Data Protection for Jamaican Property Managers & Real Estate Businesses

A property manager or real estate business may hold information concerning buyers, sellers, tenants, landlords, strata owners, employees, contractors and visitors. This is far more personal data than many firms realise.

Typical information includes names, addresses, identification, TRNs, telephone numbers, email addresses, financial information, employment information, references, contracts, property-ownership information, CCTV, access-control records and vehicle information.

Typical processing activities

Property enquiries, buyer and seller onboarding, tenant applications, lease management, rent collection, property access, maintenance requests, contractor management, strata management, CCTV and security, marketing, and employee management. A Personal Data Register keeps these distinct.

CCTV

Property managers should carefully document why cameras are needed, where cameras are located, who can view footage, retention periods, security, disclosures and how requests concerning footage are handled.

Contractors

Maintenance companies, security firms, property software providers and other suppliers may receive personal information. Determine their role and document the relationship in your processor register.

Retention

Do not retain unsuccessful tenant applications, identification documents or former-occupant information indefinitely without assessing why continued retention is necessary. Set documented retention rules instead.