Privacy Policy

Parkfield Latimer Residents Ltd – Privacy Policy Notice

Personal Information

Parkfield Latimer Residents Ltd (“PLRL”) complies with the provisions of the General Data Protection Regulation 2018 (GDPR) in relation to the processing of any personal data we obtain from you. We may collect personal information from you via your shareholding, the process of administering your annual Rentcharge payment and via our website if, for example, you register to receive news and announcements, or when you download data from the site.  Your information is securely stored manually and/or electronically.

Personal information is information or a combination of pieces of information that could reasonably allow you to be identified.  The personal information that you provide (such as name, address, email address, phone numbers, occupation) will be processed and stored by PLRL so that it is possible to contact you and respond to your correspondence, provide information related to your shareholding or in connection with our responsibilities as a residents’ association or to a request from you to access our web site or communicate with our registered office. We will only hold personal information that you have provided to us and that information will be not shared with any third party nor used on behalf of any sales or promotional activity of a third party except for the provision of relevant news or information that may be of interest to the Parkfield community.

A separate Notice will be issued in relation to the processing of personal information obtained via the Parkfield CCTV/ANPR system.

The Company’s Right to Process Information

We adhere to the requirements of GDPR Article 6 (1) (a) (b) and (e) that require processing to be:

1. 1. • with your consent

or

1. 1. • necessary for compliance with the GDPR

or

1. 1. • necessary for the performance of a task carried out in the public interest or in the exercise of authority vested in PLRL or its Person Responsible for Data Protection by virtue of some other law or regulation such as the Companies Act 2006, for example in relation to shareholder communications.

Information Security

PLRL strives to ensure the security of all personal data. We have in place security measures to protect the security of your personal information and to keep it confidential and secure whether in electronic format or hard copy.  These measures are reviewed regularly to ensure they remain robust and appropriate.  We cannot however, guarantee the security of any third party applications, such as internet browsers, that you may use when transmitting any data to us.  Through appropriate technical and physical measures and policies, we make sure that your information is protected from unauthorised access, loss, manipulation, falsification, destruction or unauthorised disclosure.

We will only keep your data for the purpose for which it was collected and only for as long as is necessary for that purpose, after which it will be securely deleted.

We do not collect your bank details, although we may see some of them, for example on cheques received, bank transfer transactions, repayment requests, etc but we do not store these details unless a bank does so within our bank accounts under their control to which we may have access.

Our website automatically tracks certain information in the course of your using it, such as your IP address and browser identification. This information is used only for system administration and for providing anonymous statistics to evaluate the use of the site.  We do not use cookies for collecting any personal information.

Children

We do not process any data relating to a child (under 16) without the express consent of that child’s parent or guardian.

Your Rights

Access to Information

Whilst we believe we have a lawful basis for the collection and use of your personal information strictly in accordance with the contents of this Privacy Policy Notice, you have rights regarding its access, correction or deletion and restriction of its use.  You have the right to request a copy of the information we hold on you. You can do this by contacting our Person Responsible for Data Protection in writing or by email.  As a security measure, you may be required to provide proof of your identity prior to the disclosure of such information but you do not have to pay for it.

Correcting Information

If you believe that the information we have about you is incorrect, you may contact us so that we can update it and keep your data accurate.  Please contact our Person Responsible for Data Protection.

Deleting Information

If you wish PLRL to delete any information about you please contact our Person Responsible for Data Protection.  We cannot delete information about shareholders or their shareholding that we are required by law to hold or contact information that the 2006 Companies Act requires us to hold for the purpose of communicating with shareholders, unless you have requested us under the terms of that Act to provide such communications only in hard copy by post.

Right to Object

If you believe that your data is not being processed for the purpose for which it has been collected, you may object – contact the Person Responsible for Data Protection.

Rights Related to Automated Decision Making and Profiling

PLRL does not use automated decision making or profiling of individual personal data.

Policy Change

It may be necessary to make changes to this policy from time; you will be advised of any revision.

Summary

In accordance with the law, PLRL collects only a limited amount of information about you that is necessary for correspondence, information and service provision.  We do not use profiling; we do not sell or pass your data to third parties. We do not use your data for purposes other than those specified. We make sure your data is stored securely. We delete all information deemed to be no longer necessary. We regularly review our Privacy Policy to keep it up to date in protecting your data.

We have identified an appropriate lawful basis for our processing of your personal data to which you have previously consented and we do not believe that further consent is required.  If you do not agree with this assertion, please contact our Person Responsible for Data Protection stating the basis for your disagreement.

Please advise us if your personal information changes or if the information we hold is out of date.

Complaints

If you have a concern about the way your personal data has been processed by PLRL you may make a complaint to the Company’s Person Responsible for Data Protection.  If you believe we have not resolved any query or concern with respect to the protection of your data you can complain to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or by email at casework@ico.org.uk   Tel: 0303 123 1113.  Further advice can be found online at https://ico.org.uk/your-data-matters/

PLRL’s Person Responsible for Data Protection may be contacted by post at the Registered Office address or by email to info@parkfieldlatimer.co.uk

Last updated 6^th January 2022