Eastways Management Limited Privacy Policy

Our contact details.

Name: Eastways Management Limited
Address: 42 Kings Hill Avenue, Kings Hill, West Malling, Kent ME19 4AJ
E-mail: eml@eastways.org

The type of personal information we collect.

We currently collect and process the following information:

• Personal identifiers, names address email addresses and telephone numbers.
• Transfer of ownership forms.
• Details of Mortgagees if given.
• Details of Tenants and agents if provided.
• Consent to let and change of tenancy forms.
• Contact and other details of suppliers.

The reasons we collect this information are set out in the section below showing how we get this information and why we have it.

Cookies.

Cookies are small pieces of text sent to your browser by a website you visit. They help the website remember information about your visit, which can both make it easier to visit the site again and make the site more useful to you.

Your web browser may enable you to disable cookies, but please note that certain services may not function correctly without it and your experience on our website may be hindered.

Our website is managed by Web.com, part of Newfold Digital Inc (Newfold). They say they do not extract information about individual users. Newfold’s cookie policy is at https://newfold.com/privacy-center/cookie-policy

• Persistent cookies are cookies that help recognise you. They are stored on your device in between browser sessions, allowing Newfold to remember your preferences and actions across multiple sites and on multiple visits.
• Session cookies expire at the end of your browser session, allowing Newfold to link your actions during a particular browsing session.

Newfold may use Google Analytics to analyse the use of the website. This generates statistical and other information about website use by means of cookies, which are stores on users’ computers. The information generated relating to our website is used to create reports about the use of the website. Google will store this information. Google’s privacy policy is available at: http://www.google.com/privacypolicy.html.

How we get the personal information and why we have it.

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• In connection with a lease and use of a flat under that lease.
• In connection with acting as a supplier.

To enable us to manage the company, the freehold of Regent Square, carry out our obligations under the leases and communicate with you.

We also receive personal information indirectly, from the following sources in the following scenarios:

• Our solicitors upon the transfer of ownership. This normally shows details of any mortgages, and we may use this to notify any lenders where there is a breach of the lease which could have an impact on their security.
• From you or your agents the details of tenants and any children living in the property. Where you let your property, we require details of the tenants as well as a classification of your tenants’ status as periodically our insurers require this information. Currently they ask whether tenants and those occupying with them are: (a) In full time employment. (b) Family member or friend. (c) Social housing tenants. (d) Students.
• Details of suppliers. We hold details of our suppliers including banking details to enable us to pay their invoices.

We use the information that you have given us to:

• Manage the company, the freehold of, leases and use of flats in Regent Square.
• Send email communications.
• Send our newsletter when published.
• Manage supply of goods and services to us.

We may share this information with:

• Our advisers and suppliers where there is a legal or legitimate need to do so.

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

How we store your personal information

• Your information is securely stored.
• We keep contact details, details of ownership for six years after you have sold your property. We keep details of tenancies until any change in the tenancy. We will then dispose of the information by deleting the information from our system.

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 certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
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.

Policy amendments.

We may update this privacy policy from time to time by posting a new version on our website. You should check this occasionally to ensure you are happy with any changes.

We may also notify you of any changes to our privacy policy by email.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at 42 Kings Hill Avenue, Kings Hill, West Malling, Kent ME19 4AJ.

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

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk