This Privacy Policy explains how we collect, use, store and share personal data across our website and wider business activities, including temporary accommodation, property management, landlord and investor enquiries, council and housing-provider relationships, maintenance, cleaning, contractor management and related operational services.
OG Management Services Ltd is the data controller responsible for determining how and why personal data is processed for the purposes described in this policy.
OG Management Services Ltd
Company Number: 16562548
Registered Office: 71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ
For any questions regarding this Privacy Policy or the way we handle personal information, please contact:
Depending on your relationship with us, we may collect and process information including:
name, address and contact details;
email address and telephone number;
property addresses and property information;
landlord, investor, council and housing-provider contact information;
booking, occupancy and placement information;
maintenance and repair information;
photographs, videos and evidence relating to property condition, repairs or service delivery;
contractor and supplier information;
cleaning, inspection and compliance records;
tenancy, licence or accommodation-related information;
communication history, including emails, SMS messages and form submissions;
complaints, incidents and service-related correspondence;
financial and payment information where required for invoicing, payments or account administration;
identification and compliance information where required by law, contract or local authority requirements;
information relating to safeguarding, vulnerability, accessibility or support needs where this is necessary for the safe provision of accommodation or services;
recruitment, staff, contractor or applicant information where applicable.
We aim to collect only information that is necessary and relevant for the purposes for which it is being used.
We may collect personal information:
directly from you;
through forms submitted on our website;
through GoHighLevel forms and CRM systems;
by telephone, email, SMS or other communications;
through landlords, investors, contractors or other business partners;
from local authorities, councils and housing providers;
through accommodation bookings, check-in and check-out processes;
through maintenance, cleaning, inspection or evidence-submission forms;
through complaints, incidents or service requests;
from publicly available sources where appropriate;
from other organisations where information is lawfully shared with us for the provision of our services.
Where we receive personal information from another organisation rather than directly from you, we will use it only for legitimate and lawful business purposes connected with the service being provided.
We may use personal information to:
provide and manage temporary accommodation;
manage properties on behalf of landlords and property owners;
administer bookings, placements, check-ins and check-outs;
communicate with councils, housing providers, landlords, investors, occupants and contractors;
manage maintenance and repair requests;
arrange and monitor cleaning services;
manage contractors and suppliers;
monitor property compliance, inspections and certification;
respond to emergencies and out-of-hours issues;
manage complaints, safeguarding concerns, incidents and service issues;
maintain operational records;
provide reports to councils, landlords or other relevant stakeholders;
process invoices and payments;
manage landlord, investor and business enquiries;
meet legal, regulatory, contractual and local-authority requirements;
improve our services, systems and internal processes;
prevent fraud, misuse or unlawful activity;
establish, exercise or defend legal claims.
We process personal data only where we have a lawful basis to do so.
Depending on the circumstances, these may include:
Contract
Where processing is necessary to enter into or perform a contract, including property management agreements, accommodation arrangements, supplier agreements and service contracts.
Legal obligation
Where we are required to process information to comply with legal, regulatory, housing, health and safety, safeguarding, tax, accounting or other statutory obligations.
Legitimate interests
Where processing is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms.
Our legitimate interests may include operating and improving our business, managing properties and services, maintaining appropriate records, preventing fraud, protecting our business and customers, and communicating with relevant business contacts.
Consent
Where we specifically ask for your consent, for example for certain marketing communications or optional uses of information.
Vital interests
In limited circumstances, we may process information where this is necessary to protect someone's life or physical safety.
Where we process special category data, such as information relating to health or vulnerability, we will only do so where an appropriate lawful condition applies.
As part of providing temporary accommodation, we may receive personal information about occupants from councils, housing providers or other authorised organisations.
This may include:
names and contact information;
household details;
property placement information;
booking dates;
accessibility or support requirements;
safeguarding information;
information relevant to the safe management of the accommodation.
We use this information only where necessary to provide, manage and monitor the accommodation and to meet our contractual, legal and safeguarding responsibilities.
Where we manage property on behalf of landlords or property owners, we may collect and use information necessary to:
administer the management relationship;
onboard and manage properties;
monitor compliance;
arrange maintenance and repairs;
manage cleaning and inspections;
provide financial and operational reporting;
communicate regarding bookings, placements and property issues;
meet contractual and regulatory obligations.
Where you contact us regarding investment, property acquisition or other business opportunities, we may collect and use your information to:
respond to your enquiry;
assess potential opportunities;
communicate regarding properties or services;
maintain business records;
manage an ongoing commercial relationship.
We may collect information relating to contractors, cleaners, maintenance providers, tradespeople and other suppliers.
This may include contact details, business details, qualifications, insurance information, compliance information and records relating to work carried out.
We process this information for supplier management, operational delivery, compliance and record keeping.
We may share personal information where necessary with:
local authorities and councils;
housing providers;
landlords and property owners;
contractors and suppliers;
maintenance and cleaning providers;
professional advisers, accountants, insurers and legal advisers;
IT, CRM, automation and software providers used to operate our business;
payment and accounting providers;
regulators, law-enforcement bodies or public authorities where required by law.
We may also share limited client information with OG Sourced Ltd where this is necessary to provide operational or business support.
We will only share information where there is a legitimate and lawful reason to do so.
We use third-party systems and service providers to operate the business, including CRM, communication, workflow, storage and automation systems.
These may process personal information on our behalf in accordance with their contractual and data-protection obligations.
Where third-party providers process data outside the United Kingdom, we will take appropriate steps to ensure that suitable data-protection safeguards are in place.
Our website uses forms hosted within our GoHighLevel system.
When you submit a form, the information you provide may be stored within our CRM and used to respond to your enquiry or provide the requested service.
We do not currently use third-party advertising pixels or website analytics tracking for marketing purposes.
Our website may use cookies or similar technologies that are necessary for the website to function correctly.
If we introduce non-essential analytics, advertising or tracking cookies in the future, we will update this policy and, where required, obtain appropriate consent before those cookies are used.
The ICO advises that website visitors should be told about cookies and that consent is required for cookies that are not strictly necessary.
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, contractual, regulatory, accounting and operational requirements.
The exact retention period may vary depending on the type of information and our relationship with you.
When deciding how long to retain information, we consider:
contractual requirements;
statutory and regulatory obligations;
accounting and tax requirements;
safeguarding and housing obligations;
potential legal claims;
whether the information remains necessary for operational or business purposes.
Information that is no longer required will be securely deleted, anonymised or otherwise disposed of.
We take reasonable technical and organisational measures to protect personal information against:
unauthorised access;
loss;
misuse;
alteration;
disclosure;
destruction.
Access to personal information is limited to individuals and service providers who require it for legitimate business purposes.
Under UK data-protection law, depending on the circumstances, you may have the right to:
request access to your personal information;
request correction of inaccurate or incomplete information;
request deletion of your information;
request restriction of processing;
object to certain uses of your information;
request transfer of your information;
withdraw consent where processing is based on consent.
These rights do not apply in every circumstance, and some may be subject to legal exemptions or limitations.
To exercise your rights, please contact:
We may need to verify your identity before responding to a request.
The ICO requires privacy information to explain the rights available to individuals and how they can exercise them.
Where we process your personal information based on legitimate interests, you have the right to object to that processing in certain circumstances.
If you object, we will consider your request and stop processing your information unless we have compelling legitimate grounds to continue or the processing is required for legal claims.
We may occasionally contact landlords, investors, business contacts or other relevant organisations about services or opportunities that we believe may be relevant.
Where consent is required, we will obtain it before sending marketing communications.
You can ask us to stop sending marketing communications at any time by contacting us at:
We do not currently use solely automated decision-making that produces legal or similarly significant effects on individuals.
We may use automation to help route enquiries, maintenance requests, communications and operational tasks, but these systems are used to support service delivery rather than make significant legal decisions about individuals without human involvement.
As part of temporary accommodation services, we may receive information relating to children where they form part of a household placed into accommodation.
We will only process this information where necessary for the safe and effective provision of accommodation, safeguarding, legal compliance or contractual obligations.
We take additional care when handling information relating to children and vulnerable individuals.
If you have concerns about the way we handle your personal information, please contact us in the first instance at:
You also have the right to make a complaint to the Information Commissioner's Office.
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
The ICO is the UK's independent data-protection regulator.
The ICO confirms that individuals should be told of their right to complain to the supervisory authority.
We may update this Privacy Policy from time to time to reflect changes in our business, services, systems or legal requirements.
Any updated version will be published on our website with a revised "Last updated" date.
For any questions about this Privacy Policy, your personal information, or your data-protection rights, please contact:
OG Management Services Ltd
71-75 Shelton Street
Covent Garden
London
United Kingdom
WC2H 9JQ
Email: [email protected]