PERSONAL DATA PRIVACY AND SECURITY
PROPERTY MANAGEMENT DEPARTMENT

 

Stride & Son is committed to protecting and respecting your privacy.
This privacy notice provides information about personal data (information) that we may hold about you.  

 

1. WHO WE ARE
Stride & Son Ltd trading as Stride & Son collects, uses and is responsible for certain personal information about you in connection with our business as Estate Agents, Auctioneers, Surveyors & Valuers and Managing Agents.  We are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom), for which purpose we are known as the Data Controller.

 

2. DATA PROTECTION PRINCIPLES
We will comply with the data protection principles when gathering and using personal information, as set out in our GDPR data protection policy.

 

3. YOUR PERSONAL INFORMATION

Home Owners/Clients
INFORMATION WE COLLECT from your solicitor, the freeholder or directly from yourself:
- Name
- Contact details (address, telephone number(s), email address)
- Property address and lease details
- Mortgage details
- Details of your solicitor
- Information required in respect of permissions for alterations/pets/etc
- Depending on the development’s requirements, we may also collect from yourself:
Car registration details for parking permit system
Next of kin details
Keyholder information
On age-restricted developments, identification showing proof of age

 

Sub-tenants (“residents”), Keyholders, Next of Kin
INFORMATION WE COLLECT from the home owner/letting agent
- Name
- Contact details (address, telephone number(s), email address)

 

4. HOW WE USE YOUR PERSONAL INFORMATION
We will typically collect and use this information for the following purposes:

 

Home Owners/Clients
 
- For the performance of a contract between home owners and the freeholder/residents management company and pursuant to which we are appointed as their agent.
And
- For the purposes of our legitimate interests or those of a third party, but only if these are not overridden by your interests, rights or freedoms.

 

Sub-tenants (“residents”), Keyholders, Next of Kin
- For arranging repairs and access to a property, either planned maintenance or in emergency.
- For providing background information about the property in which you live, eg estate newsletters or advice about forthcoming works.

 

We seek to ensure that our information collection and processing is always proportionate.  We will notify you of any material changes to information we collect or to the purposes for which we collect and process it.

 

5. WHO WE SHARE YOUR PERSONAL INFORMATION WITH
 
We routinely share the following categories of personal data:

 

Name, address, telephone number
- May be shared with contractors for the purposes of arranging repairs/works to property.  We will endeavour to advise of this before doing so. 

 

All Home Owner Information
- May be shared with our computer software and hardware providers for the purpose of ensuring the systems are fully operational.
- May be shared with accountants and professional body auditors, ie RICS and ARMA.
- Our client’s solicitor.
- Our client (the freeholder/RMC).

 

We will share personal information with law enforcement or other authorities if required by applicable law.

 

6. WHERE YOUR PERSONAL INFORMATION MAY BE HELD
Information may be held at our offices as well as third party service providers and representatives as described above.

 

We have security measures in place to seek to ensure that there is appropriate security for information we hold including those measures detailed in our GDPR data protection policy.

 

7. HOW LONG YOUR PERSONAL INFORMATION WILL BE KEPT

 

Home Owners
Your information will be kept:
- for as long as we manage the property.
- If we cease to manage the property then as required by UK tax law then the information will be retained for six years.

 

Sub-tenants (“residents”), Keyholders, Next of Kin
 
Your information will be kept:
- For as long as you have a connection with the property.  Please note that, unless you advise us that you no longer have a connection with the property, we may be unaware.
8. REASONS WE CAN COLLECT AND USE YOUR PERSONAL INFORMATION
 
The lawful basis on which we collect and use your personal data is Contract.

 

9. TRANSFER OF YOUR INFORMATION OUTSIDE OF THE EEA
We are not aware of any transfer of information outside of the EEA.

 

10. YOUR RIGHTS
Under the General Data Protection Regulation you have a number of important rights free of charge.  In summary, those include rights to:
- Fair processing of information and transparency over how we use your personal information.
- Access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address.
- Require us to correct any mistakes in your information which we hold.
- Require the erasure of personal information concerning you in certain situations.
- Receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations.
- Object at any time to processing of personal information concerning you for direct marketing.
- Object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you.
- Object in certain other situations to our continued processing of your personal information.
- Otherwise restrict our processing of your personal information in certain circumstances.
- Claim compensation for damages caused by our breach of any data protection laws.

 

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.

 

If you would like to exercise any of those rights, please:
- Email management@strideandson.co.uk
Or Telephone 01243 813760
Or Write to Imogen Stewart at Southdown House, St John’s Street, Chichester, PO19 1XQ
- Let us have enough information to identify you (eg full name, address and property address).
- Let us have proof of your identity and address.
- Let us know the information to which your request relates.

 

11. KEEPING YOUR PERSONAL INFORMATION SECURE
 
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way.  We limit access to your personal information to those who have a genuine business need to know it.  Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach.  We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

 

12. HOW TO COMPLAIN
We hope that we can resolve any query or concern you raise about our use of your information.

 

The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred.  The supervisory authority in the UK is the Information Commissioner who may be contacted on:
https://ico.org.uk/concerns/   or telephone 0303 123 1113.

 

13. CHANGES TO THIS PRIVACY NOTICE
This privacy notice was published on 11 May 2018 and last updated on 11 May 2018.
We may change this privacy notice from time to time and our website will be updated accordingly.

 

14. ADDITIONAL HELP
 
If you would like an additional copy of this notice or would like a large print version please contact us (details in Section 10).
 
 
 
Stride & Son
May 2018

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