Property Management Services - Privacy
The security and privacy of our customers’ Personal Information is of paramount importance to us, so our internal systems and procedures ensure that any personal data we hold is protected. This policy explains our approach to data protection in compliance with the General Data Protection Regulation (GDPR) 2018. Under these regulations, we act as Data Controller due to the need for us to collect and retain certain information.
- This policy provides information in respect of:
- What personal information we may collect / hold.
- How and why we collect personal data.
- How the information we collect is used.
- The procedures we have in place.
- Your rights in relation to the data we collect and hold.
- How to contact us in relation to requests about the data we hold.
What Personal Information do we collect?
As part of our operations, it is necessary for us to collect (and retain) some personal information from those wishing to access our services or products. Information that it may be necessary for us to collect can include:
- Your name and contact details (Telephone Numbers / Email / Postal Addresses)
- Personal Identity Verification (e.g. Passport, Driving Licence, Residency Permit etc.)
- Financial Information including bank details and credit reports.
- Employment details.
- Your geographical areas of interest.
- Your future communication preferences.
Why do we need to collect / hold your Personal Information?
The nature of our business and the financial and regulatory framework within which we operate means that we collect and hold personal data for the following reasons:
- A legitimate business interest (data is required to perform our duties).
- A regulatory or legislative obligation (we are required by law to hold personal data).
- Financial probity and compliance purposes.
How do we use the Personal Information we hold?
Depending on the services you have requested, we will process and retain your personal information to enable us to fully deliver that service or to ensure we remain compliant with any relevant law.
Sharing your Personal Information
The performance of our duties may require us to share your information with other parties in accordance with the needs specified above. Such parties may include:
- Service providers and contractors involved in managing our property portfolio.
- Our management system support providers.
- HMRC and other legal bodies in compliance with legal requirements.
- Local Authorities and Utility providers with a legitimate right to information.
- Credit and Reference Agencies in the performance of our duties.
- Other third parties for the purposes of service information requested by you (with your consent).
Where information is shared with others as outlined above, these organisations will have their own privacy policies and procedures in place which can be requested by you directly.
From time to time we may contact you to ask for feedback on our services and this may be by telephone, email of written correspondence. You can let us know if you do not wish to be contacted in such circumstances and we will amend our records accordingly.
We do not sell or share information with third parties for the purposes of marketing or sales, unless your specific consent has been given in advance.
Should our Business be sold or transferred, we will transfer your personal information to the recipient organisation only in order to ensure that legal compliance is preserved and that they are able to perform their legitimate business.
Retaining and Disposal of your Personal Information
We are required through regulation and legal obligation to hold certain personal data elements for specified periods, such data may include Personal Identity, contact detail, Residence eligibility, financial and credit information. We will hold such data only for such periods as necessary to ensure compliance and will dispose of data appropriately when it is no longer required. You may choose to request that we hold contact details indefinitely in order to maintain contact about our services and products.
Your Rights and Information Protection
You have certain rights in respect of the personal data we hold about you and the way in which it is managed by us. These rights include:
- Your Information Access Rights. You are entitled to receive confirmation of the personal information we hold and the way in which it is being processed.
- Your Right of Rectification. You have the right to require us to correct any inaccurate personal information we hold about you or to provide us with additional information to complete our records to your satisfaction.
- Your Right of Portability. You have the right to require us to provide your personal data in a readable format such that it can be passed to another organisation at your request.
- Your Right of Erasure. You have the right to require us to erase any personal information we hold about you, subject to the following circumstances:
- Our handling of your personal information in not lawful.
- We are required to erase any data in order to comply with the law by which we are bound.
- You object to our use of your information and we cannot provide justifiable reasons to continue handling such information.
- You have withdrawn your consent for us to use your personal information (in the knowledge that we may no longer be able to deliver services to you).
- We no longer need to collect or hold your personal information to carry out our duties or to meet legal obligation.
- Your Right to Object. Should you request that we stop holding or processing your personal information, we will do so unless we are able to demonstrate a legitimate requirement for us to continue to do so.
Should you wish to exercise any of these rights or if you require any additional information in relation to this policy, you can send us an email.
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