Privacy Policy

Last modified: July 16, 2025

  • Introduction
  • About Our Company
  • Information We Collect
  • How We Use Your Information
  • Information Sharing and Disclosure
  • Data Security
  • Data Retention
  • Your Rights and Choices
  • Cookies and Tracking Technologies
  • Third-Party Services
  • International Data Transfers
  • Children's Privacy
  • Changes to This Privacy Policy
  • Legal Basis for Processing (UK GDPR)
  • Data Controller Information
  • Complaints and Concerns
  • Contact Us
  • Specific Feature Privacy Notes
  • Definitions

Introduction

Welcome to Plutoo Property Management (“we,” “our,” or “us”). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our property management platform (“Service”). Please read this privacy policy carefully.

About Our Company

Plutoo Property Management is operated by DINOCO LONDON LTD (Company Number: 15979777). References to “we,” “our,” or “us” in this policy refer to both Plutoo Property Management and DINOCO LONDON LTD as applicable.

Information We Collect

Personal Information

We collect personal information that you voluntarily provide to us when you:

  • Register for an account
  • Use our services
  • Contact us for support

For Landlords:

  • Name, email address, phone number
  • Property details and addresses
  • Financial information (rent amounts, payment history)
  • Banking details for payments
  • Tax identification numbers

For Agents:

  • Business name and contact information
  • Professional licensing information
  • Commission structure details
  • Client relationship data

For Tenants:

  • Personal identification information
  • Employment and income details
  • References and guarantor information
  • Payment history and rental records
  • Right to rent documentation

Property Information

  • Property addresses and descriptions
  • Rental agreements and lease terms
  • Maintenance records and requests
  • Financial transactions
  • Inspection reports and certificates (Gas, EPC, EICR)

Automatically Collected Information

  • IP addresses and device information
  • Browser type and version
  • Usage patterns and preferences
  • Log files and analytics data
  • Cookies and similar tracking technologies

How We Use Your Information

We use collected information for:

Service Provision

  • Creating and managing user accounts
  • Processing rental applications and agreements
  • Facilitating property management tasks
  • Managing maintenance requests
  • Processing payments and financial transactions

Communication

  • Sending notifications about rent due dates
  • Maintenance updates and scheduling
  • Certificate renewal reminders
  • Important service announcements
  • Customer support communications

Analytics and Improvement

  • Analyzing platform usage patterns
  • Improving our services and features
  • Generating reports and insights
  • Ensuring platform security and performance

Information Sharing and Disclosure

Authorized Sharing

We may share information with:

  • Between Platform Users: Landlords, agents, and tenants as necessary for property management
  • DINOCO LONDON LTD: Our parent company for business operations and support
  • Service Providers: Third-party vendors who assist in platform operations
  • Payment Processors: For processing rent and other payments
  • Legal Compliance: When required by law or legal proceedings

We Do Not Sell Personal Information

We do not sell, trade, or rent your personal information to third parties.

Data Security

We implement appropriate security measures to protect your information:

  • Encryption: Data is encrypted in transit and at rest
  • Access Controls: Role-based access controls limit data access
  • Authentication: Multi-factor authentication options
  • Regular Security Audits: Ongoing security assessments
  • Secure Infrastructure: Industry-standard security practices

Data Retention

Standard Retention Period

We retain your information for 10 years from the date of last activity or account closure, which aligns with property management legal requirements and business needs.

Account Closure Options

When you close your account or leave the platform, you have two options:

Option 1: Paid Storage Service

  • Continue secure storage of your data for the full 10-year period
  • Storage fees apply (details available upon request)
  • Data remains accessible through secure portal
  • Includes all property records, financial data, and documents

Option 2: Digital Data Return

  • Receive complete digital export of your data
  • Includes all property information, tenant records, financial data, and documents
  • Provided in standard formats (PDF, Excel, etc.)
  • One-time export provided within 30 days of account closure
  • After export, data is deleted from our systems (subject to legal retention requirements)

Legal and Regulatory Retention

Certain information may be retained beyond 10 years where required by:

  • Legal Obligations: Tax records, financial transactions as required by law
  • Regulatory Requirements: Property licensing, safety certificates
  • Legal Proceedings: Information subject to litigation holds

Your Rights and Choices

Access and Control

You have the right to:

  • Access your personal information
  • Update or correct inaccurate information
  • Request account closure with data export or paid storage options
  • Export your data in a portable format
  • Restrict processing of your information (subject to legal requirements)

Important Note: Due to the 10-year retention period required for property management records, complete data deletion may not be possible until this period expires, except where you choose the digital data return option.

Communication Preferences

You can:

  • Opt out of marketing communications
  • Manage notification preferences
  • Update contact information

Choose communication methods

Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Maintain user sessions
  • Remember user preferences
  • Analyze platform usage
  • Improve user experience

You can manage cookie preferences through your browser settings

Third-Party Services

Our platform may integrate with third-party services:

  • Payment Processors: For handling financial transactions
  • Email Services: For sending notifications
  • Cloud Storage: For document management
  • Analytics Tools: For platform improvement

Each third-party service has its own privacy policy.

International Data Transfers

If you are located outside the UK, your information may be transferred to and processed in the UK. We ensure appropriate safeguards are in place for international transfers.

Children's Privacy

Our service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.

Changes to This Privacy Policy

We may update this privacy policy periodically. We will notify you of material changes through:

  • Email notifications
  • Platform announcements
  • Updated policy posting with revision date

Legal Basis for Processing (UK GDPR)

We process your personal information based on:

  • Contract Performance: To provide our services
  • Legitimate Interests: For platform improvement and security
  • Legal Obligations: For compliance with applicable laws
  • Consent: Where explicitly provided

Data Controller Information

Data Controller: Pluto Property Management Parent Company: DINOCO LONDON LTD (Company Number: 15979777) Contact Information:

Complaints and Concerns

If you have concerns about our privacy practices:

  1. Contact us directly using the information above
  2. File a complaint with the Information Commissioner’s Office (ICO)
  3. Seek legal advice if necessary

Contact Us

For privacy-related questions or concerns:

  • Email: [email protected]
  • Subject Line: “Privacy Policy Inquiry”
  • Response Time: We aim to respond within 48 hours

Specific Feature Privacy Notes

Financial Information

  • Payment data is processed through secure, PCI-compliant systems
  • Banking information is encrypted and stored securely
  • Financial reports are access-controlled

Maintenance Requests

  • Maintenance data is shared with relevant parties (landlords, agents, tenants)
  • Contractor information may be shared as necessary
  • Photos and documentation are stored securely

Communication System

  • Messages are stored securely within the platform
  • Communication history is maintained for record-keeping
  • Email notifications include necessary information only

Definitions

  • Personal Information: Any information that identifies or can be used to identify an individual
  • Processing: Any operation performed on personal information
  • Data Controller: The entity that determines how personal information is processed
  • Data Processor: The entity that processes personal information on behalf of the controller

Important: This privacy policy is effective as of the date listed above. By using our service, you acknowledge that you have read and understood this policy.