DATA PROTECTION AND PRIVACY POLICY – SOUTHSIDE (HURST STREET) MANAGMENT COMPANY LTD
1. INTRODUCTION
1.1 [SOUTHSIDE (HURST STREET) MANAGEMENT COMPANY LIMITED] (Southside RMC) is a Resident Management Company (RMC) has been appointed by the lessees of the Southside Estate (the Community) to retain and interact with a managing agent and other suppliers/sub-contractors to the Community and to generally supervise the management of the Estate on behalf of the lessees. Southside RMC is incorporated in England and Wales with Company Number 04979737 and whose Registered Office is at Principle Estate Services Ltd, 137 Newhall Street, Birmingham, England, B3 1SF.
1.2 This Data Protection and Privacy Policy contains important information as to how we collect, process, store and use your personal data, records and information and about some of our key responsibilities the Data Protection Act 2018 and the General Data Protective Regulations plus successor laws, statute, legislation and regulations (the DP Legislation) and in respect of other laws; including how we may use that data to comply with our legal and regulatory responsibilities.
1.3 We take our responsibilities under the Act and GDPR, very seriously and your data and its security is/are very important to us. Please read this Data Protection and Privacy Policy carefully and if you have any questions or queries, please contact our Data Protection Officer at dp@southsidemc.co.uk
2. INFORMATION WE COLLECT FROM AND ABOUT YOU
2.1 During our relationship with you (including but not limited to whether you are simply visiting any of our Websites, attending our AGM, interacting with Us on “face to face” and/or virtual/e/meetings or as a user accessing the services that we provide), we will collect, process and store, information about you that you may give us by phone, by email, via our website, in person, through video, data and or otherwise. Some examples of how we collect this information include:
2.1.1 when you register, we will collect, process and store, the information that you provide;
2.1.2 by using our website, we will collect, process and store, traffic data, weblogs, location data and tags;
2.1.3 if you attend our AGM or attend “face to face” and/or virtual/e/meetings we will digitally record the meeting and use any information and data generated from that meeting in accordance with this Data Protection and Privacy Policy;
2.1.4 communications via our website, by email or communication/digital platforms (including chatbots, SMS/Text, Meta (including WhatApp, Facebook and Instagram) X, Ticktock or otherwise where we will collect, process and store such information.
2.2 The personal data, records and information may include amongst other things, your name, address, email address, phone number and financial information (for example bank account details and sort codes) as well as information about others which you provide. We do not hold sensitive personal information about you or any third parties.
3. USES OF INFORMATION WE COLLECT FROM AND ABOUT YOU
3.1 We gather personal data, records and information about you and we use the personal data, records and information that you give to us and that we gather about you, in the following ways:
3.1.1 to handle any enquiries that you may have about to the Community and to notify you about any changes to services;
3.1.2 to carry out our obligations arising from any agreements between you and us;
3.1.3 to permit selected third parties who help us and who support the Community (e.g. trades people and the providers of good and services), IT support (website provider/hosts) and financial service companies (e.g. payment provider Pay Pal)) and a number of digital providers.
3.1.4 in order to fulfil our legal and regulatory obligations e.g. safety of the Community, crime prevention and compliance with health and safety obligations, pest, disease and hygiene control;
3.1.5 where you have consented to:
3.1.5.1. to provide you with information about/market to you goods and services; and, 3.1.5.2. selected business partners to provide you with information about/market their goods and services which may be of interest to you.
4. DISCLOSURE OF THE INFORMATION WE COLLECT FROM AND ABOUT YOU
4.1 You agree that we have the right to share your personal data, records and information with third parties being:
4.1.1 service partners including Microsoft, Pennycuick Colins and any managing agent and other suppliers/sub-contractors to the Community;
4.1.2 financial services companies;
4.1.3 selected third parties including suppliers and sub-contractors who help us and who support the Southside RMC;
4.1.4 to governmental organisations (including regulators); and,
4.1.5 [where you have consented to our selected business partners].
4.2 We will disclose your personal data, records and information to such third parties:
4.2.1 to assist us in handling any enquiries that you may have about to the Community and to notify you about any changes to services;
4.2.2 to assist us in the performance of any agreement that we have with you and to enforce or apply our terms and conditions of business;
4.2.3 if we are under a duty or obligation to disclose or share your personal data, records and information in order to comply with any legal obligation, or to protect the rights, property, or safety of users, visitors and members of the Community. This includes exchanging information with other companies and organisations for the purposes of safety of the Community, crime prevention (including fraud protection), anti-money laundering, anti-bribery and credit risk reduction, health and safety and pest, disease and hygiene control; and,
4.2.4 where you have consented, to selected business partners to provide you with information about/market their goods and services which may be of interest to you.
5. WHERE WE STORE YOUR PERSONAL DATA
5.1 We will take all steps reasonably necessary to ensure that your data information and records are treated securely and in accordance with the DP Legislation, including:
5.1.1 storing your data and information in a private cloud on secure servers which are located and hosted in the United Kingdom. We do not transfer data and information to any location outside the United Kingdom; and,
5.1.2 using a respected and industry-leading third party, [e.g. Pay Pal], to process your payment details.
5.2 Please note that whilst our website or other processes may collect payment details, we do not hold or retain such details after payment and any payment transactions will be performed [Pay Pal] through their website and those of your financial service providers (e.g. credit card companies).
6. COOKIES
Our website uses cookies. Cookies are small files of letters and numbers that are downloaded on to your computer when you visit a website. Cookies are used by us to do a number of things, e.g. remembering your preferences, recording what you are looking at on our website, and counting the number of people looking at our website. To find out more see our Cookies Policy [https://southsidemc.co.uk/cookies] on cookies and how we use them.
7. HOW LONG DO WE KEEP YOUR PERSONAL DATA?
7.1 We will keep your information for as long as is necessary to fulfil the purposes set out in this this Data Protection and Privacy Policy and for such longer period as may be proscribed by/to comply with applicable laws and regulations. 7.2 In addition, in respect of information which you provide by consent (and subject always to our obligation to keep such information for such longer period as may be proscribed by applicable laws and regulations), we will use such information only for a period of [up to twelve (12) months] and no longer, unless renewed by opt in/consent.
8. YOUR RIGHTS AND ACCESS TO YOUR DATA, INFORMATION AND RECORDS
8.1 You have the right at any time to ask us not to process or to restrict the processing of your personal data, records and information or to notify us that you no longer want to receive marketing information from us [or from our selected business partners]. You can exercise your rights at any time by contacting us at dp@southsidemc.co.uk or by post to Southside (HURST STREET) Management Company Limited, Principle Estate Services Ltd, 137 Newhall Street, Birmingham, England, B3 1SF
8.2 The Act and GDPR, also gives you the rights in certain circumstances to access, rectify, amend, erase and transfer/port information held about you. You may exercise such rights at any time by submitting an information access request by contacting us at dp@southsidemc.co.uk or by post to Southside (HURST STREET) Management Company Limited, Principle Estate Services Ltd, 137 Newhall Street, Birmingham, England, B3 1SF 8.3
8.4 However, you must be aware that in exercising these rights you may prevent us from performing our obligations in any agreement we have with you and your use or and access to the Website and its functionality/tools may be limited.
9. CONSENT OF THIRD PARTIES
9.1 To the extent that personal data, records and information is provided by you about third parties, including for example other Community members, YOU MUST obtain the necessary consent for the disclosure of this information on the same or equivalent terms as set out in this Data Protection and Privacy Policy and that you have the right permissions and authorisations.
9.2 Before you release any such personal data, records and information to us; YOU MUST ensure that you have the right permissions, consents and authorisations to do so.
10. LAW AND JURSIDICTION AND CHANGES TO THESE TERMS
10.1 This Data Protection and Privacy Policy is subject to the laws of England and the jurisdiction of the English Courts. 10.2 PLEASE NOTE: You are responsible for your compliance with applicable Laws and Regulations and for your activities whilst using and interacting with the Website and with other visitors and Users. 10.3 PLEASE NOTE: we reserve the right to amend, modify or otherwise change this Data Protection and Privacy Policy at any time without notice.