Privacy Policy

Who We Are & How to Contact Us

Freedom Property Academy is the data controller responsible for your personal data. We are based at [registered/trading address] and are registered with the Information Commissioner's Office (ICO) as a data controller, registration number [insert ICO registration number]. If you have any questions about this Policy or how we handle your personal data, contact us at info@freedompropertyacademy.com, or by post at the address above.

Personal Data We Collect

Depending on how you interact with us, we may collect and process the following categories of personal data about you:

• Identity data – your name, date of birth, and signature
• Contact data – your address, email address, and telephone number
• Financial data – billing and payment details, processed via our invoicing provider or payment processor
• Programme data – your enrolment details, meeting attendance, progress through the Programme, and notes from your 1:1 strategy day
• Communications data – messages in our members' group chat, emails, and other correspondence with us
• Video and image data – recordings of meetings and webinars you attend, and photographs, video footage, or testimonials of you, where you have consented
• Technical data – IP address, browser and device information, and cookie data collected via our website or Online Portal
• Marketing data – your preferences for receiving communications from us

We do not set out to collect special category data (such as health data). If you choose to share sensitive information with us, we only use it for that specific purpose and keep it to the minimum necessary.

How We Collect Your Data

• Directly from you – when you enrol, sign an agreement, attend sessions, use the Online Portal, or contact us
• Automatically – through cookies and similar technologies when you visit our website
• From third parties – occasionally, for example payment confirmations from our payment processor

How We Use Your Data & Our Legal Basis

UK data protection law requires us to have a valid legal basis for each way we use your data:

• Providing access to the Programme and managing your membership — Performance of a contract with you
• Processing payments and keeping financial records — Performance of a contract; legal obligation (tax/accounting)
• Recording sessions, and using your image, video, or testimonials in our marketing — Your consent (withdrawable at any time)
• Sending service-related communications (e.g. reminders, portal updates) — Performance of a contract; legitimate interests
• Sending marketing communications about the Academy — Your consent, where required by law
• Monitoring engagement (e.g. attendance) where this affects a free membership arrangement — Performance of a contract
• Preventing fraud and enforcing our agreements — Legitimate interests in protecting our business
• Complying with our legal and regulatory obligations — Legal obligation

Who We Share Your Data With & International Transfers

We share personal data with trusted third parties who help us deliver the Programme, including the providers of our Online Portal, CRM, Property Management System (PMS), Guestalizer, Infinit Invoice, Infinit Doc, our bookings platform, our deals marketplace, and our email/marketing platform. These providers act as our data processors and may only use your data on our instructions, under a written data processing agreement.

• We do not sell your personal data to any third party
• We may share data with professional advisers, regulators, or law enforcement where required by law
• Where a service provider stores or processes data outside the UK, we ensure an appropriate safeguard is in place — such as reliance on UK adequacy regulations, the UK International Data Transfer Agreement, or standard contractual clauses

How Long We Keep Your Data

We keep personal data only as long as necessary for the purposes set out in this Policy. As a general guide:

• Client and financial records are kept for 6 years after our relationship with you ends (to meet HMRC and accounting requirements)
• Marketing images, video, and testimonials are kept while in active marketing use, or until you withdraw consent, whichever is earlier
• Meeting/webinar recordings are kept for 12 months unless a longer period is genuinely needed

Cookies and Similar Technologies

Our website and Online Portal use cookies. Cookies that are strictly necessary, or used only for basic, low-risk analytics, may be used without asking for your consent, in line with the Data (Use and Access) Act 2025. Cookies used for advertising or cross-site tracking — for example, tools that help us measure or target Facebook and Instagram advertising — are only used with your consent, which you can manage at any time through our cookie settings.

Your Rights

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

• Request access to your personal data
• Request correction of inaccurate data
• Request erasure of your data
• Request that we restrict our processing
• Request your data in a portable format
• Object to processing based on legitimate interests
• Withdraw consent at any time where we rely on it

We will normally respond within one calendar month, which may be extended by up to two further months for complex or numerous requests. We do not use automated decision-making that produces legal or similarly significant effects on you.

Children

Our Services are intended for adults and are not directed at children. We do not knowingly collect personal data from children.

Changes to This Policy

We may update this Privacy Policy from time to time. The current version is always available at [insert link], and we will notify you of any significant changes where appropriate.