top of page

Privacy Policy

Last updated: January 2026

​

This Privacy Policy explains how PropPerly (Optima VA Ltd) collects, uses, and protects personal data when you visit our website, contact us, or use our services.

PropPerly is the trading name of Optima VA Ltd, Company No. 16515653, registered at 124 City Road, London EC1V 2NX, United Kingdom. We are registered with the UK Information Commissioner's Office (ICO) under reference ZB984461.

For any questions about this policy or your personal data, contact us at info@propperly.co.uk.

​

Who We Are

PropPerly places trained Virtual Assistants with UK property and finance businesses. This policy covers personal data we handle as a data controller — that is, data relating to website visitors, enquirers, and clients. Where we process data on behalf of our clients (for example, data handled by a Virtual Assistant working within a client's systems), we act as a data processor under a separate Data Processing Agreement with that client.

​

What Information We Collect

We may collect the following personal data:

  • Contact details — your name, email address, phone number, and company name when you contact us, book a consultation, or enquire about our services.

  • Communication records — the content of messages, emails, and calls between us.

  • Website usage data — information collected automatically when you visit our site, such as your IP address, browser type, and pages visited, via cookies and analytics tools.

  • Service information — details you share with us about your business needs when discussing or using our services.

​

How We Use Your Information

We use your personal data to:

  • Respond to your enquiries and provide information about our services

  • Arrange and conduct consultations

  • Deliver and manage our services if you become a client

  • Send you relevant information about our services where you have agreed to this or where we have a legitimate business interest

  • Comply with our legal and regulatory obligations

  • Improve our website and services

​

Legal Basis for Processing

We process your personal data on the following legal bases under UK GDPR:

  • Contract — where processing is necessary to provide services you have requested

  • Legitimate interests — for business-to-business communication, responding to enquiries, and improving our services, balanced against your rights

  • Consent — where you have agreed to receive marketing communications

  • Legal obligation — where we are required to process data by law

​

Cookies

Our website uses cookies to function correctly and to understand how visitors use the site. You can control or disable cookies through your browser settings. Disabling some cookies may affect how the website works.

​

How We Share Your Information

We do not sell your personal data. We may share it with:

  • Service providers who help us operate our business (for example, payment processing, e-signature, email, and document storage providers), all of whom are bound by appropriate data protection obligations

  • Professional advisers such as accountants or legal advisers where necessary

  • Regulators or authorities where required by law

A full list of the third parties we use to process personal data is available on request.

​

International Transfers

Some of our service providers and contractors are based outside the UK, including our Virtual Assistants in the Philippines. Where personal data is transferred outside the UK, we put appropriate safeguards in place, including contractual protections aligned with UK GDPR and, where required, the UK International Data Transfer Agreement.

​

How Long We Keep Your Information

We keep personal data only for as long as necessary for the purposes set out in this policy, or as required by law. Enquiry and marketing data is typically retained for up to 24 months from your last interaction with us. Client and accounting records are retained for up to 6 years in line with legal requirements.

​

Your Rights

Under UK data protection law, you have the right to:

  • Access the personal data we hold about you

  • Request correction of inaccurate data

  • Request deletion of your data (subject to legal retention requirements)

  • Object to or restrict our processing of your data

  • Request a copy of your data in a portable format

  • Withdraw consent at any time where processing is based on consent

To exercise any of these rights, contact us at info@propperly.co.uk. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk if you are unhappy with how we handle your data.

​

Changes to This Policy

We may update this policy from time to time. The latest version will always be available on this page.

​

Contact Us

PropPerly (Optima VA Ltd) 124 City Road, London EC1V 2NX, United Kingdom Email: info@propperly.co.uk

bottom of page