Privacy Policy

Last updated: 15 October 2026

1. Who we are

Integro Property Management Ltd (“Integro”, “we”, “us”) is a registered property factor in Scotland, Property Factor Registration Number PF000321. We are registered with the Information Commissioner’s Office (ICO), registration number ZB380033. We are the data controller for the personal data described in this policy.

Address: Clyde Office, 2nd Floor, 48 West George Street, Glasgow G2 1BP Email: info@integropm.com Phone: 0141 354 1735

For any question about this policy or your personal data, contact us at info@integropm.com.

2. The personal data we collect

Homeowner account data: names, property address, correspondence address, phone number, email address, ownership share and Apportionment details, dates of purchase or sale, solicitor details on a change of ownership, and records of our communications with you.

Payment and account data: invoices, payments, account balance, Float, any arrears and repayment arrangements. Card and PayPal payments are processed by PayPal and Stripe. We do not see or store your full card details.

Repairs and maintenance data: reports of Common Repairs, access arrangements, contractor visits, photographs of common parts, insurance claim details, and owner consultation and voting records.

Enquiries and form data: information you send us through our contact or Switch Your Factor forms, by email or by phone, such as your name, contact details, building address, number of flats, current factor and your message.

Complaints: complaint correspondence and outcomes.

Website data: our website is hosted by Squarespace, which uses cookies and similar technologies. Some are essential to how the site works and some, with your consent, are used for analytics. See section 9.

3. Why we use your data and our lawful bases

Providing factoring services under your Title Deeds, Deed of Conditions or the Tenement Management Scheme and our Written Statement of Services, including billing, arranging Common Repairs and insurance. Lawful basis: contract, and legitimate interests where the arrangement is with Homeowners collectively.

Meeting our duties under the Property Factors (Scotland) Act 2011 and the Code of Conduct for Property Factors, for example our Written Statement of Services, financial statements, complaint records and handover to a new factor, and our obligations under tax, accounting and anti-money-laundering law. Lawful basis: legal obligation.

Recovering debts, responding to Tribunal applications and legal claims, keeping our systems secure and improving our service. Lawful basis: legitimate interests.

Responding to your enquiry or request for a proposal. Lawful basis: legitimate interests, or taking steps at your request before entering into a contract.

Sending marketing emails and using non-essential cookies. Lawful basis: consent, which you can withdraw at any time.

We do not routinely collect special category data. If you tell us about a health condition, for example so we can arrange access for repairs, we will use it only for that purpose and with your explicit consent, or where the law otherwise permits.

4. Who we share your data with

We share personal data only where necessary with:

·       contractors and tradespeople carrying out repairs, cleaning and landscaping, limited to contact and access details;

·       insurers, insurance brokers and loss adjusters, for the common buildings policy and claims;

·       other Homeowners in your building, limited to what is needed for consultation, voting and Apportionment, and only as the Code of Conduct and the law permit;

·       an incoming property factor, if Homeowners change factor, as required by the Code of Conduct;

·       the First-tier Tribunal for Scotland (Housing and Property Chamber), courts, solicitors and debt recovery agents where necessary;

·       payment processors, including PayPal, and our bank;

·       trusted IT, website, accounting and email service providers, and our professional advisers and auditors;

·       regulators and public authorities, such as the Scottish Government Property Factor Register, HMRC or the police, where the law requires.

We never sell your personal data.

5. International transfers

Some of our trusted IT, website, accounting and email service providers, and payment processors, may process personal data outside the UK. Where this happens, we make sure appropriate safeguards are in place, such as UK adequacy regulations or the International Data Transfer Agreement or UK Addendum to the EU Standard Contractual Clauses approved under UK data protection law. Contact us if you would like more information.

6. How long we keep your data

Homeowner account, financial and repairs records: for as long as we factor your property, then for 6 years after the end of the financial year in which our arrangement ends, to meet tax, accounting and legal requirements.

Complaint correspondence: for at least 3 years from the date we receive the first complaint, as the Code of Conduct requires, and longer if a Tribunal application or legal claim is ongoing.

Enquiries and form submissions that do not lead to us factoring your building: 12 months.

Marketing preferences: until you withdraw your consent.

7. Your rights

Under UK GDPR and the Data Protection Act 2018, you have the right to:

·       access the personal data we hold about you;

·       have inaccurate data corrected;

·       have your data erased;

·       restrict how we use your data;

·       object to processing based on legitimate interests, and object at any time to direct marketing;

·       data portability;

·       withdraw consent at any time, where we rely on consent.

Some rights are limited where we need to keep data to meet a legal obligation. To exercise any of these rights, email info@integropm.com. We will respond within one month.

8. Complaints

If you are unhappy with how we have handled your personal data, please contact us first at info@integropm.com. You also have the right to complain to the Information Commissioner’s Office (ICO):

Website: ico.org.uk/make-a-complaint Phone: 0303 123 1113 Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

9. Cookies

Our website is built on Squarespace, which sets essential cookies, such as security and cookie-preference cookies, and analytics cookies only with your consent through our cookie banner. You can change your choice at any time using Manage cookies in the banner, or through your browser settings.

10. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.