ARX Property Management Solutions Ltd ("ARX", "we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
ARX acts as the Data Controller for personal data we collect through this website, from enquiries, and in running our own business and client accounts. Where ARX processes personal data that a client organisation uploads to the ARX platform (for example residents, contractors or building records), ARX acts as a Data Processor and the client is the Data Controller. That processing is governed by our Data Processing Agreement.
ARX Property Management Solutions Ltd is registered in England and Wales (Company No. 16332429). Registered office: 66 Paul Street, London EC2A 4NA. ICO Registration No: ZC127741. ARX has not appointed a Data Protection Officer, as one is not required for our current size and processing; our data protection lead is the Founder.
Data protection enquiries: info@arx-pms.com
Client organisations upload data about their buildings, staff, contractors, residents and inspections to the ARX platform. For that data the client is the Data Controller and is responsible for having a lawful basis and for providing privacy information to the people concerned. ARX processes it only on the client's instructions.
We do not sell personal data, and we do not make decisions about you based solely on automated processing that have legal or similarly significant effects. AI features in the platform assist users with classification, extraction and suggested routing; a person remains responsible for the resulting decisions.
If you work for an organisation that manages, owns or operates residential buildings, we may hold your name, job title, employer, work email and work phone. We get these from you (for example an enquiry, a meeting or an event) or from public business sources such as your organisation's website, LinkedIn and Companies House. We use them to contact you about ARX and to manage our sales relationship with you.
Our lawful basis is legitimate interests (UK GDPR Article 6(1)(f)): promoting our services to organisations that may need them. We only send marketing emails without your prior consent to work addresses at companies and other corporate bodies. Every marketing email lets you opt out, and you can object at any time by emailing info@arx-pms.com. We will stop, and keep your address on a suppression list only so we do not contact you again.
We use Microsoft 365 (email, held in the UK), Zoho (our customer records, held in the EU) and Anthropic (an AI assistant that helps us sort enquiries and draft replies; a person reviews every email before it is sent). When we send marketing emails, they come from arx-pms.co.uk, a domain operated by ARX Property Management Solutions Ltd. We delete prospect records 24 months after our last contact with you.
We share personal data only where necessary with service providers who act on our instructions under written contracts (sub-processors), and with authorities where the law requires it. Our current sub-processors are:
The web and phone apps also contact a few outside services, such as map pictures and weather, which can see your IP address but receive none of your records.
For our own business (enquiries, prospects and client contacts, not client platform data) we also use Microsoft 365 (email, United Kingdom), Zoho (customer records, European Union) and Anthropic (AI assistant, United States).
An up-to-date sub-processor list is available on request. Clients are notified in advance of any change under the Data Processing Agreement.
Platform data is stored in the UK and EU. Transfers to EU countries rely on the UK adequacy regulations. Where a sub-processor is based in the United States, we rely on the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, supported by a transfer risk assessment, encryption in transit and at rest, and data minimisation (for example, monitoring providers receive technical data only). Our AI assistant provider, Anthropic, handles business contact details and enquiries in the United States under its standard terms; we limit what it handles, it cannot send email, and a person reviews every email before it is sent.
This website does not currently set any non-essential cookies and does not use analytics or advertising cookies. The ARX platform (Client Login) uses strictly necessary cookies and browser storage for login and session security only. See our Cookie Policy.
To exercise any right, email info@arx-pms.com. We will respond within one calendar month and may ask you to confirm your identity. If your request concerns data held in the platform on behalf of a client organisation, we will pass it to that client within 3 working days and assist them with their response.
Where ARX is the Data Controller and a breach is likely to result in a risk to individuals, we will notify the ICO within 72 hours of becoming aware of it and tell affected individuals without undue delay where required. Where ARX is a Data Processor, we will notify the affected client as set out in the Data Processing Agreement so that they can meet their own obligations.
If you have a concern about how we handle your data, contact us first at info@arx-pms.com. You also have the right to complain to the Information Commissioner's Office at www.ico.org.uk or on 0303 123 1113.
We may update this policy from time to time. Material changes will be notified to clients at least 30 days before they take effect. The current version is always available at www.arx-pms.com/privacy-policy.html.