Privacy Policy

PRIVACY NOTICE provided by Michael Laurie Magar Ltd. (“MLM”)

MLM are committed to protecting and respecting your privacy and the data we hold.

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 during our management of your development and after it ends.

We are required to notify you of this information under the General Data Protection Regulations.

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

Michael Laurie Magar Ltd. collects, uses and is responsible for certain personal information about you. 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 Michael Laurie Magar Ltd.  MLM are the data controller for all data we hold about you.

 

  1. 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.

 

  1. THE PERSONAL INFORMATION WE COLLECT AND USE: INFORMATION COLLECTED BY US

In the course of the performance of our contract as managing agent for the development where you are a leaseholder or home owner (Freeholder), we may collect the following personal information when you provide it to us:

  • Your name, contact details including address, property address, home and mobile telephone numbers, e-mail address
  • Your mortgage details (if applicable and if required)
  • Your bank details (if provided for Direct Debit collection)

In the course of the performance of our contract as managing agent for the development where you are a tenant, we collect the following personal information when you provide it to us:

  • Your name, contact details including address, home and mobile telephone numbers, e-mail address
  • AST details or contract/lease details
  • Your bank details (if provided for Direct Debit collection)

In the course of the performance of our contract as managing agent for the development where you are a licensee, we collect the following personal information when you provide it to us:

  • Your name, contact details including address, home and mobile telephone numbers, e-mail address,
  • Licence details
  • Your bank details (if provided for Direct Debit collection)

In the course of the performance of our contract as managing agent for the development where you are a client, we collect the following personal information when you provide it to us:

  • Your name, contact details including address, home and mobile telephone numbers, e-mail address,
  • Money laundering requirement information (including copy of your passport, driving licence, proof of address and any other legally required information)
  • Your bank details
  • For all parties: A CCTV system may monitor parts of your development / building / estate within which you own a property.
  • For all parties: If you visit our website or use MLM Connect we may collect the following information:
  • Technical information, including internet protocol address used by your computer to access the internet, your login information, browser type, time zone setting, browser plug-in types and versions, operating system and platform,
  • Information about your visit, including the full resource locators (URL), clickstream through and from websites (including date and time); products you used or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse overs), and methods of use to browse away from the page and any phone number used to call our customer service or system administrator numbers.
  • We are also working closely with third parties (including for example, business partners, sub-contractors for technical, payment and delivery services) and may receive information about you from them.

The provision of the above information is required from you to enable us to perform our contract as managing agent. We will inform you at the point of collecting information from you, whether you are required to provide the information to us.

 

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

SOURCES

We also obtain personal information from other sources as follows:

  • If you are a leaseholder or home owner (Freeholder): Our client, Solicitors, RMC Directors, Third Party tracing agents
  • If you are a tenant: Leaseholders (Your landlord), agent acting on behalf of your landlord
  • If you are a licensee: Leaseholders (Your landlord), agent acting on behalf of your landlord

 

  1. HOW WE USE YOUR PERSONAL INFORMATION

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

  • For the performance of a contract you have with our client and pursuant to which we are appointed as their agent.
  • For the purposes of our legitimate interests or those of a third party, but only if these are not overridden by your interests, rights or freedoms.

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 purposes for which we collect and process it.

 

  1. WHO WE SHARE YOUR PERSONAL INFORMATION WITH

We routinely share the following categories of personal data:

  • Your name, contact details including address, property address, home and mobile telephone numbers, e-mail address

This personal information may be shared with the following categories of recipients:

  • Accountants – for the production of service charge and statutory company accounts
  • Solicitors – for debt recovery, breach of lease or property sales
  • Tracing agents – for debt recovery
  • Contractors and service providers – for repairs and maintenance
  • IT support – for software management and data back up
  • Bailiffs – for debt recovery
  • Insurers and their brokers – for claim handling, policy renewal and administration
  • Mortgage Companies – for debt recovery
  • HMRC – as legally required
  • Survey Monkey – for market research and surveys
  • DVLA – for car ownership validation

This data sharing enables us to perform our contract as managing agent.

We will share personal information with law enforcement or other authorities if required by applicable law.

We will not share your personal information with any other third party.

In the event that we are instructed to transfer the management of an estate / block / building within which your property is located to another managing agent, we may disclose your personal data to the new managing agent.

 

  1. WHERE YOUR PERSONAL INFORMATION MAY BE HELD

Information may be held at our offices or directly on site (if applicable), and third-party agencies, service providers, representatives and agents as described above.

We have security measures in place to seek to ensure that there is appropriate security for information we hold including those measures detailed in our GDPR data protection policy.

 

  1. HOW LONG YOUR PERSONAL INFORMATION WILL BE KEPT
  • If you are a leaseholder or home owner (freeholder), we will hold your name, contact details including address, property address, home and mobile telephone numbers, e-mail address for the duration of the time we are appointed as the managing agent of the development and then for as long as legally required after our contract has terminated.
  • If you are a tenant, we will hold your name, contact details including address, home and mobile telephone numbers, e-mail address for the duration of your AST or contract/lease and then for as long as legally required.
  • If you are a licensee, we will hold your name, contact details including address, home and mobile telephone numbers, e-mail address for the duration of your license and then for as long as legally required.
  • For all parties: if applicable we will hold CCTV footage for as long as necessary to fulfill our contractual and legal duties.

 

  1. REASONS WE CAN COLLECT AND USE YOUR PERSONAL INFORMATION

We rely on the contract we hold with our client and for the purposes of our legitimate interests or those of a third party, as the lawful basis on which we collect and use your personal data.

 

  1. 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 use 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:

  • email, call or write to us
  • let us have enough information to identify you (Your full name, address and property address)
  • let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
  • let us know the information to which your request relates, including any account or reference numbers, if you have them

 

  1. 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 an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

 

  1. HOW TO COMPLAIN

We hope that we can resolve any query or concern you raise about our use of your information.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular, in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at

https://ico.org.uk/concerns/ or telephone: 0303 123 1113.

 

  1. CHANGES TO THIS PRIVACY NOTICE

This privacy notice was published on 25th May 2018 and last updated on 25th May 2018.

We may change this privacy notice from time to time, and when we do we will inform you.