Privacy Policy

Last Updated: January 2025

At Portman Search, we are committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use, and safeguard your information when you use our website and housing search services in Singapore.

Data Controller

Portman Search Pte Ltd

Address: 1 Kim Seng Promenade, #01-69 Great World City, Singapore 237994

Email: [email protected]

Phone: +65 6235 8888

1. Information We Collect

We collect the following types of personal data:

Contact Information

Name and surname
Email address
Phone number
Mailing address (if applicable)

Property Preferences

Preferred neighborhoods and districts
Budget range and property type preferences
Number of bedrooms and specific requirements
Move-in dates and lease duration

Usage Data

IP address and browser type
Pages visited and time spent on site
Search queries and property viewing history
Device information and operating system

Communication Data

Messages sent through contact forms
Email correspondence with our team
Phone call records and notes
Feedback and survey responses

2. How We Use Your Information

We use your personal data for the following purposes:

Service Delivery

To provide housing search services, arrange property viewings, and facilitate lease negotiations.

Communication

To respond to inquiries, send property recommendations, and provide updates on your search progress.

Marketing

To send newsletters, market insights, and promotional offers (with your consent, which can be withdrawn anytime).

Analytics

To analyze website usage, improve our services, and enhance user experience.

Legal Compliance

To comply with legal obligations, resolve disputes, and enforce our terms of service.

3. Legal Basis for Processing

We process your data based on:

Consent: For marketing communications and non-essential cookies
Contract: To provide requested housing search services
Legitimate Interest: For business operations, improvements, and analytics
Legal Obligation: To comply with Singapore's Personal Data Protection Act (PDPA)

4. Data Retention

We retain your data for the following periods:

Data Type	Retention Period
Contact form submissions	3 years
Service records and contracts	5 years
Financial records	7 years (legal requirement)
Marketing data	Until consent withdrawn
Analytics data	26 months (Google Analytics)

5. Data Sharing and Third Parties

We may share your data with:

Service Providers

Property owners and landlords (with your consent)
Email service providers for communication management
Analytics platforms (Google Analytics)
Cloud hosting services for data storage

Legal Requirements

We may disclose information when required by Singapore law, legal process, or government authorities.

Note: We never sell your personal data to third parties. All service providers are bound by strict confidentiality agreements.

6. Data Security Measures

We implement comprehensive security measures:

Encryption

SSL/TLS encryption for data transmission

Secure Servers

Data stored on encrypted secure servers

Access Controls

Restricted access to authorized personnel only

Breach Notification

Notification within 72 hours of any breach

Regular security audits and updates to maintain highest protection standards

7. Your Rights Under PDPA

Under Singapore's Personal Data Protection Act, you have the right to:

Right to Access

Request a copy of your personal data we hold

Right to Rectification

Correct inaccurate or incomplete data

Right to Erasure

Request deletion of your personal data

Right to Data Portability

Receive your data in a structured, machine-readable format

Right to Object

Object to processing of your data for marketing purposes

Right to Withdraw Consent

Withdraw consent for data processing at any time

To exercise your rights, please contact us at [email protected] . We will respond within 30 days.

8. International Data Transfers

Your data may be transferred to and processed in countries outside of Singapore, including through our use of:

Cloud hosting services (AWS, Google Cloud)
Email service providers
Analytics platforms

We ensure appropriate safeguards are in place through standard contractual clauses approved by the PDPA and ensure all service providers maintain equivalent levels of data protection.

9. Cookies

We use cookies to enhance your experience on our website. For detailed information about the cookies we use and how to manage them, please visit our Cookie Policy.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by posting a notice on our website or sending an email. The "Last Updated" date at the top indicates when changes were last made. Please review this policy regularly.

Contact Us About Privacy

If you have questions about this Privacy Policy or how we handle your data, please contact us:

Privacy Officer

Email: [email protected]

Phone: +65 6235 8888

Office Address

1 Kim Seng Promenade
#01-69 Great World City
Singapore 237994

Right to Lodge a Complaint

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with Singapore's Personal Data Protection Commission (PDPC) at www.pdpc.gov.sg.