At Neera Space Ltd, we take your privacy very seriously. Please read this privacy policy carefully as it contains important information about who we are, how and why we collect, store, use, and share your personal data. It also explains your rights regarding your personal information and how you can contact us or supervisory authorities if you have any complaints or concerns.

We collect, process, and are responsible for certain personal information about you. When we do so, we are subject to the General Data Protection Regulation (GDPR), which applies across the European Union, including the United Kingdom. As such, Neera Space Ltd is the ‘controller’ of your personal information for the purposes of these regulations.

Key Terms

It is useful to clarify some key terms used throughout this policy:

• We, us, our – Refers to Neera Space Ltd, registered in England and Wales, Registered number: 6546564, with registered office at 278 Regents Park Road, London, N9 1SN, contact email: [email protected].
• Data Compliance Team – The team responsible for overseeing data protection and GDPR compliance, located at our registered office.
• Personal Information – Any information relating to an identified or identifiable individual.

Personal Information We Collect About You

We may collect and use the following types of personal information about you:

• Your full name and contact details, including email, telephone number, and company information if applicable.
• Details required to verify your identity, such as date of birth or identification documents.
• Gender information, if voluntarily provided.
• Billing information, transaction history, and payment card details.
• Professional or personal online profiles, e.g., LinkedIn, if shared with us.
• Communication history with us, including correspondence, transactions, and instructions.
• Nationality, immigration status, and details from supporting documents such as passports, visas, or tenancy applications.
• Information for Anti-Money Laundering (AML) and counter-terrorism financing checks.
• Data on how you interact with our website, IT systems, and other platforms.
• Responses to surveys, competitions, or promotions.
• Connections with relatives or associates working at Neera Space Ltd to manage potential conflicts of interest in line with statutory and regulatory obligations.

Providing this personal information is necessary for us to deliver our services effectively. Failure to provide requested data may delay or prevent us from offering services.

How We Collect Your Personal Information

We primarily collect information directly from you, whether in person, via telephone, email, text, or through our website. In certain cases, we may also collect information from publicly available sources, such as:

• Government registries, e.g., Companies House, Land Registry.
• Third-party providers, including: Sanctions screening agencies, Credit reference agencies, Customer due diligence providers
• Cookies on our website – for more information, see our Cookies Policy.

How and Why We Use Your Personal Information

Under data protection law, we only process your personal data when we have a valid reason, such as:

• Compliance with legal and regulatory obligations.
• Performance of a contract or pre-contractual steps at your request.
• Legitimate business interests (e.g., fraud prevention, operational efficiency).
• Your consent, where required.

When using personal data under legitimate interest, we balance our business needs with your rights to ensure fair and lawful processing.

Purposes and Reasons for Processing Personal Information

• Providing services to you - Performance of a contract or pre-contractual steps
• Preventing and detecting fraud - Legitimate interests, e.g., protecting you and our business
• Customer identification and verification - Legal obligations, including AML checks
• Compliance with audits, enquiries, or regulatory investigations - Legal obligations
• Internal operational efficiency, training, quality control - Legitimate interests
• Protecting confidential business information - Legitimate interests and legal obligations
• Marketing our services - Legitimate interests or consent, where required
• Credit reference and risk assessment - Legitimate interests
• External audits and certifications (ISO, Investors in People) - Legitimate interests and compliance

We do not process special category personal information (e.g., racial/ethnic origin, political or religious beliefs, trade union membership, genetic or biometric data, health, or sexual orientation).

Marketing Communications

We may use your personal data to send updates via email, telephone, SMS, or post about our services, property market trends, or exclusive offers, mainly related to property appraisals or new listings.

• You have the right to opt-out at any time via email, post, or phone.
• Marketing emails include an unsubscribe link to manage your preferences.
• We will never sell your personal information to third parties for marketing purposes.

Who We Share Your Personal Information With

We may share your information with:

• Third-party service providers helping us deliver services (payment processors, tenant vetting, maintenance contractors, etc.).
• Other partners assisting with operational needs (website providers, case management systems).
• Third parties approved by you (e.g., linked social media accounts, payment platforms).
• Banks, credit reference agencies, and related group companies.

All third-party providers are contractually obligated to use your data solely to provide services on our behalf and safeguard it appropriately.

We may also share information with law enforcement or regulatory authorities to comply with legal obligations or in the event of mergers, acquisitions, or restructuring.

Data Retention

We retain your personal information for as long as necessary to:

• Provide services or respond to queries and complaints.
• Demonstrate fair treatment.
• Fulfil legal obligations.
• Continue marketing communications (up to 6 years from last contact).

We do not retain personal data longer than necessary for these purposes.

International Transfers

We do not transfer your personal information outside the European Economic Area (EEA).

Your Rights

You have the right to:

• Access, correct, or delete your personal information.
• Restrict or object to processing in certain circumstances.
• Data portability in a machine-readable format.
• Opt-out of marketing communications.
• Not be subject to automated decision-making, including profiling.

To exercise your rights, please contact us with proof of identity (passport or driver’s license and recent utility or bank statement).

Security

We implement appropriate security measures to protect personal data from loss, misuse, or unlawful access. Access is restricted to authorised personnel. Any suspected data breach will be reported to relevant authorities where legally required. For additional guidance, visit Get Safe Online.

Complaints

If you have concerns about how we handle your personal information, you can contact us directly or raise a complaint with the UK Information Commissioner’s Office (ICO): https://ico.org.uk/concerns, Tel: 0303 123 1113.

Changes to This Policy

This policy was originally published on 25 May 2018 and last updated on 6 December 2024. We may update it periodically; changes will be notified via email and/or posted on our website: https://neeraspace.uk.

Contact Us

For any questions about this privacy policy or your personal information, please contact:

Neera Space Ltd

Registered office: 278 Regents Park Road, London, N9 1SN

Email: [email protected]

Phone: +44 (0)20 XXXX XXXX