This privacy policy informs you what to expect for any personal information that is collected for and on behalf of:

  • Abode Residential Ltd
  • Anilat Holdings Ltd
  • AS1 Properties Ltd
  • Bridge Street (Chester) Management Company Limited
  • Cullingworth School Management Company Limited
  • Farriers Court RTM Company Limited
  • Fearnley Management Company Limited
  • Fonthill Investments Ltd
  • Fonthill Mews Management Limited
  • King Street Properties Ltd
  • Leith Properties Ltd
  • Lemans Management Company Limited
  • LPC Fresh Parks Limited
  • LPC Living Limited
  • LPC Management Company Ltd
  • Lytham Properties Ltd
  • Pervaiz Naviede
  • Perwest Management Company Limited
  • Rye Lane Properties Ltd
  • SALM Properties Ltd
  • Sarunas Properties Ltd
  • Simon & Jeanette Ashdown
  • SS1 Properties Ltd
  • The Coachings RTM Company Limited
  • The Oaks Gatley Ltd
  • The Oaks (Gatley) Management Company Limited
  • TMN Estates Ltd
  • Waterfield Mill Management Company Limited
  • Windpoint Limited

 

This applies to information we collect about:

  • Tenants – from application stage through to expiry of tenancy (longer if tracing/debt collection is required). For the purpose of referencing and contact as necessary throughout the tenancy.
  • Purchasers – from reservation through to build completion. Also for the purpose of contact throughout the builders liability period and further as may be necessary.
  • Leaseholders – for the management of communal areas and property to property issues that may arise.

 

PEOPLE WHO CONTACT US VIA SOCIAL MEDIA

No information is retained unless specifically requested. No information will be shared with any other organisations.

 

PEOPLE WHO CALL OUR OFFICE

No information is retained or shared unless specifically requested. Please be aware that you may be requested to confirm in writing.

 

PEOPLE WHO EMAIL US

We will monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

Emails will be retained, however no information will be shared with any other organisations unless specifically requested or required by legitimate interest.

 

PEOPLE WHO MAKE A COMPLAINT TO US

When we receive a complaint from a person we collate the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint. Where possible we will handle a complaint on an anonymous basis. We will only use the personal information we collect to process the complaint.

We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for six years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues.

 

WHAT INFORMATION DO WE ASK FOR, AND WHY?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to assess your suitability as a tenant; purchase of a property or to manage communal areas of a development for leaseholders.

 

Tenants – you will be required to provide, but not limited to:

  • Proof of your identity (you will be asked to show original documents and we will take copies)
  • Contact & previous address details
  • Employer information
  • Next of kin (should we not be able to contact you)

 

Purchasers – you will be required to provide, but not limited to:

  • Proof of your identity (you will be asked to show original documents and we will take copies)
  • Contact & address details

 

Leaseholders – you will be required to provide, but not limited to:

  • Contact & address details

 

USE OF DATA PROCESSORS 

Data processors are third parties who provide elements of our service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct. These include, but are not limited to:

  • Reference Agencies – to enable refencing to be undertaken
  • The Deposit Protection Scheme – for registration of the security deposit
  • Utility Companies – gas, electric, water
  • TV Licencing
  • Local Councils – council tax
  • Third party contractors – plumbers, electricians, general maintenance (to enable them to contact you to undertake any reported repairs)
  • Solicitors/Courts/Bailiffs – in relation to tracing/debt collection
  • Emergency Services/PCSO’s – for the safety/security of yourself or the property
  • Management Company – for the safety/security of yourself or the property and in relation to property repairs
  • Any other third parties that may be required for the safety/security of yourself or the property and in relation to the tenancy/property only

 

YOUR RIGHTS

Under the General Data Protection Regulation (GDPR), you have rights as an individual which you can exercise in relation to the information we hold about you.

The right to be informed – you have the right to be provided with information about how your data is processed, the reason for processing and all other relevant and necessary information to ensure that transparent processing is adhered to.

The right to be given access – you have the right to know if your data is being processed, information about the purpose of processing, information about the period for which data is stored, information regarding restricting data processing, the source of data collection and you can request a copy of any personal data that is being stored.

The right to be forgotten – you have the right to have your personal data erased if the data is no longer needed for the original purpose of processing, you remove your consent or if the data has been processed incorrectly.

The right to move, copy or transfer – you have the right to obtain and reuse your personal data for your own purposes across different services. It allows you to move, copy or transfer data easily from one IT environment to another in a safe and secure way, without hindrance to usability.

The right to be able to rectify or change – you are entitled to have your personal data rectified if it is inaccurate or incomplete.

The right to restrict processing – you have a right to ‘block’ or suppress processing of personal data. When processing is restricted, we are permitted to store the personal data but not further process it.

The right to object – you have a right to object to your data being processed for the purpose of public interest or legitimate interests of the controller. Where your objection is justified, the data controller will cease the data processing.

The right to be protected – this encompasses our role and responsibility as a data controller. We are responsible to ensure that we are adequately risk managing all data processing activities.

 

ACCESS TO PERSONAL INFORMATION

We endeavour to be as open as we can in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘Subject Access Request’. If we do hold information about you we will:

  • give you a description of the information
  • tell you why we are holding the information
  • tell you who the information could be disclosed to
  • let you have a copy of the information

To make a ‘Subject Access Request’ you need to put the request in writing addressing it to Customer Care at our address provided below. Please be aware that we will require photographic ID to confirm your identify and will also need to undertake further security checks to ensure that the request is being made legitimately.

 

CHANGES TO THIS PRIVACY POLICY

We keep our privacy policy under regular review. This privacy notice was last updated on 4 May 2018.

 

HOW TO CONTACT US

If you want to request information about our privacy policy you can email us or write to:

Email – info@abode-residential.co.uk

Write – Abode Residential, Optimum House, Clippers Quay, Salford Quays, M50 3XP