Big Brain Company Ltd (company number 11209610, registered in England and Wales), trading as Proper Blocks, is the data controller for this website at properblocks.co.uk and the leaseholder portal at portal.properblocks.co.uk. We are registered with the Information Commissioner's Office under reference ZC141151. We collect and process personal data to operate the portal and provide block-management services to RTM and resident-management companies.
The current customer block is Dennis House. Dennis House RTM Company Ltd (company number 11620031, registered office Dennis House, Roman Road, London E3 5ER) is the right-to-manage company for that block and uses the portal to discharge its statutory duties as block manager. Where Dennis House RTM Company Ltd holds personal data about its leaseholders, tenants and contractors independently of the portal (paper records, board meeting minutes, professional adviser correspondence), it is the controller for that data; this notice does not cover that processing.
You can contact us at hello@properblocks.co.uk.
When you register or are invited, we collect:
As you use the portal we also log the actions you take (raising issues, uploading documents, posting messages) in an immutable audit log. This is a legal protection for both you and the block - it lets us prove what was done and by whom, if a dispute arises.
We rely on:
The block has a public QR code that opens a registration page at portal.properblocks.co.uk/register. Anyone passing through Dennis House can use it to ask for an account.
The page asks for your name, email, mobile and the unit you live in or own. The unit dropdown only shows unit numbers, never the name of the leaseholder. Nothing about the existing residents is revealed before you submit.
When the unit you select has a leaseholder on file with a working email address, that leaseholder receives a one-time approval link to confirm that they recognise you. The block's directors can only finalise your account after the leaseholder has approved. The link works once. If the leaseholder declines or does not respond, the directors review the request manually and may contact you to verify your identity.
Registration tokens are stored as a one-way hash; the raw token only ever appears in the email we send. Submissions are rate-limited per IP and the audit log records each request, the leaseholder's decision, and the eventual finalisation.
We only share your data with:
We do not sell your data and we do not use it for marketing.
We keep active account data for as long as you have a relationship with the block (lease, tenancy, employment as managing agent or contractor). After that we retain financial and audit records for the periods required by law - typically six years for service-charge accounting, longer for matters that are live or reasonably foreseeable (e.g. Building Safety Act records).
Documents that a director deletes from the portal are held for a 30-day retention period before being permanently deleted from our storage. During that window the directors can restore the document on request. After 30 days the file is gone. The audit log entry recording the deletion is kept indefinitely.
Under UK GDPR you have the right to:
We use one strictly-necessary session cookie to keep you signed in. No analytics, no trackers, no third-party cookies. See the cookies page for detail.
If we change this notice we will update the "Last updated" date above and, for material changes, tell you in the portal.