Privacy Policy

1. Who we are

Provident Property Management is the property management division of Provident Real Estate, registered with the Real Estate Regulatory Agency (RERA) in Dubai under ORN 1933, with offices at Business Central Towers, Al Sufouh, Dubai, UAE.

This policy explains how we handle personal data when you visit propertymanagement.ae, contact us, or use our property management services, including the Smart Portal. When we say "we", "us" or "our", we mean Provident Property Management. We are the controller of the personal data described here.

We handle personal data in line with the UAE Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data and other laws that apply to us.

2. What data we collect

Depending on how you deal with us, we may collect:

• Contact details: your name, email address, phone number and preferred language.
• Property details: property type, community, number of bedrooms, whether it is tenanted, rent expectations and anything you tell us in a message.
• Enquiry details: which form or button you used, the page you were on, and the campaign that brought you to the site (for example the source and keyword tags in an advert link).
• Technical details: your IP address, browser and device type, recorded by our hosting provider when you submit a form or load a page.
• Client and tenancy records: ownership documents, Emirates ID or passport copies, title deeds, tenancy contracts, Ejari records, bank details for rent payments, inspection reports and photographs, maintenance requests and correspondence.
• Careers applications: your CV and the details you include in an application.
• Smart Portal data: login details, payment records, documents and messages exchanged through the landlord and tenant apps.

The website does not set cookies or use analytics or advertising trackers. It keeps one item in your browser's session storage, recording the campaign tags from the link you arrived on so an enquiry can be credited to the right campaign; it holds no personal details and is deleted when you close the tab. Videos in our articles load from YouTube (privacy-enhanced mode) only when you press play, and our typefaces load from Google Fonts, which receives your IP address.

We do not knowingly collect personal data from anyone under 18, and we ask you not to share sensitive personal data (such as health or religious information) unless we specifically need it for your tenancy.

3. How we use it

• To reply to your enquiry and prepare a rental valuation or management quote.
• To provide our services: marketing and leasing your property, screening tenants, drafting contracts, registering Ejari, collecting rent, managing maintenance and deposits, and representing you where your package includes it.
• To run the Smart Portal and send statements, notices and service updates.
• To process payments and keep accounting records.
• To meet our legal and regulatory obligations, including RERA, Ejari and anti-money-laundering requirements.
• To understand which pages and campaigns lead to enquiries, so we can improve the website and our advertising.
• To send you market updates and our newsletter, only where you have asked for them. You can unsubscribe at any time.
• To assess job applications.

4. Legal basis

We only use personal data where we have a valid reason under the law, namely:

• Contract: to take steps you ask for before a management agreement, and to perform that agreement.
• Legal obligation: to comply with UAE laws and regulations, including record-keeping and requests from authorities.
• Consent: for newsletters and marketing messages, and where you agree to our privacy policy on a form. You can withdraw consent at any time.
• Legitimate interests: to run and secure our business, prevent fraud and spam, and improve our services, where those interests are not outweighed by your rights.

5. Who we share it with

We do not sell your personal data. We share it only where needed, with:

• Other teams within Provident Real Estate, for example when you ask about selling a property.
• Prospective tenants or landlords, to the extent needed to arrange a tenancy (for example, a landlord sees an applicant's screening summary before approving them).
• Service providers who work on our behalf: website hosting and form handling (Netlify), our lead-management and CRM systems, email and messaging services, document storage, payment processors and accountants.
• Contractors and maintenance companies, who receive the details needed to carry out a job.
• Government and regulatory bodies, such as RERA, the Dubai Land Department, Ejari, DEWA and the Rental Dispute Centre, where required.
• Partners you choose to use, such as Tern for the Tenant Rewards programme.
• Professional advisers, courts or authorities, where the law requires it or to establish or defend legal claims.

Every service provider is required to protect your data and use it only for the work we ask them to do.

6. How long we keep it

• Enquiries that do not become a client: up to 24 months from our last contact, then deleted.
• Client and tenancy records: for as long as we manage the property, then for the period UAE law requires us to keep commercial and financial records (generally at least five years).
• Careers applications: up to 12 months, unless you join us or ask us to delete them sooner.
• Newsletter subscriptions: until you unsubscribe.

7. Your rights

Subject to the conditions in UAE law, you have the right to:

• Ask for a copy of the personal data we hold about you.
• Ask us to correct data that is inaccurate or incomplete.
• Ask us to delete your data, where we no longer have a reason to keep it.
• Ask us to restrict or stop certain processing, including direct marketing.
• Receive your data in a structured format, or ask us to send it to another provider.
• Withdraw consent you have given, without affecting processing that has already taken place.
• Complain to the UAE Data Office if you are unhappy with how we have handled your data.

To use any of these rights, email info@propertymanagement.ae. We may need to confirm your identity first, and we aim to respond within 30 days.

8. Data security

We use technical and organisational measures to protect personal data, including encrypted connections (HTTPS) across the website, access controls so staff only see what they need, and reputable providers for hosting and storage.

No system is completely secure. If a breach occurs that is likely to affect your rights, we will tell you and the relevant authorities as the law requires.

9. International transfers

Some of our service providers, including our website host, store or process data outside the UAE, for example in the European Union or the United States. Where we transfer personal data outside the UAE, we make sure it goes to countries with adequate protection or is covered by contractual safeguards, as UAE law requires.

10. Changes

We may update this policy from time to time, for example when we add new services or tools. The "last updated" date at the top shows when it last changed. Where a change materially affects how we use your data, we will let you know.