This privacy notice explains what personal data (information) we hold about you, how we collect it, and how we use and may share information about you during our management of the individual development, after it ends. We are required to notify you of this information under the General Data Protection Regulation.

Please ensure you read this notice (sometimes referred to as a “privacy notice” and any other similar notice we may provide to you from time to time when we collect or process personal information about you. This privacy notice contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.

Who are we?

Hegarty Property Management Limited collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

In this privacy notice, references to “we” or “us” means Hegarty Property Management Limited.


We will comply with the data protection principles when gathering and using personal information, as set out in our GDPR data protection policy.

In the course of the management of a development, we collect the following personal information when you provide it to us:

Name, contact details including property address, correspondence address, home, work and mobile telephone numbers and email addresses, mortgage details, car registration number, date of birth, bank sort code and account number.

This information is required from you to enable us to perform our contract as managing agent appointed for and on behalf of Management Company and / or Freeholder. We will inform you at the point of collecting information from you, whether you are required to provide the information to us.

We also obtain personal information from other sources as follows:

Name, property address, correspondence address, work and mobile telephone numbers, email addresses, mortgage company and relating details, car registration, bank account number and sort code and payment history. This information would be obtained from solicitors acting for both the vendor and the purchaser in relation to the sale and purchase of a property, or at point of a remortgage, from the previous managing agents when a site is taken on, from the land registry or companies house website if a search is required to obtain ownership clarification.

We will typically collect and use this information for the following purposes:

For the performance of a contract you have with the Management Company and / or the Freeholder pursuant to which we are appointed as their agent.
For the purposes of our legitimate interests or those of a third party, but only if these are not overridden by your interests, rights or freedoms.

We seek to 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.

We routinely share the following categories of personal data:

Name, Property address, Correspondence address, Home, work and mobile telephone numbers, Email addresses, Car registration number, Bank sort code and account number, Mortgage Company.

This personal information may be shared with the following categories of recipients:

Contractors, Debt Collection Agencies, Out of Hours Call Facility, Accountant, Lawyers, Direct Debit Company and Bank, Insurers and Insurance Broker, Regulators, Emergency Services, Surveyors, Intercom system controllers, Tribunal Courts, Car Parking Control Companies, Utility Companies and Brokers, New Managing Agent.

This data sharing enables us to perform our contract as managing agent. We will share personal information with law enforcement or other authorities if required by applicable law. We will not share your personal information with any other third party.

Information may be held at our offices, those of our group companies, and thirdparty agencies, service providers, representatives and agents as described above. We have security measures in place to seek to ensure that there is appropriate security for information we hold including those measures detailed in our GDPR data protection policy.

We will hold your name, property address, correspondence address, work and mobile telephone numbers, email addresses, mortgage company and relating details, car registration, bank account number and sort code, payment history and financial information for and including the sixth year after the sale of a property, and after the development has transferred over to a new agent.

We rely on contract as the lawful basis on which we collect and use your personal data.

Under the General Data Protection Regulation, you have a number of important rights free of charge. In summary, those include rights to:

  • fair processing of information and transparency over how we use your use personal information
  • access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address
  • require us to correct any mistakes in your information which we hold
  • require the erasure of personal information concerning you in certain situations
  • receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
  • object at any time to processing of personal information concerning you for direct marketing
  • object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
  • object in certain other situations to our continued processing of your personal information
  • otherwise restrict our processing of your personal information in certain circumstances
  • claim compensation for damages caused by our breach of any data protection laws

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights, under the General Data Protection Regulation.

If you would like to exercise any of those rights, please contact us:

  • Email us on or write to us at the address on the front sheet
  • let us have enough information to identify you, for example full name, property address and correspondence address
  • let us have proof of your identity and address (a copy of your driving license or passport and a recent utility or credit card bill), and
  • let us know the information to which your request relates, including any account or reference numbers, if you have them

We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

We hope that we can resolve any query or concern you raise about our use of your information.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at

This privacy notice was published on 1st February 2023.

We may change this privacy notice from time to time, and when we do, we will inform you.

If you would like this notice in another format (for example: audio, large print, braille) please contact us (see ‘How to contact us’ above.