Privacy Policy

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 of your property and after it ends. We are required to notify you of this information under the General Data Protection Regulation.

Please ensure you read this notice (sometimes referred to as a “privacy 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.

1. Who we are

Prior Estates Ltd. collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

In this privacy notice, references to “we” or “us” means Prior Estates Ltd.

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. The personal information we collect and use: INFORMATION COLLECTED BY US

In the course of being employed to manage the property we collect the following personal information when you provide it to us:

Name, Date of Birth, Property Address, Home Address (if different from property address), Telephone numbers, emails, Bank Details, Car Registration, National Insurance No. for Staff, Keyholder Details, Emergency Contact Details, Passport Number, Marriage Certificate, Mortgage Details, Death Certificate , Decree Absolut, Employment Details and any other relevant information.

The provision of Name, Date of Birth, Property Address, Home Address (if different from property address), Telephone numbers, emails, Bank Details, Car Registration, National Insurance No. for Staff, Keyholder Details, Emergency Contact Details, Passport Number, Marriage Certificate, Mortgage Details, Death Certificate , Decree Absolut, Employment Details and any other relevant information is required from you to enable us to perform our contract as managing agent appointed for and on behalf of your property. We will inform you at the point of collecting information from you, whether you are required to provide the information to us.

4. THE PERSONAL INFORMATION WE COLLECT AND USE: Information collected from other sources

We also obtain personal information from other sources as follows:

From

Taking on a new property to manager, when a new lessee purchases a flat, if there is an new subtenants, on a re-mortgage, Staff P45 for s AP01 forms Tenancy rental agreements, Direct Debit mandate forms, Remittance advice notes, other lessees, bank statements, cheque stubs, lease extensions power of attorney, caretakers, house managers and other sources.

5. How we use your personal information

We will typically collect and use this information for the following purposes:

For the performance of a contract you have with our client, and 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.

6. Who we share your personal information with

We routinely share the following categories of personal data:

Name, Date of Birth, Property Address, Home Address (if different from property address), Telephone numbers, emails,

This personal information may be shared with the following categories of recipients:

Solicitors, Accountants, insurers and brokers, Lenders and banks, Contractors, Our property management systems, Our IT Company , Regulatory authorities, Former and Future managing agents, Utility companies, HMRC, Freeholder, Direct debit system

This data sharing enables us to perform our contract as managing agent.

Some of those third party recipients may be based outside the European Economic Area — for further information including on how we safeguard your personal data when this occurs, see ‘Transfer of your information out of the EEA’.

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

We will not share your personal information with any other third party.

7. WHERE YOUR personal INFORMATION MAY BE HELD

Information may be held at our offices and those of our group companies, and third party agencies, service providers, representatives and agents 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.

Or, for example, a set number of years after a data subject ceases to be a lessee in that development.

8. How long your personal information will be kept

We will hold Name, Date of Birth, Property Address, Home Address (if different from property address), Telephone numbers, emails, Bank Details, Car Registration, National Insurance No. for Staff, Keyholder Details, Emergency Contact Details, Passport Number, Marriage Certificate, Mortgage Details, Death Certificate , Decree Absolut, Employment Details and any other relevant information for 6 years

9. Reasons we can collect and use your personal information

We rely on contract as the lawful basis on which we collect and use your personal data.

10. Transfer of your information out of the EEA

We may transfer your personal information to the following which are located outside the European Economic Area (EEA) as follows:

USA in order to allow our email system to be backed up to the cloud.

Such countries do not have the same data protection laws as the United Kingdom and EEA. Whilst the European Commission has not given a formal decision that USA provide an adequate level of data protection similar to those which apply in the United Kingdom and EEA, any transfer of your personal information will be subject to a European Commission approved contract (as permitted under article 46(5)) of the General Data Protection Regulation that are designed to help safeguard your privacy rights and give you remedies in the unlikely event of a misuse of your personal information. To obtain a copy of the European Commission approved contract please visit the Microsoft website.

If you would like further information please contact Michael Stitchman our Data Protection Officer (see ‘How to contact us’ below). We will not otherwise transfer your personal data outside of the United Kingdom or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.

11. 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 use 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:

Write, email or call us at: Prior Estates, Leonard House, 7 Newman Road, Bromley, Kent, BR1 1RJ, Enquiries@priorestates.co.uk, 0208 460 9690
let us have enough information to identify you, your full name, address and property address,
let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
let us know the information to which your request relates, including any account or reference numbers, if you have them

12. 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.

13. 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 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 at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.

14. Changes to this privacy notice

This privacy notice was published on 11^th May 2018 and last updated on 11^th May 2018

We may change this privacy notice from time to time, and when we do we will inform you.

15. Do you need extra help?

If you would like this notice in another format (for example: audio, large print, braille) please contact us (see ‘How to contact us’ above).

Are you looking for someone to handle your property management requirements?

Call: 0208 460 9690 today, a chat is free so you have nothing to lose.

The Property Professionals