Privacy Policy
Privacy Policy
Effective Date: 20.07.2025
Last Updated: 17.10.2025
Welcome to Circle Doors ("we", "our", or "us"). We are committed to protecting your privacy and handling your personal data with care and transparency. This Privacy Policy outlines how we collect, use, store, and protect the personal information of our users, including landlords, property managers, housing providers, and tenants who use our platform.
1. Who We Are
Circle Doors is a property management software platform that helps landlords and housing providers streamline lettings, compliance, and tenant communication.
If you have any questions about this policy, you can contact us at:
📧 Email: info@circledoors.com
2. What Information We Collect
We may collect and process the following types of personal data:
Account Information
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Name
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Email address
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Phone number
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Company name
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Job title
Tenant/Property Data (uploaded by users)
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Tenant names and contact details
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Property addresses
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Tenancy documents (e.g., lease agreements, ID copies)
Billing Information
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Payment details (handled securely via third-party processors)
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Billing addresses
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Transaction records
Technical Data
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IP address
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Browser type
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Device type
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Usage data (e.g., feature interactions, page visits)
3. How We Use Your Information
We use your data to:
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Provide access to the Circle Doors platform
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Manage your user account and subscription
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Respond to enquiries and provide customer support
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Improve our platform and develop new features
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Send relevant service updates and marketing emails (opt-in only)
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Fulfill legal and regulatory obligations
4. Legal Bases for Processing
We process your data under one or more of the following legal bases:
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Performance of a contract – to provide the services you've signed up for
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Consent – for marketing and optional features
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Legal obligation – to comply with tax, fraud, or legal regulations
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Legitimate interests – to improve our services or prevent misuse
5. Data Sharing
We never sell your data. We may share data with:
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Service providers – such as cloud storage, analytics, or payment processors
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Legal authorities – if required by law or to prevent harm or fraud
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Business partners – if you opt into integrations or third-party features
All third parties are bound by strict confidentiality and data protection agreements.
6. Cookies and Tracking
We use cookies to:
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Enable core features of our platform
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Analyze usage to improve performance
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Provide optional personalization
You can manage or disable cookies in your browser settings. Some cookies are essential and cannot be disabled.
7. Data Retention
We retain personal data only as long as necessary to:
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Fulfill the purpose it was collected for
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Comply with legal or accounting obligations
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Resolve disputes or enforce agreements
User account data may be retained for up to 6 years after account closure, unless deletion is requested.
8. Your Rights
Under data protection laws (e.g., UK GDPR), you have the right to:
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Access the data we hold about you
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Correct inaccuracies in your data
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Request deletion (the "right to be forgotten")
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Object to certain types of processing
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Withdraw consent at any time
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Request data portability
To exercise these rights, please email info@circledoors.com
9. Data Security
We use industry-standard security measures to protect your data, including:
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SSL encryption
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Secure data storage
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Access controls and user permissions
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Regular security reviews and backups
However, no system is 100% secure. Users should also take care to use strong passwords and protect account access.
10. Third-Party Links
Our platform or website may contain links to third-party sites. We are not responsible for their privacy practices. Please review their privacy policies separately.
11. Children’s Privacy
Our services are not intended for children under the age of 16, and we do not knowingly collect personal data from children.
12. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will update the “Last Updated” date at the top. Significant changes will be communicated by email or via in-app notifications.
13. Contact Us
If you have questions, concerns, or complaints about your data or this policy, please contact:
📧 Email: info@circledoors.com
📝 Complaints: You may also contact the UK’s Information Commissioner’s Office (ICO) at https://ico.org.uk/
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71- 75 Shelton Street
London
WC2h 9JQ