Privacy Policy

Red Carpet Estates Privacy Notice

 

Your privacy is important to us, which is why we only collect the information we need from you and your household in order to provide you with our services. We take great care to ensure the information we collect is kept confidential and handled responsibly and in accordance with legal requirements.

 

Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

 

About Us

Where we refer to 'we', 'us' or 'our' in this policy, this refers to Red Carpet Estates (RCE).

 

The information we collect

  • Name, title, address, email address, telephone number(s) and other contact details

  • Details of properties/companies we do or may in the future manage on your behalf

  • Company details for the Freehold and RTM companies whose properties we manage

  • Information required to provide you with a service and details of our services

  • All relevant employment details of porters and staff employed by RCE on behalf of freehold or RTM companies who are paid under a PAYE scheme

 

How we collect information

When we ask you for information we will:

  • Tell you why we need it and how it will be used

  • Collect only as much as we need to provide our services

  • Take steps to ensure it is accurate and up-to-date

  • Make sure we don’t keep it longer than is necessary

  • Keep it secure and confidential – so that it is only seen by those members of staff who need it to do their job

In return we ask you to:

  • Provide us with accurate information

  • Tell us as soon as possible of any changes in your circumstances

 

Why we collect this information

We use your personal data in various areas of work, including:

  • Building and property management

  • Collection of rents, service charge and other sums

  • Maintenance/repair of property

  • Regulatory purposes e.g. requirements of the Regulator of Social Housing research

  • Legal proceedings

  • Employment

Typically we hold and process such data in connection with managing your property in order to meet your needs.

 

The kind of information we hold about you

The information we hold about you may include the following:

  • Your personal details (such as your name and/or address);

  • Details of contact we have had with you in relation to the provision, or the proposed provision, of our services

  • Details of any services you have received from us

  • Our correspondence and communications with you

  • Information about any complaints and enquiries you make to us

 

 

Our legal requirements

We must comply with data protection legislation and guidelines. The principles we must comply with say that information about you must be:

  • Fairly and lawfully processed

  • Processed for limited purposes

  • Adequate, relevant and not excessive

  • Accurate

  • Not kept longer than necessary

  • Processed in line with your rights

  • Safe and secure

  • We will not transfer the personal data we collect about you outside of the EEA.

 

Who we share this information with

Generally, only our staff has access to your personal information, however, in some cases we share it with our business partners, such as:

  • Contractors, letting agents and managing agents

  • Local authorities

  • Insurers and Insurance brokers

  • Legal and accountancy advisors

  • Utility providers

  • Regulatory bodies

We always make sure the organisations understand that the information must be used for the reasons we have specified and must be kept safe and secure.

These organisations are also bound by contractual data sharing agreements.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

 

Why we share your information:

  • Legal requirements

  • To provide services to our clients and tenants

  • To maintain accuracy

It is our policy not to disclose or sell information about companies or individuals. We will not share personally identifiable information with third parties unless required by law, or unless explicit permission is provided by the you as the individual. We recognise that your information is valuable and we take all reasonable measures to protect your information while it is in our care.

 

How long we keep this information

If you have provided your information to RCE to use in the course of providing our services and duty of care, we will keep your personal data for a minimum of six years after you sell, vacate (tenants only) or end your contract, after which time it will be destroyed or deleted from our systems. If there is no contractual requirement to retain your personal data we will also destroy or delete it after 7 years to comply with regulatory reporting requirements. If you are making an enquiry about future management of our services but do not proceed, your personal information will be deleted immediately unless you provide us with consent to retain this information.

 

Your duty to inform us of changes

We endeavour to keep our records up to date. However, if any of your personal details change (e.g. telephone number, contact information), please let us know and we will ensure our systems are corrected.

 

Make a complaint

As with all RCE services, if you aren’t happy with the way we have used your data you are entitled to submit a complaint.

 

Control of your personal information

Under certain circumstances, by law you have the right to:

  • Request access to your personal data. This enables you to receive details of the personal data we hold about you and to check that we are processing it lawfully.

  • Request correction of the personal data that we hold about you.

  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).

  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this basis.

  • Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.

  • Request the transfer of your personal data to you or another data controller if the processing is based on consent, carried out by automated means and this is technically feasible.

If you want to exercise any of the above rights, you can contact your property manager by post 62 Grants Close London NW7 1DE or by e-mail info@redcarpetestates.co.uk

 

Please note:

  • There are limits to the volume of data we can provide

  • You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

  • We have 20 working days to complete the request

  • We can withhold or conceal data if it reveals information on another individual

 

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

 

Changes to this Notice

Any changes we may make to our privacy notice in the future will be provided to you by an update on our website at: www.redcarpetestates.co.uk

 

This privacy notice was last updated on 23 May 2018

Red Carpet Estates

Red Carpet Estates, 62 Grants Close, London NW7 1DE 

Tel: 0208 343 0678  |  Email: info@redcarpetestates.co.uk

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