Privacy Policy

BlockMaster Pro ("BlockMaster Pro", "we", "us") provides property management and accounting software for managing agents, landlords and freeholders in the United Kingdom. This policy explains how we handle personal data when you use our platform and website at blockmasterpro.com.

Where a managing agent or other customer uses BlockMaster Pro to manage their own properties, leaseholders and suppliers, that customer is generally the data controller for the information they enter, and we act as a data processor on their behalf. For account registration, billing and the operation of our own website and platform, we act as controller.

• Account information — name, email address, password credentials handled by our authentication provider, user role and permissions, and activity records such as sign-ins and changes made in the platform.
• Contact and communication data — messages, emails, uploaded documents and, where those features are enabled by a customer, mailbox content and telephone call recordings, transcripts and summaries.
• Technical data — information needed to deliver and secure the service, such as request logs and error reports.

Customers use BlockMaster Pro to record and process information about buildings, units, leaseholders, freeholders, tenants, suppliers and contractors. This can include names, correspondence addresses, email addresses, telephone numbers, lease and apportionment details, service charge budgets and demands, ground rent, arrears and credit-control history, payments and receipts, supplier invoices, purchase ledger entries, compliance certificates, maintenance and site-visit records, and related documents and photographs.

Where a customer records bank details for suppliers, freeholders or client accounts, we process those details to support payments and accounting. Where the Open Banking feature is enabled and a user chooses to connect a bank account, we also process account information supplied through an authorised Open Banking provider, as described in section 8.

• To provide, host, maintain and support the platform and its features.
• To produce service charge budgets, demands, statements, certificates, reports and accounting records.
• To send operational communications such as demands, statements, compliance notices and system emails on behalf of our customers.
• To provide optional assistive features that summarise, extract or draft content (for example invoice data extraction, document summaries, email triage and collections drafting) using third-party AI services.
• To secure the service, prevent misuse, diagnose faults and improve reliability.
• To manage our customer relationship, billing and legal obligations.

Under the UK GDPR we rely on the following lawful bases:

• Contract — to provide the platform to our customers and their authorised users.
• Legitimate interests — to operate, secure and improve the service, and to manage our business, where this is not overridden by your rights.
• Legal obligation — where we must retain or disclose information to comply with the law.
• Consent — where you explicitly choose to connect a bank account or mailbox, or where consent is otherwise required. You can withdraw consent at any time.

Customers using BlockMaster Pro to process information about their leaseholders and suppliers are responsible for identifying their own lawful basis, which will often be contract, legal obligation or legitimate interests connected to the management of the property.

We use a limited number of service providers to run the platform. Depending on which features a customer enables, these currently include:

• Cloud hosting, database, authentication and file storage providers.
• Email delivery providers, used to send demands, statements and notifications.
• Authorised Open Banking provider(s), where bank connections are enabled.
• AI providers, accessed through our AI gateway, used for document extraction, summarisation, transcription and drafting features.
• Microsoft, where a user connects an Outlook mailbox for the email assistant features.
• Google Maps services, used for site-visit route planning where that feature is used.
• Telephony providers, where a customer connects a phone system for call logging and summaries.

These providers only process information on our instructions and for the purposes described in this policy. We can supply a current list of providers on request.

Where the Open Banking feature is enabled, a user explicitly chooses to connect a bank account. The connection is authorised by the user directly with their bank through an authorised Open Banking provider.

• We may process bank account information, account identifiers, account balances and transaction information supplied to us through our authorised Open Banking provider(s).
• This information is used for features such as bank reconciliation, transaction matching, accounting and financial management within the platform.
• Connecting a bank account does not give BlockMaster Pro your online banking username or password. Those credentials are entered only with your bank or the authorised provider, never with us.
• We do not use Open Banking access to initiate payments. If a payment initiation service is introduced in future, it will be expressly disclosed and separately authorised by you.
• You can disconnect a connected bank account at any time from the Banking area of the platform. Disconnecting stops further data being retrieved; information already imported into your accounting records is retained as part of those records unless you ask us to delete it.
• Open Banking data is also processed by the relevant regulated Open Banking provider under its own terms and privacy notice.

BlockMaster Pro is not itself an FCA-authorised account information service provider. Regulated Open Banking access is provided by our authorised Open Banking provider(s). Provider-specific details can be added to this section where a provider is required to be identified.

We may share information:

• with the service providers listed in section 7, to deliver the service;
• with recipients chosen by our customers, such as leaseholders receiving demands and statements, suppliers, freeholders and contractors;
• with professional advisers, auditors or insurers where necessary and subject to confidentiality;
• where required by law, regulation, court order or to protect our rights or the safety of others;
• with a buyer or successor in connection with a merger, acquisition or reorganisation.

We do not sell personal data and we do not use it for third-party advertising.

Some of our service providers operate outside the United Kingdom. Where personal data is transferred outside the UK, we rely on an appropriate safeguard recognised under UK data protection law, such as UK adequacy regulations or the International Data Transfer Agreement or Addendum to the EU standard contractual clauses. Details of the safeguards used for a specific provider are available on request.

We take appropriate technical and organisational measures to protect personal data. These include access control and role-based permissions, per-customer data isolation enforced at the database level, encrypted transport (HTTPS) for data in transit, encryption of sensitive credentials such as Open Banking tokens before they are stored, and restricted internal access on a need-to-know basis.

No system can be guaranteed to be completely secure. We do not make certification or audit claims that we cannot evidence; where a compliance assurance is required for a supplier review, please contact us and we will respond with our current position.

Information entered by a customer is retained for as long as their account is active and for as long as the customer requires it for property management and accounting purposes. Because service charge, ground rent and company accounting records are normally subject to statutory retention obligations, customers usually need to keep them for a number of years after the relevant financial year.

On termination, or on a documented deletion request from the customer as controller, we delete or return the data within a reasonable period, subject to any legal obligation to retain it. We can confirm the retention arrangements that apply to a particular account on request.

The platform uses strictly necessary cookies and similar browser storage to keep you signed in, maintain your session securely and remember basic interface preferences. We do not use advertising cookies. If we introduce analytics or other non-essential technologies, we will update this policy and seek consent where required.

Subject to conditions, you have the right to:

• be informed about how your personal data is used;
• request access to a copy of your personal data;
• have inaccurate personal data corrected;
• request erasure of personal data in certain circumstances;
• restrict or object to certain processing;
• request data portability;
• withdraw consent where processing is based on consent;
• not be subject to a decision based solely on automated processing that has legal or similarly significant effects. Our assistive AI features produce drafts and suggestions for a person to review; they do not make final decisions about individuals on their own.

Contact us using the details in section 18. If your information was entered into BlockMaster Pro by a managing agent, landlord or freeholder — for example because you are a leaseholder or supplier — that organisation is the controller, and we will pass your request to them and support them in responding. We may need to verify your identity before acting on a request, and we aim to respond within one month.

If you are unhappy with how we have handled your personal data, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF · Helpline 0303 123 1113 · ico.org.uk

We may update this policy from time to time to reflect changes to the platform, our service providers or the law. The date at the top of this page shows when it was last updated, and material changes will be communicated to our customers.

Privacy enquiries: privacy@blockmasterpro.com

Website: blockmasterpro.com