This privacy notice explains what personal data (information) we hold about you, how we collect it and how we use and may share information about you during our management and after it ends. We are required to notify you of this information under the General Data Protection Regulations (GDPR).
Please ensure you read this notice and any other similar notice we may provide to you from time to time when we collect or process personal information about you. This privacy notice contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.
Who we are
Ian Gibbs Estate Management collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the GDPR and we are responsible as ‘controller’ of that personal information for the purpose of those laws. We will comply with the data protection principles when gathering and using personal information, as set out in our GDPR data protection policy.
In the course of our management we collect the following personal information in order to enable us to perform our contract as managing agents:
Name, address, alternative address, telephone number and email address.
This information is obtained from a variety of sources. When we are appointed as managing agent, the above information is provided by the outgoing managing agent. However, we send a contact form with our introduction letter and we ask all lessees to confirm the above information together with contact details for their subtenant(s) and letting agent, if applicable, so that access can be arranged to sublet flats as swiftly as possible in an emergency.
Our use of your personal data will always have a lawful basis, either because it is necessary for our performance of a contract with you, because you have consented to our use of your personal data (e.g. by subscribing to emails), or because it is in our legitimate interests. Specifically, we may use your data for the following purposes:
- Providing and managing your account
- Providing and managing your access on our site
- Personalising and tailoring your experience on our site
- Supplying our products and/or services to you (please note that we require your personal data in order to enter into a contract with you)
- Personalising and tailoring our products and/or services for you
- Replying to emails from you
- Supplying you with emails that you opted into (you may unsubscribe or opt out at any time by clicking the unsubscribe link at the base of the email or by emailing us directly requesting your email address is removed from our mailing list)
- Market search
- Analysing your use on our website and gathering feedback to enable us to continually improve our website and your user experience.
How we use your personal information
We typically collect and use this information for the performance of a contract you have with our client and are pursuant to which we are appointed as their agent. 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.
Who we share your Personal information with
From time to time, we may share your name, property address, alternative address, telephone number and email address with our software supplier, solicitors and maintenance contractors to enable us to perform our contract as managing agent. If we cease to act as managing agent, then we are contractually obliged to provide your data to the incoming agent. If we need to provide your data to a third party we will always gain your consent in advance.
Where your personal information may be held
Information may be held at our offices, and third parties as described above. We have security measures in place to seek that there is appropriate security for information we hold including those measures held in our GDPR data protection policy.
How long your personal information will be kept
We will hold your personal data for as long as you continue to be a lessee or as long as we are the appointed managing agent. Once either you cease to be a lessee or we cease to act as managing agent, then we will retain the data for 6 years.
Reasons we can collect and use your personal information
We rely on our contract with our client as the lawful basis on which we collect and use your personal data.
Under the GDPR you have a number of important rights free of charge. In summary, those rights are:
- The right to be informed about our collection and use of personal information
- The right of access your personal information
- The right to rectification of your personal information
- The right to erasure, to ask us to delete your personal information unless we are obliged to retain it for other legal reasons
- The right to restrict or object to the processing of your personal information
- A right to report to a supervisory authority about the use of your personal information.
For further information on your rights, including the circumstances in which they apply, please see or visit the Information Commissioner’s Office website: www.ico.org.uk
If you would like to exercise any of those rights, please:
- Email us at firstname.lastname@example.org, or call us on 0208 370 4810, or write to us at Ian Gibbs Estate Management, 49-51 Windmill Hill, Enfield, EN2 7EA
- Let us have enough information to identify you and proof of identity and address (i.e. your full name and the address of the property relating to your enquiry)
- Let us know the information to which your request relates, including any account or reference numbers if you have them
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 this 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 breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to complain
We hope that we can resolve any query or concern you raise about our use of your information. The GDPR also gives you right to lodge a complaint with a supervisory authority where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioners Office who may be contacted at www.ico.org.uk/concerns/ or on 0303 123 1113.