Privacy Policy

Last updated: 6 July 2026

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This policy explains, in plain English, what personal information Xyma Consultancy collects when you use our Portfolio Review and Strategic Portfolio Consultation forms, why we collect it, how we look after it, and the rights you have over it. We've kept it deliberately simple. If anything is unclear, just email us at hn@xyma.co.uk.

Who we are

Xyma Consultancy ("we", "us", "our") provides property portfolio consultancy services in the United Kingdom. For the purposes of UK data protection law — the UK GDPR and the Data Protection Act 2018 — we are the "data controller" for the information you provide through these forms. That means we are responsible for how your information is used and kept safe.

What we collect

We only collect what we need to prepare for and hold your consultation:

• Contact details — your name, email address and, if you give it, your phone number.
• About your portfolio — your answers to our questionnaire, such as how your portfolio is performing, your goals, timeframe and any compliance concerns.
• Property details — if you choose to share them, information about your properties such as addresses, values, rent, running costs, mortgage details and EPC ratings.
• Booking details — the date and time you book for your call, handled through our scheduling provider.

You don't have to complete every field. Sharing more simply lets us prepare a more precise analysis.

Why we use it, and our legal basis

Under the UK GDPR we must have a lawful reason ("legal basis") to use your information. Ours are:

• Your consent — when you tick the consent box, you agree to us contacting you about your consultation and related services. You can withdraw this at any time (see below).
• Legitimate interests — to prepare your portfolio analysis, run our consultancy service, and keep proper business records, in a way you would reasonably expect.

We use your information to respond to your enquiry, prepare a tailored snapshot of your portfolio, arrange and hold your consultation, and follow up on the services we discuss. We do not sell your information, and we do not use it for automated decision-making that has a legal effect on you.

Who we share it with

We keep your information within Xyma Consultancy and share it only with the trusted service providers that help us run these forms. These act on our instructions and only for the purposes above:

• Our website host, which serves these pages securely.
• Our customer records system, where your enquiry and consultation notes are stored.
• Our email provider, which sends you confirmations and your portfolio summary.
• Our scheduling provider, which manages your call booking.

Some of these providers may process data outside the UK. Where that happens, we rely on appropriate safeguards recognised under UK data protection law (such as the UK's International Data Transfer Agreement or equivalent) to keep your information protected to the same standard.

How long we keep it

We keep your information only for as long as we need it to provide our services and meet our legal and business obligations. If you become a client, we keep your records for the duration of our relationship and for a reasonable period afterwards. If you don't proceed, we securely delete or anonymise your enquiry data within 24 months, unless you ask us to remove it sooner.

How we protect it

Your information is transmitted over a secure (encrypted) connection and stored in access-controlled systems. We limit access to those who genuinely need it to prepare your consultation, and we review our providers to make sure they maintain appropriate security.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the information we hold about you;
• ask us to correct anything that is inaccurate or incomplete;
• ask us to delete your information ("right to erasure");
• ask us to restrict or object to how we use it;
• ask us to transfer your information to another provider ("data portability"); and
• withdraw your consent at any time — this won't affect anything we did before you withdrew it.

To exercise any of these, or to withdraw consent, simply email hn@xyma.co.uk. We'll respond within one month.

Cookies

Our forms use only the cookies needed to make the page and the booking calendar work. We do not use advertising or tracking cookies on these pages.

Complaints

We hope you'll always be happy with how we handle your information. If you have a concern, please contact us first so we can put it right. You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO), at ico.org.uk or on 0303 123 1113.

Changes to this policy

If we change how we handle your information, we'll update this page and revise the "last updated" date at the top.

Contact us

Xyma Consultancy
Email: hn@xyma.co.uk

Xyma Consultancy · Your information is held securely and used only to prepare your consultation.