MyLevels

PRIVACY POLICY

PRIVACY POLICY

Effective Date: 24/11/2025
Last Updated: 24/11/2025

At Levels Property Management Ltd (“we”, “us”, or “our”), your privacy is important to us. This Privacy Policy explains how we collect, use, disclose, and protect your personal data when you:

  • Receive property management services from us

  • Use our website (www.levelspropertymanagement.co.uk)

  • Access and use the MyLevels secure portal and mobile web application

  • Communicate with us by email, telephone or SMS

We are committed to handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Levels Property Management Ltd is a company registered in England and Wales, providing property and estate management services.

We are the data controller responsible for your personal data.

Contact Details:
Levels Property Management Ltd
Suite 1, Old Park Works, Baptist Avenue, Overdale, Telford, TF4 2BN
Email: info@levelspropertymanagement.co.uk
Phone: 0330 520 1336

2. The Services We Provide

We provide:

  • Property and estate management services

  • Service charge management and budgeting

  • Repairs and maintenance coordination

  • Financial account access

  • A secure online portal called MyLevels

MyLevels is a secure web-based platform accessible via browser and installable to a device as a mobile web application. It provides leaseholders and directors with 24/7 access to building information and services.

3. Information We Collect

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

A. Identity and Contact Information

  • Name

  • Email address

  • Telephone number

  • Mobile number

  • Postal address

B. Property & Ownership Information

  • Lease details

  • Property address

  • Unit number

  • Landlord or tenant status

  • Resident status

  • Director status (where applicable)

  • Building association

C. Account & Portal Information (MyLevels)

  • Username

  • Encrypted password

  • Account status

  • Assigned user role (e.g. leaseholder, director)

  • Building permissions

  • Login timestamps

  • Login history and login count

  • Records of portal interactions and submitted forms

D. Financial Information

  • Service charge data

  • Payment and billing information

  • Financial account records (processed via Blockman – see Section 7)

E. Repairs & Maintenance Information

  • Repair reports

  • Maintenance descriptions

  • Uploaded images or documents

  • Access details relating to repair visits
    (Processed via Fixflo – see Section 7)

F. Communications Data

  • Emails

  • SMS communications

  • Portal messages

  • Complaint records

  • Call notes

G. Technical Data

  • IP address

  • Browser type and version

  • Device information

  • Operating system

  • Website usage data

  • Cookies and similar technologies

4. How We Use Your Information

We use your personal data to:

  • Deliver property and estate management services

  • Manage service charge collection and financial administration

  • Provide access to the MyLevels portal

  • Control role-based access to building information

  • Process and manage repair and maintenance requests

  • Communicate important updates about your building

  • Send urgent health and safety notifications

  • Respond to queries and complaints

  • Maintain accurate records

  • Comply with legal and regulatory obligations

  • Improve our services and systems

  • Send marketing communications (where consent has been provided)

5. SMS Communications

We may contact you via SMS where appropriate, including:

  • Urgent health and safety notifications

  • Emergency building updates

  • Repair coordination

  • Important service announcements

Our legal basis for sending SMS communications is:

  • Performance of our contract with you

  • Legitimate interests (particularly for urgent safety matters)

If SMS is used for non-essential communications, you may request to opt out by contacting us.

6. Legal Basis for Processing

We process your personal data under one or more of the following legal grounds:

Performance of a Contract

Where processing is necessary to manage your property or provide portal access.

Legal Obligation

Where we are required to retain records for regulatory, accounting, or safety purposes.

Legitimate Interests

Where processing is necessary for the efficient operation of our business, including:

  • Improving services

  • Preventing fraud

  • Ensuring portal security

  • Managing building communications

Consent

Where required for marketing communications.

7. Third-Party Platforms & Integrations

A. Blockman (Financial Platform)

We integrate with Blockman to provide secure financial account access, including invoices, statements and service charge records.

Blockman may process financial data on our behalf or as an independent data controller.

Blockman Privacy Policy:
https://www.blockman.co.uk/privacy-policy/

B. Fixflo (Repairs & Maintenance Platform)

Repair and maintenance requests submitted through MyLevels are processed via Fixflo, which is integrated into our portal.

When submitting a repair, your data may be processed within the Fixflo system.

Fixflo Privacy Policy:
https://www.fixflo.com/privacy-policy

Fixflo may act as a data processor or independent data controller depending on the context of processing.

C. Other Service Providers

We may share data with:

  • Contractors and maintenance providers

  • Accountants and legal advisors

  • IT hosting providers

  • Email and SMS service providers

  • Regulatory or legal authorities where required

We only share data where necessary and ensure appropriate safeguards are in place.

8. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal and regulatory requirements.

This includes:

  • Property management records retained in line with statutory limitation periods

  • Financial records retained in accordance with accounting obligations

  • Portal accounts retained while ownership or management relationships continue

  • Login history retained for security monitoring purposes

When a property is sold or ownership changes, portal access will be deactivated and data retained in accordance with our legal obligations.

9. Security

We implement appropriate technical and organisational security measures including:

  • Encrypted password storage

  • Role-based access controls

  • Secure hosting environments

  • SSL encryption

  • Restricted administrative access

  • Backup and recovery systems

No system can be guaranteed 100% secure, but we take reasonable steps to protect your data.

10. Cookies & Technical Storage

Our website and MyLevels portal use cookies and similar technologies.

MyLevels may also use local browser storage to enable secure session handling and application functionality.

For full details, please refer to our Cookie Policy.

11. Your Data Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you

  • Request correction of inaccurate or incomplete data

  • Request deletion of your data where appropriate

  • Object to or restrict processing

  • Request data portability (where applicable)

  • Withdraw consent at any time (where consent is relied upon)

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise your rights, please contact us using the details above.

ICO website: https://www.ico.org.uk

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be published on our website with the updated effective date.