Privacy policy

1. Who we are

TrustPoint Property Cyprus is a property care and management business based in the Larnaca district of Cyprus, run by Constantinos and Kyriacos. We are the data controller for the personal information described in this policy, which means we decide how and why it is used.

We follow the EU General Data Protection Regulation (GDPR) and the Cyprus law that implements it.

2. Information we collect

When you contact us

Through our enquiry form, WhatsApp, phone or email we may collect your name, email address, phone number, the country you live in, the type and location of your property, and anything you choose to tell us in your message.

When you become a client

• Your contact and billing details, and payment records for our invoices.
• Your property address, access arrangements and keys.
• Alarm codes, key box or gate codes, Wi‑Fi details and similar access information you give us.
• Inspection records: photos, videos, meter readings and notes about the condition of your property.
• Details of work carried out, quotes and correspondence.
• Contact details of anyone you ask us to deal with, such as family members or a nominated key holder.

Holiday rental guests

If we manage a holiday let for an owner, we receive guest names, contact details and booking information from booking platforms such as Airbnb and Booking.com, and any identification that the law requires us to record. We use this only to manage the stay.

Contractors and partners

We keep the names and contact details of the tradespeople and companies we work with so we can arrange and check jobs.

3. How we use your information

• To reply to your enquiry and send you a quote.
• To provide our services: inspections, key holding, reports, gardening, arranging repairs and managing holiday lets.
• To contact you about your property, including in an emergency.
• To send invoices, take payments and keep accounting records.
• To meet our legal obligations, such as tax and tourism registration requirements.
• To improve our services and deal with any complaints or disputes.

We do not sell your personal information, and we do not send marketing messages unless you have agreed to receive them. You can opt out at any time.

4. Our legal basis

Under GDPR we must have a lawful reason to use your information. We rely on:

• Contract: to give you a quote at your request and to provide the services you have agreed to.
• Legal obligation: to keep financial records and meet other legal requirements.
• Legitimate interests: to run our business properly, protect your property in an emergency, and keep records in case of a dispute. We always weigh these against your rights.
• Consent: for optional things such as publishing photos of your property or sending you news and offers. You can withdraw consent at any time.

5. Who we share it with

We only share what is needed, with:

• Contractors and partner companies (for example cleaning, pool, security or repair companies) who need your address, access details or contact information to carry out work you have approved.
• Booking platforms such as Airbnb and Booking.com, if we manage your holiday let.
• Our accountant and professional advisers.
• Service providers that help us run the business, such as our email, messaging, website hosting and enquiry form providers. They may only use your data to provide their service to us.
• Public authorities where the law requires it, for example the tax department.

6. Transfers outside the EU

Some of the tools we use, such as WhatsApp, Google and Microsoft email services, may process data outside the European Union. Where this happens, the providers use safeguards recognised under GDPR, such as the European Commission's standard contractual clauses or the EU–US Data Privacy Framework.

7. How long we keep it

• Enquiries that don't lead to a service: up to 12 months.
• Client records, invoices and payment details: for as long as you are a client, and afterwards for the period required by Cyprus tax and accounting law.
• Access codes and similar details: deleted when our service ends. Keys are returned to you or to the person you nominate.
• Inspection photos and videos: kept while you are a client and for up to 12 months afterwards, unless they are needed for a dispute or insurance claim.
• Guest information: only as long as needed for the booking and any legal requirement.

8. Keys, codes and security

We take the security of your home as seriously as your data:

• Keys are coded, never labelled with your name or address, and kept locked away.
• Access codes are stored securely and shared only with people who need them for a job you have approved.
• Reports, photos and videos are sent only to you, or to people you have authorised.
• Our devices and accounts are protected with passwords and two-step verification where available.

If a data breach is likely to put your rights at risk, we will tell you and the authorities as the law requires.

9. Photos and videos

Inspection photos and videos are taken to show you the condition of your property, and are not published. We will only use photos of your property on our website or social media with your permission, and we avoid showing anything that could identify you or the exact address, such as house numbers or car registration plates.

10. Cookies and this website

This website does not use advertising or tracking cookies. To display the site, it loads fonts from Google Fonts, which means your browser connects to Google's servers and shares your IP address with Google. Our website host may also keep basic technical logs, such as IP addresses and the pages requested, to keep the site secure and working.

If we add analytics or other cookies in the future, we will update this policy and ask for your consent where required.

Links to other sites, such as WhatsApp, Facebook or Google, are covered by those companies' own privacy policies.

11. Your rights

Under GDPR you have the right to:

• Access the personal information we hold about you.
• Correct information that is wrong or incomplete.
• Delete your information, where we no longer need it.
• Restrict or object to how we use it.
• Receive your information in a portable format.
• Withdraw consent at any time, where we rely on consent.

To use any of these rights, contact us using the details in section 1. We will reply within one month. There is normally no charge.

12. Complaints

If you are unhappy with how we have handled your information, please contact us first so we can put it right. You also have the right to complain to the Cyprus data protection authority, the Office of the Commissioner for Personal Data Protection, or to the data protection authority in the EU country where you live.

13. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated at the top.