Compliance and Privacy

Our registered Office is: 59 Castle Street, Reading, RG1 7SN - Company No:15119858

We are a member of The Property Redress Scheme (PRS), membership number PRS041802 and we abide by their codes of practice.  These codes, and the PRS consumer guides, can be downloaded here. www.theprs.co.uk

The directors are qualified property managers, so as well as thinking strategically understand the detail.

We are registered with the Information Commissioner’s Office (ICO). www.ico.org.uk

Our complaints procedure can be downloaded from the files and downloads section here.

1. Purpose and Scope
This policy governs the use of Artificial Intelligence (AI) within VX Block Limited. 

Our goal is to leverage AI to enhance property management efficiency while maintaining the highest standards of transparency, security, and legal compliance.

2. Legal Compliance (UK GDPR & DPA 2018)
All AI activities at VX Block must comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

• Data Protection Impact Assessments (DPIA): We will conduct a DPIA before deploying any high-risk AI systems to identify and mitigate risks to individuals' privacy.
• Privacy by Design: AI tools will be selected and configured to minimise data collection and ensure security.

3. Human-in-the-Loop & Accountability

• Final Approval: AI is used as a support tool. No legal notice, financial demand, or formal communication will be sent without review and approval by a qualified human member of the team.
• Mitigating Bias: We regularly review AI outputs to ensure they are free from automation bias and do not lead to discriminatory outcomes .

4. Transparency & Individual Rights

• Right to Know: We will be transparent with freeholders, developers, and residents about our use of AI.
• Right to Human Intervention: Under Article 22 of the UK GDPR, any individual affected by a significant AI-assisted decision has the right to request human intervention and an explanation of the logic involved.

5. Data Security

• Sensitive data (bank details, legal disputes, etc.) must never be entered into "open" or "public" AI systems. We only use secure tools where data remains private and is not used for external training.

6. Professional & Ethical Conduct
AI use must reflect VX Block’s professional tone and commitment to personal service. It is a tool to free up "headspace" for our team, not to replace the human relationship we have with our clients.