Privacy Policy

Last updated: May 2026 · ARISTX Ltd, Company No. 16987443 · VAT No. 516 1228 21

      ARISTX Ltd is committed to protecting your privacy. This policy explains what personal data we collect, why we collect it, how we use it, and your rights under UK GDPR and the Data Protection Act 2018.
    

1. Who We Are

ARISTX Ltd is the data controller responsible for your personal data. We are registered in England and Wales (Company No. 16987443, VAT No. 516 1228 21) with our registered office at 3rd Floor, 45 Albemarle Street, Mayfair, London, W1S 4JL.

You can contact us regarding data protection matters at: hello@aristx.uk or by telephone on (020) 3030 5054 (Mon–Fri, 9am–5:30pm).

2. What Personal Data We Collect

We may collect and process the following categories of personal data:

Contact and identity data — name, email address, phone number
Enquiry data — information you provide when submitting our contact form or emailing us, including details about your property portfolio
Client and tenancy data — for existing clients and tenants: address details, tenancy agreements, payment information, maintenance records, and correspondence
Technical data — IP address, browser type, and pages visited when you use our website (where analytics tools are in use)

3. How We Collect Your Data

Directly from you — via our contact form, email, phone, or in-person meetings
Through our property management operations — tenancy applications, referencing, and ongoing management
Automatically — basic technical data when you visit our website

4. Why We Use Your Data (Legal Basis)

We process your personal data on the following legal bases under UK GDPR:

Contract performance — to fulfil our obligations under property management, tenancy, or service agreements
Legitimate interests — to respond to enquiries, manage our business, and improve our services
Legal obligation — to comply with legal requirements including Right to Rent checks, deposit registration, and tax reporting
Consent — where you have opted in to receive marketing communications from us

5. How We Use Your Data

To respond to your enquiries and provide the services you request
To manage tenancies, maintenance, and landlord/tenant communications
To send service-related communications (e.g. rent statements, inspection notices)
To comply with legal and regulatory obligations
To improve our website and services
With your consent, to send you relevant updates and information about ARISTX services

6. Who We Share Your Data With

We do not sell your personal data. We may share it with:

Service providers — contractors, maintenance companies, and tradespeople acting on our behalf in connection with your property
Professional advisers — solicitors, accountants, and compliance advisers where necessary
Regulatory bodies — where required by law (e.g. HMRC, local authorities, courts)
Referencing and deposit schemes — for tenant referencing and deposit protection purposes

All third parties are required to handle your data securely and in accordance with applicable data protection law.

7. How Long We Keep Your Data

Enquiry data — 12 months from last contact if no contract is entered into
Client and tenancy records — 6 years from the end of the tenancy or contract (in line with the Limitation Act 1980)
Financial records — 6 years as required by HMRC
Legal dispute records — for the duration of any dispute plus 6 years

After these periods, data is securely deleted or anonymised.

8. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or destruction. These include:

Secure, access-controlled email systems (Google Workspace)
Password-protected systems with restricted staff access
Encrypted data storage and transmission where applicable
Regular review of our data handling practices

In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and inform affected individuals as required by law.

9. Cookies

Our website may use essential cookies required for the site to function correctly. We do not currently use tracking or advertising cookies. If this changes, this policy will be updated and you will be informed.

10. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

Right of access — request a copy of the data we hold about you
Right to rectification — request correction of inaccurate or incomplete data
Right to erasure — request deletion of your data in certain circumstances
Right to restrict processing — request that we limit how we use your data
Right to data portability — receive your data in a structured, machine-readable format
Right to object — object to processing based on legitimate interests or for direct marketing
Right to withdraw consent — where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, contact us at hello@aristx.uk. We will respond within 30 days. There is no charge for making a request.

11. Complaints

If you believe we have not handled your data correctly, you have the right to lodge a complaint with the UK's data protection authority:

Information Commissioner's Office (ICO)
ico.org.uk · 0303 123 1113

We would appreciate the opportunity to address your concerns directly before you contact the ICO — please reach out to us first at hello@aristx.uk.

12. Changes to This Policy

We may update this privacy policy from time to time. The most current version will always be available on this page, with the date of last update shown at the top. We will notify clients of any significant changes directly where required.

13. Contact Us

ARISTX Ltd
3rd Floor, 45 Albemarle Street, Mayfair, London, W1S 4JL
hello@aristx.uk
(020) 3030 5054 — Mon–Fri, 9am–5:30pm
Company No. 16987443 · VAT No. 516 1228 21