Privacy Policy

 

General

We are urbanbubble Ltd (company number 06516374) trading as urbanbubble (“we, us, our”). For the purposes of data protection legislation, we are the data controller (registered address of Sevendale House, 7 Dale Street, Manchester, M1 1JA). We are committed to protecting, respecting and securing your data. This Privacy Policy explains our practices, including your choices regarding the collection, use, and disclosure of certain information by the urbanbubble group of companies.

We will process your personal information in accordance with the UK GDPR and national laws which relate to the processing of personal information, including the UK Data Protection Act 2018 and General Data Protection Regulation (Regulation (EU) 2016/679).

This Privacy Policy explains:

• Why and how we may use the personal information that we have obtained from interactions with you (or others), including when you visit and use Our website(s) or when you contact us;
• With whom we may share your personal information; and
• The rights you have in connection with the information we use.

We do not knowingly collect personal information from children aged under 13 and do not target our website to children aged under 13. If you are aged under 13, please do not submit any personal information via our website. Please notify us promptly if you have reason to believe that a child aged under 13 has submitted personal information to us.

By visiting any urbanbubble Ltd affiliated website or corresponding with us by telephone, email (including any of our online forms) or by post you are accepting and consenting to the practices described in this Policy.

2. Information we collect about you

We receive and store information you give to us

When you enquire, own, rent, are party to or lease a property that we manage, create an account on our site(s), contact us (either via our website, in branch, on social media or by telephone), take part in customer satisfaction surveys, apply for a role, we may collect personal information about you, including:

• Contact information: - your name, email address, telephone number, postal address, marketing preferences, social media handles and other information that enables us to contact you;
• Employment information: - your income, job title/role, company/employer’s name and other information related to your employment;
• Payment information: - your credit or debit card details, bank account information, payment and other information required when you make a payment;
• Identity verification and credit check information: - your government issued ID, date of birth, previous address history, signature and other information collected for identity verification and credit checking purposes;
• Enquiry information: - information included within and relating to contacting/enquiry; and
• Survey response information: - your response(s) to our surveys.

Personal information we collect about you

• We may automatically collect information about your use of our site(s), such as the number and duration of visits and details of which particular pages have been visited. We will anonymise this information so that it is not attributable to you.
• We may be able to see your activity on our customer portal(s); last log-in and requests
• Details of your interaction(s) with our team, such as the date, time, reason for contacting us and resolution, and if you call us, your phone number and call recordings

A CCTV system may monitor parts of the building or estate within which you own, rent, or urbanbubble manage, for up to 24 hours a day.

Information we may collect about you from other sources

We may obtain the following personal information about you from the following sources, which we use in ways described in the corresponding sections below:

Third Party Category	Categories of Data Collected
Credit referencing agencies	Result of affordability check During the application process, the applicant will need to complete an affordability check- we will receive information related to the outcome of this check.
Inventory Companies	Inventory reports
Utility Companies	Information regarding energy consumption
Review websites such as TrustPilot, HomeViews and others	Your name and the details of the review left on the third-party platform.

3. How and why we use your personal information

In order for us to be able to process your personal information, we must rely on a certain legal bases as a data controller. The purposes for which we use your personal information and the legal basis on which we rely is as follows:

Lawful Basis	Activities Covered
Contractual obligations – To perform a contract to where you are a party, or to take steps at your request prior to entering into a contract.	·       To fulfil our obligations as a managing agent of a property to which you are a party. ·       To complete credit referencing checks. ·       To enable us to enter into an agreement to lease a property in which we manage.
To comply with our legal obligations.	·       To keep a record relating to the exercise of any of your rights relating to processing of your personal information. ·       To take any actions to comply with our legal obligations relating to consumer protection, accounting, tax and liability.
For the purposes of our legitimate interests where such interests do not override your rights and interests.	Processing is necessary for us to promote our business and measure the reach and effectiveness of our campaigns. ·       To improve our website(s) and services. ·       For marketing purposes ·       To analyse certain customer behaviours, for example using demographics to inform our marketing activities. Processing is necessary to provide customer services in relation to a property which may not be a contractual requirement ·       To provide effective services and post-completion service information, including information about relevant energy suppliers, insurance brokers or financial services (unless consent is required) ·       To process and deal with any complaints or enquires made by you. Processing is necessary for us to operate the administrative and technical aspects of our business efficiently and effectively ·       To ensure the content from our site is presented in the most effective manner for you and your device ·       For ensuring network and information security ·       For maintaining records, publishing corporate information and public administration ·       For fraud prevention and detection purposes ·       To enforce or defend our legal rights or any claim ·       To share your information with third parties for the purposes set out in this policy (unless consent is required)
Consent, where freely given, specific, informed and unambiguous consent is gathered.	Where indicated on our website(s) for: ·       Conducting marketing activities where legitimate interests are not relied upon ·       To conduct marketing activities using cookies, when consent for these marketing cookies is accepted ·       We may post your feedback on our website(s) and in other marketing material

What we do with the information

We use information to process a task, your registration, any orders, enhance our services, your experience and to share relevant updates. We ensure that our information collection and processing is always proportionate. We will notify you of any material changes to information we collect or to the purposes for which we collect and process it.

For example, we use your information to:

• Help us quickly and efficiently respond to inquiries and requests
• Communicate with you regarding our service (for example by email, portal notifications and SMS), so that we can send you financial documents, updates on maintenance issues, news about urbanbubble, details about new features and content available on urbanbubble, surveys and to assist you with operational requests such as password reset requests.
• Carry out our obligations to provide you with the information, products and services relating to the service that we are contracted to carry out
• Carry out website admin tasks and for internal operations, including troubleshooting, website safety and security
• Notify you of any changes to our services or our websites

Access to your account and profiles

For ease of access, you can save your portal and app log-in details so that you do not have to re-them every time you want to log in. On our portals and apps, you can choose not to take advantage of this feature on your computer by unchecking the box “Remember me” when you log in to the website. When using our apps, you can log out via your profile.

To sign out of your accounts from your devices choose “Sign out,”. If you are using a public or shared device, you should always log out at the end of the session. 

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our websites and app, you are responsible for keeping this password confidential. We ask you not to share a password with anyone and to log out of any shared computers.

Although not recommended, you have the right to deactivate your accounts. To do this, email This email address is being protected from spambots. You need JavaScript enabled to view it..

4. Disclosure of Personal Information to Third Parties

We may disclose your information to the following third parties:

Recipient/ Relationship to us	Industry Sector (& Sub-Sector)
Advertising, PR, digital and creative agencies.	Media (Advertising and PR)
Cloud software system providers, including database, email and document management providers.	IT (Cloud Services)
Facilities and technology service providers including scanning, printing, copying and destruction providers.	IT (Data Management)
Third-party credit referencing agencies.	Finance (Financial Services)
Third parties which provide payment processing capabilities.	Finance (Payment Processing)
Third parties such as warehouse management and delivery services to provide you with any requested delivery related items.	Logistics (Warehouse Management and Deliveries)
Professional advisers including consultants, legal advisors, bankers, auditors and insurers.	Professional Services (Legal & Accounting)
Third parties which provide us with analytical services for marketing services or our advertising partners.	Media (Market Research)
Social media platforms.	Media (Social Media)
Website and data analytics platform providers.	IT (Data Analytics)
Website and app developers.	IT (Software Development)
IT providers that may host our website(s), who may also provide support services and/or store data on our behalf.	IT (Hosting and Consultancy)
Investors.	Finance (Financial Services)

We may also disclose your information to the police, regulatory bodies, legal advisors or similar third parties where we are under a legal duty to disclose or share your information in order to comply with any legal obligations, or in order to enforce or apply our terms and conditions and/or any other agreement or contract we enter into; or to protect our rights, property, or safety of our customers, staff or others. This includes sharing/exchanging information with other organisations in the industry or elsewhere for the purpose of fraud prevention/detection and/or referencing.

We will not share your data with third parties for the purpose of those third parties to send you marketing material without your consent.

When disclosing information to third parties, we will share the minimum amount of information that is necessary to complete that task. We will ensure that when data is being shared with third parties that all necessary provisions are in place before the sharing, including but not limited to a Data Sharing Agreement.

In the event of mergers and acquisitions, we may transfer ownership of personal data to a third party who will then become the controller of that data, we will notify all affected data subjects in this case. This will not affect any of your data subject rights as detailed below.

5. International Transfers

Where permitted by the applicable law, we may transfer your personal information to other jurisdictions outside of the UK for the purposes set out in this Privacy Policy. We will implement appropriate safeguards to ensure that the transfer of personal data outside of the UK is secure. The safeguards may include:

• Relying on declarations made by regulators or government (adequacy decisions/regulations)
• Where the third country that the data is being sent is not subject to such declarations, the standard contractual clauses approve by the appropriate regulator or governments will be implemented, as applicable.
• Ensuring that the recipients are subscribed to international frameworks; or
• Such alternative measures as are valid and appropriate at that time.

6. Data Retention

If we collect your personal information, the length of time in which we retain it is determined by several factors including the purpose(s) for which it was collected, it is being used for and our obligations under other laws. We do not retain personal information in an identifiable format for longer than is necessary.

We may need your personal information to establish, bring or defend legal claims. For this purpose, we will always retain your personal information for 7 years after the date it is no longer needed by us for the purpose listed under section 3 (How and why we use your personal information).

The only exceptions to this are where:

• The law requires us to hold your personal information for a longer period, or delete it sooner
• You exercise your right to have the information erased (where applicable) and we do not need to hold it in connection with any reasons permitted or required under the law
• You exercise your right to require us to retain your personal information for a longer period than our stated retention period

7. Data Security

We have implemented appropriate physical, technical and organisational measures to ensure that your personal information is secure from accidental loss and unauthorised access, use, alteration or disclosure. Internally, access to personal information is always limited only to people or parties that have a legitimate business need for accessing. All employees are subject to confidentiality clauses in employment contracts and receive regular data protection training.

Within our websites and apps, you may find outbound links to websites or apps owned and operated by third parties. urbanbubble are not responsible for any personal data that is submitted to any third party that is linked externally to our website(s).

8. Cookies

‘Cookies’ are small pieces of information sent to your computer or device and stored on its hard drive to allow the website to recognise when you visit it. Our website(s) use cookies to obtain an overall view of visitor habits and visitor and user volumes to the website.

If you are using an urbanbubble website, it is possible to switch off cookies by setting your browser preferences. For information on how we use cookies and how to switch them off on your device, please visit our Cookie Policy.

9. Your Rights

You have a number of rights in relation to your personal information under data protection law. In relation to certain rights, we may ask you for information to confirm your identity and, where applicable, to help us to search for your personal information. Except in certain circumstances permitted under applicable regulatory guidance, we will respond to you within one calendar month from either:

• The date that we have confirmed your identity; or
• Where we do not need to do this because we already have this information, from the date we have received your request.

We will ensure to keep you updated with regards to the timeframes in circumstances of exercising your data subject rights. You will be notified if we believe that our response will take longer than one calendar month.

You have the following rights, some of which may only apply in certain circumstances:

Your Rights	Further Information
The right to rectification of data not accurate or up to date.	We aim to ensure that all personal information is correct. You have a responsibility to ensure that you notify us of any changes to your personal information. You have the right to request correction of any inaccurate data relating to you. We may seek to verify the accuracy of the information before rectifying it. We do not always need to comply with your request but, if this is the case, we will ensure you are notified of the reasons.
To withdraw your consent to processing your personal information.	Where we rely on your consent as the lawful basis for processing your personal information, you may withdraw your consent at any time by contacting us using the details at the end of this Privacy Policy. If you withdraw your consent, our use of your personal information before your withdrawal is still lawful.
To restrict processing of your personal information.	You may ask us to restrict the processing of your personal information in the following circumstances: ·       Where you believe it is unlawful for us to do so; ·       You have objected to its use and our investigation is pending; or ·       You require us to keep it in connection with legal proceedings. In these circumstances, we may only process your personal information while its processing is restricted if we have your consent or are legally permitted to do so, for example for storage purposes, to protect the rights of another individual or company in connection with legal proceedings.
To have your personal information erased.	You may ask for your personal information to be removed from our systems by contacting us using the details at the end of this Privacy Notice. Unless there is a reason that the law allows us to use your personal information for longer (e.g. there is a legal requirement for us to retain your personal information, or we have an overriding legitimate reason to continue to retain your personal information), we will make reasonable efforts to comply with your request. If we cannot comply with your request, this will be explained to you.
To request access to your personal information and how we process it.	You have the right to ask for a copy of the information that we hold about you by contacting us using the details at the end of this Privacy Notice. We may not provide you with a copy of your personal information if this concerns other individuals or we have another lawful reason to withhold that information. If we cannot comply with your request, this will be explained to you.
To electronically move, copy or destroy your personal information in a standard, machine readable form (data portability).	Where we rely on your consent as the lawful basis for processing your personal information or need to process it in connection with a contract in place directly with you, you may ask us to provide you with a copy of that information in a structured data file. We will provide this to you electronically in a structured, commonly used and machine-readable form. You can ask us to send your personal information directly to another service provider, and we will do so if this is technically possible. We may not provide you with a copy of your personal information if this concerns other individuals or we have another lawful reason to withhold that information.
To complain to a data protection regulator	You have the right to complain to a data protection regulator (which in the UK is the Information Commissioner’s Office (ICO)) if you are concerned about the way we have processed your personal information. Please visit the ICO's website for further details.

10. Changes to This Privacy Policy

This Privacy Policy may be updated from time to time in order to comply with legal, regulatory or operational requirements. Your continued use of the urbanbubble services after any such updates take effect will constitute as acceptance of those changes. To see when this Privacy Policy was last updated, please see the “Last Updated” section below. 

11. Contacting Us

For any questions regarding your account, data, usage of cookies, this Privacy Policy, or for a copy of our complaints procedure, please contact us by email at This email address is being protected from spambots. You need JavaScript enabled to view it..

If you wish to find out more about your rights and the legislation, the supervisory authority in the UK is the Information Commissioner’s Office can be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.

Last Updated: 19/03/2025.