONDON 69 Wilson Street London EC2A 2BB unless otherwise stated.

3. Changes to this Privacy Notice

3.1 We may, from time to time, modify this privacy notice. Please check this web page periodically for updates. We will comply with applicable legal obligations to provide you with relevant notice of changes to this privacy notice. Your continued use of our website after any such update constitutes your acceptance of such changes.

4. Changes of business ownership and control

4.1 Personal data provided by Users will, where it is relevant to any division, be transferred along with that division. The new owner or newly controlling party will, under the terms of this privacy notice, be permitted to use the personal data for the purposes for which it was supplied to Us.

4.2 In the event of 4.1. above, written notice will be delivered to the email address associated with the account. Following this you may opt for your personal data to be transferred to the new owner, or withheld.

5. The type of personal information we collect

5.1 You may access certain areas of this website without providing any personal data at all. However, to use all features and functions available on the website you may be required to submit or allow for the collection of certain data for us to be able to offer our relevant Services.

You may restrict our use of cookies. For more information, please visit our Cookie Policy.

5.2 We may collect, use, store and transfer different kinds of personal and non-personal data about you which we have grouped together as follows:

Aggregated Data: Statistical or demographic data for any purpose. Aggregated data could be derived from personal data but is not considered personal data in law as this data will not directly or indirectly reveal the identity of a data subject.
For example, We may aggregate usage data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect aggregated data with personal data so that it can directly or indirectly identify an individual, we treat the combined data as personal data which will be used in accordance with our privacy notice.

Business Contact Data: Name, business name, job title, email address and telephone numbers.
Contact details: Name, telephone number and email address.
Marketing and Communications Data: Preferences in receiving marketing from us and our third parties (where applicable) and communication preferences.
Payment details: (including card or bank information for transfers and direct debits)
Technical Data: Internet protocol (IP) address, login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices used to access a website.

Usage Data: Information about how a data subject uses our website, digital content, products, and services.
We do not collect any Special Categories of Personal Data about you on this website (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

6. How and why we collect the personal information

6.1 Most of the personal information we process is provided to us directly by you for one of the following reasons:
Aggregated Data / Usage Data: We collect aggregated data and usage data when you use our site. We have a legitimate interest to define types of customers for our products and services, to keep our website updated and relevant, to develop our business, inform our marketing strategy and grow our business.
Business Contact Data / Contact Details / Payment Details: Collected when you make an enquiry, register with us for a free or paid account, we use this data to manage our relationship with you (contract) and asking you to leave a review (legitimate interest).
Marketing and Communications Data: We also use this data to supply you with information via emails that you have opted into (consent). You are able to remove your consent at any time. You can do this by clicking unsubscribe at the footer of the email.
Technical Data: Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise).

7. Data Sharing

7.1 Where required we may share this information as follows with:
Professional Advisers: Accountants, consultants, auditors, lawyers and other outside professional advisors to us, subject to binding professional and/or contractual obligations of confidentiality.
Third Party Service Providers: With third party service providers who support our business, who will process it on behalf of us for the purposes identified above.
Such third parties may include providers of hosting services.
Business or Share Sales: With any relevant third-party acquirer(s), in the event that we sell or transfer all or any relevant portion of our shares, business or assets (including in the event of a reorganisation, dissolution or liquidation).
Third Party Providers of Advertising, Plugins and Content: The website may use third party advertising, plugins or content.
If you choose to interact with any such advertising, plugins or content, your personal data may be shared with the relevant third-party provider.
We recommend that you review that third-party’s privacy notice before interacting with such content.
7.2 If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under Data Protection Legislation.
7.3 If any personal data is transferred outside of the EEA or UK, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the EU/UK and under the GDPR, as explained above.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place. Please contact us for more information.
7.4 In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR,
making sure appropriate safeguards are in place. Please contact us via the email address in 9.4 for more information.

8. How we store and secure your personal information

8.1 We will not keep your Personal Data for any longer than is necessary in light of the reason(s) for which it was first collected. Your Personal Data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):
- For as long as you remain subscribed (have positively opted-in) to Our emailing list and wish to receive news and offers from Us.
- If none of the above applies, then we will keep your data for a maximum period of two years following your initial communication or signup/Personal Data submission.
- For compliance with our legal, accounting and tax obligations.

Personal data you provide on the website is stored securely by Amazon Web Services (AWS) (London). For more information on how AWS protects your Personal Data please visit their Privacy Notice here.

8.2 We take every reasonable step to ensure that your personal data are only processed for the minimum period necessary for the purposes set out in this privacy notice.

8.3 We will retain personal data in a form that permits identification only for as long as:
(a) we maintain an ongoing relationship with you (for example, for as long as you are using our products and/or services); or
(b) retention of your personal data is necessary in connection with the lawful purposes set out in this Privacy Notice, for which we have a valid legal basis.

8.4 We will retain the Personal Data for the duration of:
(a) any applicable limitation period under law (i.e., any period during which a person could bring a legal claim against us in connection with your personal data or to which your personal data is relevant), plus an additional two month period following the end of such limitation period; and
(b) if any relevant legal claims are brought, we will continue to process personal data for such an additional period as is necessary in connection with that claim.

8.5 Once the periods at 8.4 and 8.5 above have passed, we will either permanently delete or destroy the relevant personal data; or anonymise the relevant personal data.

8.6 We do our best to keep your data secure and 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, 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.

8.7 As no security measures are guaranteed we have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

9. Your data protection rights

9.1 The right to be informed: about our collection and use of your Personal Data. This Privacy Notice should tell you everything you need to know, but If you have any questions or concerns about this Privacy Notice please contact us via the contact details below (9.4). Your right of access - You have the right to ask us for copies of your personal data.
Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
9.2 You are permitted to make a data protection request also known as a subject access request (SAR) for personal information held, in accordance with the Data Protection Act 2018.
9.3 However, if your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
9.4 To make a data protection request please ensure the request is made in writing, specifying the information sought, whether you would like the information in electronic or hard copy, and providing proof of identity, to Our Data Protection Officer who can be contacted via email: DPO@scansanproperties.com

10. How to complain to the ICO

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk