Compliance
Acacia Property Care

Privacy Policy

Last updated: 27/03/2026

This Privacy Policy explains how Acacia Property Care ("we", "us", "our") collects, uses and protects your personal information when you visit our website or contact us about property maintenance and compliance services in Devon.

1. Who we are

Acacia Property Care is a Devon-based property maintenance and holiday-let care service. We provide maintenance, compliance coordination and related services to landlords, holiday-let owners and managing agents.

You can contact us regarding this policy using:
Email: info@acaciapc.co.uk

2. What information we collect

We only collect personal information that is relevant to providing our services or responding to your enquiries. This may include:

  • Name and contact details (such as email address and phone number).
  • Property address and details of the property to be maintained.
  • Information you provide in messages, contact forms or email enquiries (for example details of maintenance issues or compliance concerns).
  • Information you provide when you request downloads from us (for example safety guides or checklists) or sign up to receive email updates, such as your name and email address.
  • Basic technical information when you browse the website, such as IP address and browser type, which may be collected through server logs.

3. How we use your information

We use your information for the following purposes:

  • To respond to your enquiries and provide quotes for our services.
  • To deliver maintenance, inspection and compliance coordination services.
  • To send you guides, checklists or other downloads that you request and, where you have opted in, occasional email updates or safety information from Acacia Property Care. You can unsubscribe from these updates at any time.
  • To manage our relationship with you, including scheduling visits and communicating about ongoing work.
  • To keep basic records for accounting, invoicing and tax purposes.
  • To improve our website, services and communication in a general, non-identifying way.

4. Legal basis for processing (UK GDPR)

Under UK GDPR, we rely on the following legal bases to process your personal data:

  • Contract: where processing is necessary to provide a quote, carry out work or manage our services for you.
  • Legitimate interests: for day-to-day business purposes such as managing enquiries, maintaining records and improving our services, where these interests are not overridden by your rights.
  • Consent: where you have opted in to receive email updates or newsletters from us. You can withdraw your consent at any time by using the unsubscribe link in our emails or by contacting us.
  • Legal obligations: where we need to retain information for tax, accounting or regulatory reasons.

5. How long we keep your information

We keep your personal information only for as long as is reasonably necessary for the purposes described in this policy:

  • Enquiry emails and contact form submissions are typically kept while we are in contact with you and for a reasonable period afterwards.
  • Records relating to actual work (invoices, job details, property information) may be retained for up to 6 years to meet accounting and legal obligations.

6. Sharing your information

We do not sell or rent your personal information to third parties. We may share information with:

  • Trusted specialist contractors (for example Gas Safe engineers, electricians) where it is necessary to deliver the services you have requested.
  • Service providers that help us run our business, such as website hosting companies or CRM and email platforms, where they process personal data on our behalf and under our instructions.
  • Professional advisers such as accountants, where required for our business administration.
  • Authorities or regulators where we are legally required to do so, for example for tax or safety reasons.

7. Website hosting and data location

Our website is hosted by third-party providers, which means some technical data (such as IP addresses and server logs) may be processed on their systems. We only use reputable providers that implement reasonable security measures.

8. Cookies and tracking

This website does not use analytics, advertising or tracking cookies. Only basic, essential technology required for the site to function may be used, and this does not identify you as an individual or track your browsing across other websites.

9. Your rights under data protection law

Under UK data protection law, you have certain rights regarding your personal data, including the right to:

  • Request access to the personal data we hold about you.
  • Request correction of inaccurate or incomplete information.
  • Request deletion of your personal data, where there is no good reason for us to keep it.
  • Object to or request restriction of certain types of processing, in some circumstances.

To exercise any of these rights, please contact us at info@acaciapc.co.uk. We may need to verify your identity before responding.

10. Complaints and concerns

If you have concerns about how we handle your personal data, please contact us in the first instance so we can address the issue. You also have the right to lodge a complaint with the Information Commissioners Office (ICO) in the UK.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, the law or best practice. The updated version will always be available on this page, and the "Last updated" date will be revised accordingly.