Privacy

PRIVACY NOTICE

This privacy notice tells you what to expect us to do with your personal information.

• Contact details

• What information we collect and use, and why

• Lawful bases and data protection rights

• Where we get personal information from

• How long we keep information

• Who we share information with

• Sharing information outside the UK

• How to complain 

Contact details

Email: privacy@edwardcourt.org

What information we collect and use, and why

We collect or use the following information to provide services and goods, including delivery and third party referrals:

• Names and contact details

• Addresses

• Date of birth

• Emergency contact details

• Service use history

• Information about work, home and living conditions

• Records of meetings and decisions

• Payment details (including card or bank information for transfers and direct debits)

• Information relating to compliments or complaints

We collect or use the following personal information to comply with legal requirements:

• Name

• Contact information

• Financial transaction information

• Any other personal information required to comply with legal obligations

• Health and safety information

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details

• Address

• Account information

• Purchase or service history

• Video recordings of public areas

• Audio recordings of public areas

• Call recordings

• Witness statements and contact details

• Financial transaction information

• Information relating to health and safety (including incident investigation details and reports and accident book records)

• Correspondence

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.

• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.

• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Lawful bases and data protection rights

Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

  • We manage the freehold of building with leasehold flats and collect and retain information to administer service charges, maintain the property, monitor use and abuse of facilities, and deal with issues, noise, damage and repairs. For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information to comply with legal requirements are:

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

  • We are required to monitor the lawful use of the building and provide information to leaseholders under the statutory obligations of a freeholder or landlord. For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Where we get personal information from

• Directly from you

• CCTV footage or other recordings

• Publicly available sources

• Councils and other public sector organisations

How long we keep information

Financial records, contact details and correspondence with suppliers, leaseholders and other parties related to the supply of our services and management of our properties will be retained for the required time for leasehold and company law, which is usually six years. This includes audio and video recording of company meetings and other records of important discussions and decisions.

CCTV footage and other recordings of public areas will usually be deleted after 28 days, unless it records incidents potentially of interest for civil or criminal actions in which case they will be retained for six years alongside the other information above.

Additional details of Members, former Members, Officers and former Officers of the Company may be retained for longer in accordance with record-keeping for company law.

Who we share information with

Data processors: Zoho Mail and Dropbox

These data processors do the following activities for us:
Cloud technology services holding information and correspondence securely on their servers.

Others we share personal information with:

• Professional advisors

• Legal bodies or authorities

• Local authorities or councils

• Organisations we’re legally obliged to share personal information with

• Suppliers and service providers

Sharing information outside the UK

Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation name: Zoho Mail
Category of recipient: Email provider
Country the personal information is sent to: Ireland
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address: 

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: www.ico.org.uk/make-a-complaint