Privacy Policy

Managed Partnerships Limited (Company Number 12401949) whose registered office is 234 High Road, Romford, Essex RM6 6AP (Managed Partnerships) is the “Data Controller” in respect of the information gathered and processed by us. The contact details of the “Privacy Controller”, who is your contact within Managed Partnerships are at the end of this document. Managed Partnerships takes great care with all data but especially personal data. We are committed to ensuring this is secure and processed in a lawful manner.

This Privacy Notice details what data we process and why we do this. For further information please contact our Privacy Controller who is detailed in this document. Managed Partnerships will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. Managed Partnerships is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data will be held in addition to these periods depending on individual business needs. Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

How We Collect Data

Visitors to our website

When someone visits www.managedproperties.co.uk we may from time to time use a third-party service to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow any third-party to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Use of cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

Managed Partnerships Limited uses cookies to collect information about visitors’ use of our website, including things like connection speed, operating system details, the time and duration visits and IP addresses. The information collected by cookies enables us to understand the use of our site, including the number of visitors it has, the pages viewed per session, any error messages that occur, etc. This in turn helps to provide visitors with a better experience. Managed Partnerships Limited will not attempt to personally identify visitors from their IP addresses or the use of these cookies.

For further information about cookies, visit www.allaboutcookies.org. You can set your browser not to accept cookies and the website mentioned tells you how to remove cookies from your browser. However, if you select this setting you may be unable to access certain parts of our site.

Security and performance

Managed Partnerships uses a third-party service to help maintain the security and performance of the website. To deliver this service it processes the IP addresses of visitors to the Managed Partnerships website.

People who call us

When you call Managed Partnerships we collect Calling Line Identification (CLI) information. We use this information to help improve its efficiency and effectiveness. When you call Managed Partnerships we may record a selection of calls. We use this information for training and also to help us provide a better service by being able to confirm what was said.

People who email us

We monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

Standing Order Mandate

To fulfil our contractual obligation of collection of monies we may offer an option of paying by Standing Order. For Managed Partnerships to process this correctly we will request bank information.

Contract

Our contract will contain personal information. This is required for us to provide the contracted services.

Third Parties

We receive information from third parties in relation to providing our services. This information will be processed in accordance with GDPR.

Other Forms / Documentation

We may collect or receive information in other forms during the course of providing the services we provide.

Who We Collect Information About, What Information We Collect, What We Use If For, and Third Parties With Whom The Information Is Shared

What we collect and process will depend on your relationship with us and may change from time to time depending on legislation and operational requirements.

CATEGORY OF DATA	PURPOSE FOR PROCESSING DATA	LEGAL BASIS FOR PROCESSING THIRD PARTY ORGANISATIONS WITH WHOM IT MAY BE SHARED	THIRD PARTY ORGANISATIONS WITH WHOM IT MAY BE SHARED
Personal data held in relation to lessees, freehold homeowners and clients will include the following examples:
Contact details	Communication in relation to providing our services	To fulfil the requirements of a contract with our clients and legitimate business interests where no direct contract with the data subject exists	Contractors, insurance companies or loss adjusters in the event of a claim, the owner of the freehold for the relevant property, parties involved in the purchase and sale of the relevant property such as banks and solicitors, emergency services if required, external agencies contracted on behalf of the client and third party software and technical support providers.
Next of Kin and Emergency contacts for certain individuals	Notification in the event of the need arising	Legitimate business interest of being able to contact the emergency or next of kin contact	Government agencies, emergency services and third party software and technical support providers.
Financial details such as bank details and transaction records	To provide a standing order facility and to record transactions processed in fulfilling our services	To fulfil the requirements of a contract	BACS service provider, card processing providers, client bank account provider, external agencies contracted on behalf of the client and third party software and technical support providers.
Contact details, DOB and other identifying information for potential directors and directors of client companies	To meet AML obligations and provide statutory information to Companies House.	Legal obligation to make enquiries of suitability to stand as director and provide statutory information.	Identity checking agency, Companies House and third party software and technical support providers.
Images on documents	To ensure the identity of individuals	To fulfil the requirements of a contract	Third party software and technical support providers
Health Information	To manage the property effectively and provide a duty of care to you if you tell us	Legitimate business interest	Third party software and technical support providers
CCTV images	Crime and anti-social behaviour prevention	The legitimate business interest of providing security to our clients and customers	Police and third party software and technical support providers.
Contact details and vehicle registration for certain buildings	To ensure parking at buildings is maintained for the residents	The legitimate business interest of providing our service	Parking management companies and third party software and technical support providers.
Personal data held in relation to suppliers will include the following examples (it will only be personal data for sole traders and unincorporated partnerships)
Contact Details	Providing services to clients and customers	The legitimate business interest of providing effective building management services	Tenants, Lessees, Clients, Third Party Accreditation Services and third party software and technical support providers.
Bank Details	Payment of invoices	Legal obligation to pay for services
Personal data held in relation to tenants who do not own the leasehold or freehold will include the following examples
Contact Details	Providing services to clients and to provide a duty of care to those in managed buildings	The legitimate business interest of providing effective building management services	Contractors or suppliers of services to the relevant building or property or emergency services if required and third party software and technical support providers and Resident Tenant Associations.
CCTV images	Crime and anti-social behaviour prevention	The legitimate business interest of providing security	Police and third party software and technical support providers.
Contact details and vehicle registration for certain buildings	To ensure parking at buildings is maintained for the residents	The legitimate business interest of providing our service	Parking management companies and third party software and technical support providers.

How We Protect The Information

We secure electronic and manual information in the following ways

Complex password security
Encryption
Role based control of access
Locked and alarmed buildings
Contracts with third party processors and controllers
Following the CCTV Code of Practice

How Long We Keep The Information

We will keep your Personal Information only as long as necessary for the purposes for which we collected it and to comply with applicable law.

Depending on our relationship with you, we may keep your Personal Information for a number of years after our relationship ends.

We will keep Personal Information for as long as is necessary for the purposes for which we collect it. The precise period will depend on the purpose for which we hold your information. In addition, there are laws and regulations that apply to us which set minimum periods for retention of Personal Information. We will provide you with further information if appropriate to give you a full picture of how we collect and use your Personal Information.

Use of Data Processors

Data Processors are third parties who provide elements of our service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

Overseas Transfers

None of the information that we collect process or store as a result of this website is transferred outside of the European Economic Area (EEA). This includes information that is exchanged with any third party organisation as described above.

Your Rights

Right of access – you have the right to request a copy of the information that we hold about you.
Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
Right of portability – you have the right to have the data we hold about you transferred to another organisation.
Right to object – you have the right to object to certain types of processing such as direct marketing.
Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
Right to judicial review: in the event that Managed Partnerships refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined below.

Complaints

The details for each of these contacts are:

	SUPERVISORY AUTHORITY CONTACT DETAILS	FPS PRIVACY CONTROLLER
Address	Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9	234 High Road Romford RM6 6AP
Email	casework@ico.org.uk	privacy@managedpartnerships.co.uk
Telephone	0303 123 1113	0203 475 9067

Changes to this Privacy Notice

We keep our privacy notice under regular review.

This Privacy Notice was last updated on 5^th May 2020.

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