PRIVACY NOTICE
provided by MAY & CO. MANAGEMENT LIMITED
May 2018
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.
MAY & CO. MANAGEMENT LIMITED collect, use and are 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 MAY & CO. MANAGEMENT LIMITED.
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 renting and/or managing your property or block, we may collect the following personal information when you provide it to us:
Name, address, home and mobile telephone numbers, email address
Profession, bank details, past addresses
Passport photograph, mortgage details
The provision of contact details is required from you to enable us to perform our contract as agents appointed for and on behalf of the landlord, RTM or other responsible person. We will inform you at the point of collecting information from you whether you are required to provide the information to us.
We also obtain personal information from other sources as follows:
Credit score from Homelet for the purposes of referencing.
We will typically collect and use this information for the following purposes:
For the performance of a contract you have with our client, the landlord, and pursuant to which we are appointed as their agent.
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.
We seek to ensure that our information collection and processing is always proportionate. We will notify you of any material changes.
We routinely share:
Name, telephone numbers, email address
With recipients such as:
Landlord, contractors, referencing agents
Inventory company/clerks, solicitors, surveyors
Insurers and brokers, software providers, accountants
Professional bodies, First Tier Tribunals
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.
Information may be held at our offices, third-party agencies (referencing agency, inventory agents), service providers (utilities), representatives, and agents.
We have security measures in place as detailed in our GDPR data protection policy.
We will hold your contact details for six years (as required by UK tax law) or for as long as we manage the property.
We rely on:
Contract fulfilment – when we need to perform a contract with you or comply with our obligations
Legal obligation – to meet our legal duties
Legitimate interests – provided there is no disadvantage to you
Under GDPR, you have the right to:
Fair processing and transparency
Access your personal data
Correct mistakes
Erase personal data in certain situations
Receive your data in a structured, machine-readable format
Object to processing for direct marketing
Object to automated decision-making
Restrict processing
Claim compensation for breaches
To exercise your rights, contact us with:
Enough information to identify you (e.g. full name and property address)
Proof of ID (e.g. copy of passport or driving license, utility bill)
Details of your request (e.g. account or reference numbers)
We have appropriate security measures to prevent unauthorized access, loss, or use. Only those with a legitimate business need will have access, under confidentiality obligations.
We also have breach response procedures where legally required.
We hope to resolve any concerns you raise.
You also have the right to complain to the UK Information Commissioner:
https://ico.org.uk/concerns/
Tel: 0303 123 1113
Published: 14/5/18
Last updated: 14/5/18
We may change this notice and will inform you if we do.