Last updated: 8 September 2026
Citian Ltd (“Citian”, “we”, “us”, or “our”) respects your privacy and is committed to protecting your personal data.
This Privacy Policy explains how we collect, use, store and protect personal information when you use our website, communicate with us, use our property services, or interact with our digital services, including Citian AIOS and our WhatsApp-based services.
1. Who we are
Citian Ltd is a UK property services business providing services including lettings, property management, sales, property-related administration and digital customer support.
We may also provide automated and AI-assisted services through Citian AIOS, including customer enquiries, property information, tenancy-related support, internal workflow support and other property-related services.
For the purposes of UK data protection law, Citian Ltd is generally the data controller of personal data processed in connection with our services.
2. Information we may collect
Depending on how you interact with us, we may collect information such as:
- your name;
- telephone number;
- email address;
- postal or property address;
- WhatsApp account information and message content;
- details relating to a property, tenancy, viewing, offer, maintenance matter or property transaction;
- information you provide through forms, emails, telephone calls or messaging services;
- technical information relating to your use of our website or digital services;
- communication records and customer service history;
- information necessary to provide property management, lettings, sales or related services;
- information generated through interactions with Citian AIOS or other automated systems.
We do not intentionally collect more personal information than is reasonably necessary for the relevant purpose.
3. WhatsApp and messaging services
If you contact us through WhatsApp, your messages and related account information may be processed through the WhatsApp Business Platform provided by Meta.
Information processed may include:
- your WhatsApp telephone number;
- your profile name, where available;
- messages sent to or received from Citian;
- message timestamps;
- message delivery and read status;
- attachments or media you choose to send.
We use this information to respond to enquiries, provide services, manage customer relationships, operate Citian AIOS and maintain appropriate business records.
Your use of WhatsApp is also subject to the privacy terms and policies of WhatsApp and Meta.
4. AI and automated processing
Citian may use artificial intelligence and automated systems, including Citian AIOS, to assist with tasks such as:
- responding to general customer enquiries;
- retrieving property or tenancy information;
- summarising information;
- supporting staff workflows;
- recording or updating property-related information;
- assisting with property management and lettings processes;
- routing requests to the appropriate team.
AI-generated responses may not always be completely accurate and should not be relied upon as legal, financial, tax, regulatory or professional advice.
Where appropriate, matters may be reviewed or handled by a member of our team.
We do not intend to make solely automated decisions that produce significant legal effects on individuals unless permitted by law and appropriate safeguards are in place.
5. How we use your personal data
We may use personal data for purposes including:
- responding to enquiries;
- providing property-related services;
- arranging viewings and appointments;
- administering tenancies;
- managing properties;
- communicating with landlords, tenants, applicants, contractors and other relevant parties;
- maintaining business and transaction records;
- improving our services and systems;
- operating Citian AIOS;
- preventing fraud, abuse and security incidents;
- complying with legal and regulatory obligations;
- establishing, exercising or defending legal claims.
6. Legal bases for processing
Where UK GDPR applies, we may process your personal data on one or more of the following legal bases:
- Contract: where processing is necessary to enter into or perform a contract with you.
- Legitimate interests: where processing is reasonably necessary for our business operations, customer service, property management, administration, security or service improvement, provided your rights do not override those interests.
- Legal obligation: where we are required to process information to comply with applicable law or regulation.
- Consent: where we rely on your consent for a specific purpose.
7. Sharing your information
We may share personal data with third parties where reasonably necessary, including:
- landlords, tenants, applicants and relevant parties to a property transaction;
- contractors and service providers;
- referencing, identity verification or compliance providers;
- deposit protection providers;
- property management or software providers;
- payment service providers;
- IT, cloud hosting and database providers;
- AI and technology service providers;
- Meta and WhatsApp in connection with WhatsApp Business services;
- professional advisers;
- regulators, law enforcement bodies or public authorities where required by law.
We do not sell personal data to third parties.
8. International data transfers
Some of our technology providers may process information outside the United Kingdom.
Where personal data is transferred internationally, we aim to ensure appropriate safeguards are in place in accordance with applicable data protection law.
9. Data retention
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including to comply with legal, accounting, regulatory and contractual obligations.
Different categories of information may be retained for different periods.
10. Data security
We use reasonable technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
However, no electronic communication or storage system can be guaranteed to be completely secure.
11. Your rights
Under applicable UK data protection law, you may have rights including:
- the right to access your personal data;
- the right to request correction of inaccurate data;
- the right to request deletion of personal data in certain circumstances;
- the right to restrict processing;
- the right to object to certain processing;
- the right to data portability in certain circumstances;
- the right to withdraw consent where processing is based on consent;
- the right to lodge a complaint with the Information Commissioner’s Office.
These rights may be subject to legal limitations or exemptions.
12. Cookies and website technology
Our website may use cookies and similar technologies for purposes such as security, functionality, analytics and improving user experience.
Where required by law, we will request consent before using non-essential cookies.
13. Third-party services and links
Our website or communications may contain links to third-party websites or services.
We are not responsible for the privacy practices of third parties, and we recommend reviewing their privacy policies separately.
14. Children
Our services are not generally directed at children.
Where personal information relating to a person under the age of 18 is processed in connection with a tenancy, property transaction or other legitimate service, we will process such information only where reasonably necessary and lawful.
15. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, technology, legal requirements or business operations.
The latest version will be published on this page.
16. Contact us
If you have questions about this Privacy Policy or wish to exercise your data protection rights, please contact:
Citian Ltd
Website: www.citian.com
Email: info@citian.com
You may also have the right to complain to the UK Information Commissioner’s Office (ICO).