Southlands Parkside Residents Management Company Limited
DATA PROTECTION PRIVACY NOTICE
Who we are
We are: Southlands Parkside Residents Management Company Limited
Where to find us
Our contact details are:
Postal address: C/O 15 Penrhyn Road, Kingston upon Thames, Surrey, KT1 2BZ
Email: enquiries@bartholomews.com
Telephone: 020 8546 9441
What we do
Our core business is the management of the property in respect of which our Company was formed to manage.
Data protection principles
The company is required to comply with the law governing the management and storage of personal data, as set out in the General Data Protection Regulation 2016 (GDPR) which comes into force on 25 May 2018 and replaces all previous national legislation.
Our managing agents
We engage Managing Agents to assist us in carrying out our management functions. Our agents are:
Postal address: Bartholomews, 15 Penrhyn Road, Kingston upon Thames, Surrey, KT1 2BZ
Email: enquiries@bartholomews.com
Telephone: 020 8546 9441
Website: www.bartholomews.com
Whose personal data we hold and how we collect it
We hold personal data of: leaseholders, other residents, suppliers, staff (if any), and visitors to the estate.
As regards leaseholders, we collect personal data through our core business.
As regards other residents, suppliers and staff, we collect personal data through our core business.
As regards visitors to our website (if any), we collect information from our website and cookies.
What personal data we hold
As regards clients and leaseholders, we hold names and contact details as well as financial information including records of service charge, rent and ground rent payments. Most of the
financial information we hold relates to the collection of service charges and expenditure on buildings management.
As regards suppliers, we hold names, contact details and other information we reasonably require for our core business purposes
As regards staff (if any), we hold personal data including sensitive personal data that we reasonably require for core business purposes.
As regards visitors to our website, we hold only anonymised basic information.
What we use it for
We mainly use the personal data we hold for core business purposes. We may also use your personal data:
For regulatory purposes, for example to comply with anti-money laundering law.
Where we have an obligation to communicate with you.
Where we have a legitimate interest (for example in personal data arising from website traffic).
To periodically provide you with a newsletter.
Consent
We rely on Contract as the lawful basis on which we collect and use your personal data as we are required to hold data on leaseholders, suppliers, staff (if any) and visitors to the property we manage in order fulfil the contract of managing the property which is our core business purpose. We also rely on Legitimate Interests to allow us to carry out our day-to-day core business.
We do not include anyone on our newsletter distribution list unless they give us consent to do so.
We do not send unsolicited marketing communications.
How long we keep your personal data
If you are leaseholder, we hold personal information while you own a flat in the property and for not less than 6 years thereafter.
If you are a resident (but not a long leaseholder) we will hold personal information while you live at the property and for 12 months thereafter.
If you are a supplier, we hold personal information while we use your services or intend to do so in the future.
If you are a member of staff, we hold your personal data while you work for us and for 12 months thereafter
If you are a visitor to our website (if any) we hold personal data for 90 days.
Privacy
We operate a policy of “privacy by design.” We will therefore maintain the confidentiality of your personal data to the extent consistent with the lawful purposes we use it for. We will apply enhanced management where we hold sensitive personal data about you, for example financial data.
Sharing
Except as explained below, we do not share customer personal data with anyone else.
Only where there is a Legitimate Interest and in order to carry out our core business we may share names, addresses, contact details, payment details and other personal data of leaseholders, suppliers, staff (if any) with other companies / entities in our supply chain including but not limited to suppliers, contractors, solicitors, accountants, insurers, our Managing Agent, local or governmental authorities and emergency services.
We may share anonymised personal data from our website (if any) with Google Analytics to understand the flow of traffic to our website and improve our service.
Your right to ask us what we know about you
You are welcome to ask us what personal data we hold about you. If you want us to correct personal data which is incorrect, we will comply with your request. If you want us to delete the personal data we hold about you we will do so unless we have a good reason to do otherwise. A good reason will be that we require your personal data to discharge our core business purposes.
Registration
If so required, we will register with the Office of the Information Commissioner. You can find out more information about the ICO on www.ico.org.uk
Officers
The data controller is the Company named in the heading to this document and our Data Protection Officer is the Company Secretary. If you have an enquiry about our use of your personal data or which to make a complaint about it you should contact our data protection officer. You can also make a complaint about us to the ICO.
1st May 2018.
Credit: This document was created using an SEQ Legal template.