Privacy Policy

1. Introduction

FLEXISTAY SOLUTIONS LIMITED ("we," "our," or "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our property management services or visit our website at fsfinancesolutions.site.

As a residents property management company, we handle sensitive personal data and are committed to maintaining the highest standards of data protection in compliance with applicable laws and regulations, including the General Data Protection Regulation (GDPR).

2. Information We Collect

2.1 Personal Information

We may collect the following types of personal information:

• Contact Information: Name, email address, phone number, postal address
• Identification Information: Date of birth, passport or ID numbers, national insurance numbers
• Financial Information: Bank account details, payment history, credit references
• Property Information: Current and previous addresses, lease agreements, property preferences
• Employment Information: Employer details, salary information, employment references
• Emergency Contact Information: Names and contact details of emergency contacts
• Communication Records: Correspondence, complaints, maintenance requests

2.2 Technical Information

When you visit our website, we may automatically collect:

• IP address and location data
• Browser type and version
• Operating system
• Pages visited and time spent on pages
• Referring website information
• Device information

2.3 Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your browsing experience and analyze website usage. You can control cookie settings through your browser preferences.

3. How We Use Your Information

We use your personal information for the following purposes:

3.1 Property Management Services

• Processing rental applications and tenant screening
• Managing lease agreements and tenancy arrangements
• Collecting and processing rent payments
• Coordinating property maintenance and repairs
• Handling tenant inquiries and complaints
• Ensuring compliance with legal and regulatory requirements

3.2 Communication

• Sending important notices about your tenancy
• Providing updates about property maintenance
• Responding to your inquiries and requests
• Sending emergency notifications when necessary

3.3 Legal and Regulatory Compliance

• Complying with housing regulations and laws
• Meeting tax and accounting requirements
• Responding to legal requests and court orders
• Preventing fraud and ensuring security

3.4 Website and Service Improvement

• Analyzing website usage and performance
• Improving our services and user experience
• Developing new features and functionality

4. Legal Basis for Processing

Under GDPR, we process your personal information based on the following legal grounds:

• Contract Performance: To fulfill our obligations under lease agreements and property management contracts
• Legal Obligation: To comply with applicable laws and regulations
• Legitimate Interest: To provide efficient property management services and protect our business interests
• Consent: For marketing communications and non-essential processing (where applicable)

5. Information Sharing and Disclosure

We may share your information with the following parties:

5.1 Service Providers

• Property maintenance contractors and service providers
• IT and software service providers
• Payment processing companies
• Professional advisors (lawyers, accountants)

5.2 Legal and Regulatory Authorities

• Government agencies and regulatory bodies
• Law enforcement agencies (when required by law)
• Courts and tribunals

5.3 Property Owners

We may share relevant information with property owners for whom we provide management services, subject to confidentiality obligations.

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of sensitive data in transit and at rest
• Regular security assessments and updates
• Access controls and authentication procedures
• Staff training on data protection and security
• Incident response procedures
• Regular backups and disaster recovery planning

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Our retention periods include:

• Active Tenancy: Duration of your tenancy plus 7 years
• Financial Records: 7 years for tax and accounting purposes
• Legal Disputes: Until resolution plus applicable limitation periods
• Website Analytics: 2 years for aggregated usage data

8. Your Rights

Under GDPR and other applicable laws, you have the following rights regarding your personal information:

8.1 Access and Portability

• Request access to your personal information
• Receive a copy of your data in a portable format
• Verify the accuracy of your information

8.2 Correction and Erasure

• Request correction of inaccurate or incomplete information
• Request deletion of your personal information (subject to legal requirements)
• Object to processing in certain circumstances

8.3 Restriction and Objection

• Request restriction of processing
• Object to processing based on legitimate interests
• Withdraw consent (where processing is based on consent)

8.4 Automated Decision Making

• Request human review of automated decisions
• Express your point of view
• Challenge automated decisions

9. International Data Transfers

Your personal information may be transferred to and processed in countries outside the European Economic Area (EEA). When such transfers occur, we ensure appropriate safeguards are in place, including:

• Adequacy decisions by the European Commission
• Standard contractual clauses
• Binding corporate rules
• Other appropriate safeguards as required by law

10. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete such information promptly.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:

• Posting the updated policy on our website
• Sending email notifications to registered users
• Displaying prominent notices on our website

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

12. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

13. Complaints

If you believe we have not addressed your privacy concerns adequately, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) or your local data protection authority:

• UK: Information Commissioner's Office (ICO) - ico.org.uk
• EU: Your local data protection authority

We encourage you to contact us first to resolve any issues before filing a complaint.