top of page

Privacy Policy

Effective date: 6 October 2026
Last updated: 6 October 2026

1. About this privacy policy

Residential Management Group Scotland Limited (“RMG Scotland”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal data.


This privacy policy explains how we collect, use, store and share personal information when you use our website, contact us, use our services, access our customer portal or otherwise interact with us.

For the purposes of UK data protection law, including the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018, Residential Management Group Scotland Limited is a data controller where it determines the purposes and means by which your personal data is processed.

The Rennie Mackintosh Group Of Scotland
Company number: XXXXXXXX
Registered office: The Isokon Building, International Financial Services District, 98 Holm Street, Glasgow, G2 6SY, Scotland, UK.

This policy applies to our website at www.rmg-scotland.com.


Our website may contain links to third-party websites and services. Those third parties are responsible for their own privacy practices. We encourage you to read their privacy notices before providing personal information to them.

2. The personal information we collect

Personal data means any information relating to an identified or identifiable individual.

Depending on your relationship with us and the services you use, we may collect and process information including:
 

  • your name;

  • postal and property address;

  • email address;

  • telephone or mobile number;

  • customer or account reference details;

  • information relating to a property that we manage;

  • account, billing and payment information;

  • correspondence and communications with us;

  • enquiries, complaints and service requests;

  • repair and maintenance information;

  • information relating to contractors, suppliers or professional advisers;

  • information you provide when using our website, customer portal, mobile applications or other services; and

  • technical information about your use of our website and online services.


We will only collect personal data that is relevant and reasonably necessary for the purposes for which it is processed.

3. Information collected through our website

When you visit our website, certain technical information may be collected automatically.

This may include:
 

  • your Internet Protocol (IP) address;

  • browser type and version;

  • device type and operating system;

  • pages viewed and links followed;

  • the date and time of your visit;

  • referring website information;

  • approximate location derived from your IP address; and

  • diagnostic or error information.
     

We may use cookies and similar technologies to collect some of this information. Please see our Cookie Policy for further information.

If you contact us through our website, we may collect information such as your name, email address, telephone number, property name and the information contained in your enquiry.

4. Information relating to our property management services

As a property management business and property factor, we may process personal data about property owners, residents, clients and other individuals in connection with the management of properties and developments.

This can include information required to:
 

  • administer your account;

  • communicate with you about your property or development;

  • issue invoices and account statements;

  • receive and administer payments;

  • arrange repairs and maintenance;

  • manage contractors and suppliers;

  • administer buildings insurance and insurance claims where applicable;

  • carry out health and safety and property management functions;

  • manage common areas and services;

  • respond to emergencies;

  • manage enquiries and complaints;

  • administer property sales, purchases and lettings;

  • recover sums lawfully due;

  • maintain appropriate property and financial records; and

  • comply with our contractual, regulatory and legal responsibilities.
     

5. How we collect personal information

We may collect personal information directly from you when you:
 

  • contact us by telephone, email, post, online chat or through our website;

  • complete an enquiry or other online form;

  • use our customer portal or mobile application;

  • make a payment;

  • report a repair, maintenance issue or other problem;

  • submit a complaint or request;

  • communicate with a property manager or member of our customer service team; or

  • otherwise interact with us in connection with a property or service that we manage.
     

We may also receive personal information from third parties where appropriate and lawful. These may include property developers, property owners, landlords, letting agents, solicitors, previous or incoming property factors or managing agents, contractors, insurers, insurance brokers, local authorities, emergency services, professional advisers and other organisations involved in the management of a property or development.

We may also receive information from publicly available sources where permitted by law.

6. Why we use your personal information

We may process personal data for purposes including:
 

  • providing property management and property factoring services;

  • managing our relationship with customers and clients;

  • administering customer and property accounts;

  • processing payments and maintaining financial records;

  • arranging and managing repairs, maintenance and other property services;

  • communicating information concerning properties and developments;

  • managing contractors and other service providers;

  • administering insurance arrangements and claims where applicable;

  • responding to enquiries, complaints and requests;

  • operating and improving our website, customer portal, mobile applications and other services;

  • maintaining the security of our systems and services;

  • preventing and detecting fraud or misuse;

  • establishing, exercising or defending legal claims;

  • recovering unpaid sums;

  • complying with applicable laws, regulations and regulatory requirements; and

  • managing and improving our business and services.
     

We will not use personal data for purposes that are incompatible with the purposes for which it was originally collected unless permitted or required by law.

7. Our lawful bases for processing

Under UK data protection law, we must have a lawful basis for processing personal data.

Depending on the circumstances, we may rely on one or more of the following:

Contract

We may process your personal data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract.

Legal obligation

We may process personal data where this is necessary to comply with a legal or regulatory obligation that applies to us.

Legitimate interests

We may process personal data where this is necessary for our legitimate interests or those of a third party, provided that those interests are not overridden by your fundamental rights and freedoms.

Our legitimate interests may include operating and improving our property management services, communicating with customers, maintaining accurate records, protecting our business and systems, recovering sums due and establishing or defending legal rights.

Consent

Where the law requires consent for a particular activity, we will ask you for it. Where processing is based on consent, you may withdraw your consent at any time.

Withdrawing consent does not affect the lawfulness of processing that took place before consent was withdrawn.

8. Sharing your personal information

Where necessary and lawful, we may share personal information with organisations including:
 

  • companies within the Residential Management Group;

  • contractors and suppliers providing services to properties or developments;

  • IT, hosting, software and data-storage providers;

  • payment service providers and financial institutions;

  • insurers, insurance brokers and claims handlers;

  • accountants, auditors, solicitors and other professional advisers;

  • debt recovery providers and sheriff officers where appropriate;

  • property developers, clients, owners and relevant managing organisations;

  • local authorities, regulators and public bodies;

  • courts, tribunals and law enforcement agencies where required or permitted by law;

  • emergency services where necessary;

  • organisations involved in the sale, restructuring or transfer of all or part of our business; and

  • other third parties where you have authorised us to disclose information or where disclosure is otherwise permitted by law.
     

Where third parties process personal data on our behalf, we require them to protect that information appropriately and to process it only in accordance with our instructions and applicable data protection law.

We do not sell your personal data.

9. Security

We take appropriate technical and organisational measures designed to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

Access to personal data is restricted to employees, contractors and other parties who have an appropriate business need to access it.

Although we take reasonable precautions to protect personal information, no internet transmission or electronic storage system can be guaranteed to be completely secure.

10. How long we keep personal information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including satisfying legal, regulatory, accounting and reporting requirements and establishing or defending legal claims.

Different categories of information may therefore be retained for different periods.


When personal information is no longer required, we will securely delete or anonymise it unless we are required or permitted by law to retain it.

11. International transfers

Some of our service providers or group companies may process personal data outside the United Kingdom.

Where personal data is transferred outside the UK, we will ensure that an appropriate legal mechanism and safeguards are in place as required by UK data protection law. These may include transfers to countries recognised as providing an adequate level of data protection or the use of approved contractual safeguards.

12. Your data protection rights

Depending on the circumstances, UK data protection law gives you rights in relation to your personal data.

These may include:

Right to be informed – You have the right to receive information about how we collect and use your personal data.

Right of access – You may ask us for confirmation that we process your personal data and request a copy of the personal data we hold about you.

Right to rectification – You may ask us to correct personal data that is inaccurate or complete information that is incomplete.

Right to erasure – In certain circumstances, you may ask us to delete your personal data. This is not an absolute right and we may be required or entitled to retain information in certain circumstances.

Right to restrict processing – In certain circumstances, you may ask us to restrict the way in which we use your personal data.

Right to data portability – In certain circumstances, you may ask to receive personal data that you provided to us in a structured, commonly used and machine-readable format or ask us to transfer it to another organisation.

Right to object – You may have the right to object to processing based on our legitimate interests. You also have the right to object to the use of your personal data for direct marketing.

Rights relating to automated decision-making – You may have rights relating to decisions made solely by automated means where those decisions have legal or similarly significant effects.

Where processing is based on your consent, you also have the right to withdraw that consent.

Some of these rights are subject to exemptions and qualifications under applicable law.

We may need to request information from you to confirm your identity before responding to a request.

13. Marketing communications

Where we send electronic direct marketing that requires your consent, we will only do so where the appropriate consent has been obtained.

You can ask us to stop sending marketing communications at any time by following the unsubscribe instructions included in the relevant communication or by contacting us.

We may continue to send service-related communications that are necessary in connection with a property, account or service we manage.

14. Cookies

Our website uses cookies and similar technologies.

Cookies are small data files stored on your device. They may be used to provide essential website functionality, remember preferences, understand how visitors use our website and, where applicable and with the required consent, support analytics or other optional functionality.

Where required by law, non-essential cookies will not be placed on your device unless you have given the appropriate consent.

You can manage your preferences through our cookie consent controls and may also be able to manage cookies through your browser settings.

Please see our separate Cookie Policy for more information about the cookies and similar technologies used on our website.

15. Children's privacy

Our website and property management services are not directed at children for the purpose of collecting their personal data.

There may nevertheless be limited circumstances in which information relating to children is processed as part of providing property management services. Where this occurs, we will process that information only where there is an appropriate lawful basis and in accordance with applicable data protection law.

16. Data breaches

We maintain procedures for identifying, investigating and responding to personal data breaches.

Where a breach is required to be reported under applicable law, we will notify the Information Commissioner's Office and affected individuals as required.

17. Complaints

If you have concerns about how we process your personal data, please contact us so that we can investigate and respond.

You also have the right to lodge a complaint with the Information Commissioner's Office (“ICO”), the UK's independent data protection regulator.

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: www.ico.org.uk

We would appreciate the opportunity to address your concerns before you contact the ICO, although you are not required to contact us first.

18. Changes to this privacy policy

We may update this privacy policy from time to time to reflect changes to our services, business practices, technology or legal and regulatory requirements.
The current version will be published on our website and the “last updated” date at the top of this policy will be amended accordingly.

Where a change materially affects how we process your personal data, we will take any additional steps required by applicable law.

19. Contact us

If you have questions about this privacy policy, wish to exercise your data protection rights or have concerns about how your personal information has been handled, please contact RMG Scotland.
 
The Isokon Building
International Financial Services District 
98 Holm Street,
Glasgow
G2 6SY
Scotland UK

Customer Services: 0141 221 0050

You can also contact us using the contact details or online contact facilities provided on www.rmg-scotland.com.

bottom of page