Privacy Policy

Our contact details
Name: Robert James Property Services
E-mail: info@rjpropertyservices.com

The type of personal information we collect
We currently collect and process the following information:

We keep names, email addresses, phone numbers and addresses for the period of your tenancy or ownership.

How we get the personal information and why we have it
The personal information we process is provided to us directly by you, your agent or your landlord for the following reason:

To meet our legal, statutory and contractual obligations and to provide you with our leasehold management or property management services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than specified in this policy.

We use the information in order to provide a number of management services and to be able to make contact in case of an emergency at your property.

In order to competently provide our services to you, we may provide your data to the following third parties:

• Sub-contractors and service provider intermediaries;

• Professional consultants to obtain specific advice on areas of expertise which concern your business;

• Third parties who assist us in conducting background checks;

• Fraud prevention agencies;

• Our data storage and data disposal providers.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are: 

(a) We have a contractual obligation.

How we store your personal information
Your information is securely stored. 

We keep names, email addresses, phone numbers and addresses for the period of your tenancy or ownership. We only ever retain personal information for as long as is necessary. After this time we will securely destroy all hard copy and electronic data.

We have in place suitable electronic data management tools to ensure data is securely deleted after the appropriate timeframe.

What we do not do with the information we store
We do not sell, lease or distribute your data to any third party.

We do not use your data to automate any decision making or to create any arbitrary commercial profile of you.

Your data protection rights
Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in where your personal data is no longer necessary in relation to the purpose for which it was collected or processed.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances. Ie. If we no longer have a contractual obligation to hold your information.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances. Ie. If we no longer have a contractual obligation to hold your information.
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, in certain circumstances. Ie. If we no longer have a contractual obligation to hold your information.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at info@rjpropertyservices.com if you wish to make a request.

How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at info@rjpropertyservices.com

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:  
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF