River Court (1985) Limited 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.

We are required to notify you of this information under the General Data Protection Regulation (GDPR).

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

We are River Court (1985) Limited, the Freehold Company of River Court, Portsmouth Road, Surbiton, Surrey KT6 4EY, of which all Lessees are Shareholders.

The Directors of the Company employ Managing Agents (currently Wallakers) to act on their behalf in respect of the day to day management of River Court and the Managing Agents maintain a register of Shareholders and their personal information collated in order to manage River Court to the best of their ability.

As Directors of River Court (1985) Limited we will from time to time enter into personal correspondence with Lessees and/or residents and will therefore have access to their personal information. 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 River Court (1985) Limited.

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 dealing with River Court, we may collect the following personal information when you provide it to us:

  • Name, address, property address, home and mobile telephone numbers, e-mail address.
  • Date of birth and nationality (if you are or ever become a Director/Company Secretary of the Residents Company).

The Directors sign a Confidentiality Agreement which forbids them to discuss or disclose anything of a personal nature outside of the normal Board business.

A website has been established and set up by an external contractor who in turn has signed a Non- Disclosure Agreement.

In respect ofthe recently installed CCTV within the garage area, this is for security purposes only and this information is not available to the Directors or any other Shareholder/Lessee of River Court (1985) Limited and is in the sole jurisdiction of the Managing Agents who may make this information available to the Metropolitan Police if required but to no other Third Party.

To this end, the Managing Agents have registration under the ICO in respect of the information stored on the CCTV hard drive.

It is proposed to install a video entry phone system. Again, this is for security purposes only and any information will not be available to the Directors or any other Shareholder/Lessee of River Court (1985) Limited. This will be administered by the installation and maintenance contractors who have their own registration under the GDPR.

4. THE PERSONAL INFORMATION WE COLLECT AND USE: INFORMATION COLLECTED FROM OTHER SOURCES

No personal information will be obtained from other sources.

5. HOW WE USE YOUR PERSONAL INFORMATION

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

  • In dealing with any correspondence, replying to information requests, complaints etc.

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 purpose for which we collect and process it.

6. WHO WE SHARE YOUR PERSONAL INFORMATION WITH

We will not share your personal information.

7. WHERE YOUR PERSONAL INFORMATION MAY BE HELD

Where information is held by the Directors, we will ensure there is appropriate security in place as appropriate.

8. HOW LONG YOUR PERSONAL INFORMATION WILL BE KEPT

We will hold minor e-mails for twelve months from date of receipt.

9. REASONS WE CAN COLLECT AND USE YOUR PERSONAL INFORMATION

We rely on legitimate interests to allow us to carry out our day to day responsibilities as Directors of the Company in the day to day business and affairs of River Court (1985) Limited.

10. 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 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:

  • E-mail, call or write to the Managing Agents, Wallakers at 69 Victoria Road, Surbiton, Surrey KT6 4NX; info@wallakers.com; 020 8399 5381.
  • Let us have enough information to identify you (e.g. full name, address and property address).

11. 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 any unauthorised way.

12. CHANGES TO THIS PRIVACY NOTICE

This Privacy Notice was published in February 2020 and last updated at this time.We may change this Privacy Notice from time to time, and when we do we will inform you.