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Introduction 

Zypherone (“Company,” “we,” “us,” or “our”) provides virtual assistant services for property management. We are committed to protecting your privacy and ensuring compliance with the General Data Protection Regulation (GDPR). This policy outlines how we collect, use, and protect your personal data when you engage with our services.

 

By using our website or services, you agree to the terms outlined in this policy. If you do not agree, please refrain from using our services.

Information We Collect 

We collect and process personal data in accordance with GDPR. The types of personal data we may collect include:

 

2.1 Personal Information Provided by Clients & Tenants

• Property Owners & Landlords:

• Full name

• Contact details (email, phone number, business address)

• Payment details (processed securely via third-party payment providers)

• Property-related documents

• Tenants & Prospective Tenants (on behalf of property owners):

• Name & contact details

• Rental applications or inquiry details

• Correspondence with property managers

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2.2 Automatically Collected Data (Usage Data & Cookies)

 

When you visit our website, we may collect:

• IP address

• Browser type and version

• Device information

• Pages visited and time spent on the site

• Cookies and tracking technologies (See our Cookie Policy for more details)

Lawful Basis for Processing Your Data

Under GDPR, we must have a lawful basis for processing personal data. We rely on the following:

• Contractual Necessity – To provide property management virtual assistant services.

• Legitimate Interest – To manage properties efficiently and communicate with clients.

• Legal Obligation – To comply with real estate regulations, tax, or accounting requirements.

• Consent – For marketing communications (only when you opt-in).

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Legal Basis for Using Offshore VAs

 

We process data through offshore VAs under:

  • Contractual Necessity – enabling delivery of agreed services

  • Legitimate Interest – maintaining operational efficiency and scaling support

  • Legal Compliance – with appropriate safeguards in place

How We Use Your Information

We use your data to:

• Assist property owners in managing their rentals.

• Process property-related documents, inquiries, and transactions.

• Communicate with property owners and tenants.

• Maintain accurate financial records for rental properties.

• Improve our website and client experience.

• Comply with legal obligations.

 

We do not sell, rent, or share your data for commercial purposes.

Data Sharing & Third-Party Services

We may share your data with:

• Property Management Software Providers – If using third-party software for tenant screening, rent collection, or lease management.

• Service Providers – Payment processors, hosting services, and communication platforms to facilitate service delivery.

   • Legal Authorities – If the law requires us to enforce our Terms & Conditions.

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  • Offshore Virtual Assistants (VAs) – Accessing client-provided data under strict agreements to assist with communication, document handling, and service delivery.

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All third parties handling your data comply with GDPR and use secure measures to protect your information.

Data Handling by Offshore Virtual Assistants

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Sometimes, Zypherone may engage offshore freelance Virtual Assistants (VAs), primarily based in the Philippines, to support service delivery. These VAs may process client data on our behalf, subject to strict confidentiality and data protection agreements. All offshore staff are trained on GDPR principles and operate under contractual clauses that ensure secure handling of personal data.

To safeguard your information:

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  • Offshore VAs only access data necessary for their assigned task.

  • All offshore processing is governed by Standard Contractual Clauses (SCCs) or equivalent safeguards as per Article 46 of the UK GDPR.

  • Data is encrypted where applicable and access is logged and monitored.

Clients remain the data controller; Zypherone acts as the processor and enforces subcontractor controls to meet UK compliance.

Data Security Measures

We implement industry-standard security practices to protect your data from unauthorized access, loss, or misuse. However, no online service is 100% secure.

 

If we detect a data breach affecting your personal information, we will notify you and the relevant authorities in compliance with GDPR regulations.

Subprocessor Agreements

All subcontractors, including offshore VAs, sign legally binding agreements with:

  • Non-disclosure clauses

  • Confidentiality undertakings

  • Instructions on lawful processing only

  • Requirements to report any suspected data breaches within 24 hours

Data Retention Policy

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, including legal, tax, and accounting requirements.

• Client Data: Stored for up to 5 years after service completion.

• Tenant Inquiry Data: Stored for up to 2 years unless deletion is requested.

• Financial & Rental Transaction Data: Retained for tax purposes as required by law.

• Cookies & Analytics Data: Stored as per our Cookie Policy.

 

Once the retention period expires, we securely delete or anonymize your data.

Your GDPR Rights

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

• Right to Access – Request a copy of the personal data we hold about you.

• Right to Rectification – Correct inaccurate or incomplete data.

• Right to Erasure (Right to be Forgotten) – Request deletion of your data under certain conditions.

• Right to Restriction of Processing – Request that we limit how we use your data.

• Right to Data Portability – Obtain and reuse your data for other services.

• Right to Object – Object to processing based on legitimate interests or direct marketing.

• Right to Withdraw Consent – If you have given consent, you can withdraw it at any time.

 

To exercise your rights, contact us at info@zypherone.co.uk. We will respond within 30 days as required by GDPR.

Cookies & Tracking Technologies

We use cookies to improve your experience. You can control cookie preferences via your browser settings. See our Cookie Policy for more details.

International Data Transfers

If we transfer your data outside the UK/EU, we ensure it is protected under GDPR-approved mechanisms, such as Standard Contractual Clauses (SCCs) or equivalent safeguards.

Changes to This Privacy Policy

We may update this policy from time to time. Any changes will be posted on this page with the Last Updated date.

 

If significant changes affect your rights, we will notify you via email or website notification.

Contact Us

For any GDPR-related inquiries, data access requests, or concerns, please contact:

 

Zypherone

Info@zypherone.co.uk 

Privacy Policy

Last Updated: [11/05/2025]

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