Privacy Policy and Other Policies

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Privacy and Other Policies 

1. Privacy Policy 

2. Cookie Policy

3. Anti Money Laundering 

4. Record Rentention

5. Complaints Procedure

7. COVID 19 Policy

8. Disclaimer

Privacy Policy

Abode (Digs) Property Management Ltd may collect, store and otherwise process the following information about you:

The EU General Data Protection Regulation (“GDPR”) recognises certain categories of personal information as sensitive and therefore requiring more protection, for example information about your health, ethnicity and religious beliefs.

We will only process these special categories data if there is a valid reason for doing so and where the GDPR allows us to do so.

Information from our webservers’ log, such as Google Analytics

Our Site may place and access certain first party Cookies on your computer or device. First party Cookies are those placed directly by Us and are used only by Us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve Our services. In addition, Our Site uses analytics services provided by Google, which also use Cookies.

Data collected by Google Analytics is stored directly within the Analytics platform and anonymised. Our Analytics account can only be accessed by select members of Our Team and the login details for this are stored within an encrypted platform. For more details, please refer to Our Cookie Policy

Personal information of others

Before you disclose to us the personal information of another person, you must obtain that person’s consent to both the disclosure and processing of that personal information in accordance with the terms of this privacy policy

How will we use this information?

Your personal information, however provided to us, will be used for the purposes specified in this Notice. In particular we may use your personal information:

  1. to allow you to request viewings or further information via our website
  2. to provide you with a more personalised experience for example by making property suggestions
  3. to answer your questions/requests and communicate with you in general
  4. to manage relationships with our partners and service providers (for example StuRents, Housing Hand, utility companies)
  5. to verify your identity and make credit or reference checks where required
  6. to analyse and improve our work, services, products or information (including our website), or for our internal records
  7. to audit and/or administer our accounts
  8. to satisfy legal obligations which are binding on us, for example in relation to regulatory, government and/or law enforcement bodies with whom we may work

Will we share your personal information?

Abode (Digs) Property Management Ltd commits to keeping your personal information confidential and safe:

How long will we keep your information?

In general, unless it is still required in connection with the purpose(s) for which it was originally collected, we remove your personal information from our records 5 years after the date it was collected and we will only keep your information for as long as it is relevant and useful for that purpose.

Access to your information

You can update your personal information by contacting us via email or telephone and we will update your records on our data management systems – please let us know if the personal information we hold about you needs to be correct or updated.

If you would like to know what personal information we hold about you, you may make a request for copies of this information. You should be aware we will need to see proof of identity before processing any such request and may charge an administration fee to cover our costs in providing you with this information.

We rely on your consent to use your personal information, you have the right to withdraw consent at any time. If requested we will make all reasonable efforts to supply, correct or delete the information about you.

Changes to this policy

We may update this privacy policy from time to time. Any changes we make to our policy in the future will be posted on this page and we will notify you of any significant changes by contacting you directly where reasonably possible for us to do so.

Cookie Policy

This site uses cookies – small text files that are placed on your machine to help the site provide a better user experience. In general, cookies are used to retain user preferences, store information for things like shopping carts, and provide anonymised tracking data to third party applications like Google Analytics. As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers.

Other Policies

Anti-Money Laundering

Examples of suspicious behaviour

Client Identification

For customers defined as Corporate Customers, Listed Companies, Private Companies or Public Authorities, (presenting lower risk for money laundering activities and terrorist activity due to their regulated activities) we must obtain relevant information. e.g. company registration number, registered address and evidence that the individuals have the authority to act for the company – a search at Companies House will reveal details of directors and company secretary.

Private Customers, customer’s identity is done by documents that are based on a government issued document with the customer’s full name and photo with either the customer’s date of birth or residential address such as:

Tenants provided documentation & information from reliable and independent sources for verification checking.

  1. Valid passport
  2. Valid photocard driving licence and full Birth Certificate.
  3. National identity card

Abode property management will not do business with;

Record Retention Policies

In general, unless it is still required in connection with the purpose(s) for which it was originally collected, we remove your personal information from our records 5 years after the date it was collected and we will only keep your information for as long as it is relevant and useful for that purpose.

Complaints Procedure

If you wish to make a complaint you can contact our office in the following way:

In writing: to Mr Nick Jackson at our office:

Abode Property Management

1Triangle South




Response Times: We will acknowledge receipt of your complaint within 2 working days. We will issue a full response within 14 working days.

If you are still unhappy with our response you can contact the Property Ombudsman at the following address:

The Property Ombudsman
Beckett House
4 Bridge Street
Wiltshire SP1 2LX
Tel: 01722 333306
Fax: 01722 332296

Or alternatively you can contact BALMA (Bristol Association of Letting and Managing Agents) at:

Barrington & Co.



BS20 6EL

COVID-19 Policy

Digs is compliant with the rules and regulations regarding COVID-19.  We are constantly monitoring new legislation and adhering to any changes which may not be listed below.  Further information on the latest guidance can be found at


  1. Deep clean weekly and surface clean weekly.
  2. All surfaces including keyboards, mouse, phones, etc cleaned 3 times a day by staff.
  3. Designated member of staff to clean all light switches, alarm panels, handles etc 2 times a day.
  4. Each individual to use their own mug, plates and cutlery all to be put through dishwasher.
  5. Social distancing rules apply throughout workplace:
    1. Lines on floor.
    2. No one to pass on the stairs.
    3. Minimal people per floor/desk areas so at least 2 metres apart.
    4. No one to be sat opposite someone else ie. face to face desks, unless a screen fitted or at least 2 metres apart.
  6. 3 times a day automated e-mail reminder re hand washing and other measures.
  7. Keep the office door closed to all customers, use the letter box for key transferral.
  8. Disinfect any keys returned to the office.
  9. Avoid hot desking, always use the same workstation where possible.
  10. All internal doors to be kept open at all times to aid ventilation. Windows open wherepossible.
  1. Hands to be washed/or sanitised when entering and leaving the premises.


  1. Negotiator wears gloves & mask. Gloves need to be changed after each viewing.
  2. Ask viewers to not to touch any surfaces whilst in the property. Our negotiator carries wipes/hand sanitisser if they need to touch anything such as doors etc.
  3. Viewers must wear disposable gloves and a face mask. Without these they will not be allowed entry to the property.  Viewers are also asked to inform us prior to the appointment if they are showing any symptoms of Covid-19 and if so the viewing will be cancelled.
  4. Ensure a minimum distance of 1 metre at all times is kept between all parties.
  5. Viewings must be a minimum of 10 mins apart so there is no crossover of viewers.
  6. Purpose of viewing is to show them the property, not to enter into any conversation whilst on the viewing or outside. All communication must be through office via telephone thereafter.
  7. Viewers to hand sanitize before and after every appointment.
  8. If the property is occupied the current tenants should be encouraged not to be inside the property at the times of the viewings. If the tenants are in the property they must stand in one place whilst those viewing look around and stay at least 2 metres apart.
  9. Sterilise keys at the end of the day before they come back to office. Spray with disinfectant.
  10. Where possible a virtual viewing should be prepared and sent to prospective viewers inorder to minimise unnecessary viewings in the property.

Check outs and Changes of Tenancies

  1. Staff member wears gloves & mask. Gloves need to be changed after each check out.
  2. Ensure a minimum distance of 1 metre at all times is kept between all parties.
  3. Staff member to hand sanitize before and after every appointment.
  4. Sterilise keys at the end of the day before they come back to office. Spray with disinfectant.
  5. Where possible a gap of 3 -5 days, or more, is left between Tenancies. In the event that Tenancies have less than a 72 hour gap between occupancy or if Tenants have any concerns or personal issues/circumstances about moving into a previously Tenanted property, then they may wish to consider delaying their physical move into the property or organising a sanitising clean at their own expense. In some cases the Landlord may be prepared to consider a contribution to this cost.

Contractors Carrying Out Works In Properties

  1. Tenants are asked to make Abode aware if they are currently self-isolating or have tested positive for Covid-19.
  2. Upon receipt of maintenance requests Abode asks the Tenants to confirm if they are self-isolating or if they have tested positive for Covid-19.
  3. If Tenants are self-isolating or have tested positive then all maintenance is postponed until the self-isolation period is over.  Only real emergencies will be attended to such as gas leaks, no electrics, etc
  4. Abode keep a record of any positive cases or tenants self-isolating so to ensure that no contractors or staff enter the property during this time.
  5. All contractors are to adhere to latest government legislation on working in properties during covid-19


All the information on this website is published in good faith and for general information purposes only. Abode Property Management Limited does not make any warranties about its completeness, reliability or accuracy of this information.

Specifically images or tours on our website are not dated so the aesthetics or furniture could have changed, in some cases this could be considerable. All properties should be seen before being let so at this stage you need to satisfy yourself that all information has been brought up to date.

From our website you may link to other sites. While we strive to create only quality links we have no control over other content found on these sites. The inclusion of any links does not necessarily imply a recommendation or endorse the views expressed within them.