Data Protection.

01Who We Are

Precedent Estate Management Ltd is a provider of estate management, leasehold management and property consultancy services throughout England and Wales.

Depending on the nature of the services provided, Precedent may act as either a Data Controller or a Data Processor.

Where we determine the purposes and means of processing personal data, we act as the Data Controller. Where we process personal data solely on behalf of and under the instructions of a client, such as a landlord, resident management company, right to manage company or other property owner, we act as a Data Processor.

Precedent is registered with the Information Commissioner’s Office (ICO) as a data controller, registration reference ZC080505.

02Information We Collect

In the course of providing our services, we may collect and process personal information including:

• Names
• Postal addresses
• Email addresses
• Telephone numbers
• Property addresses
• Correspondence
• Payment information
• Identification documents, where required
• Any other information necessary to deliver our services or comply with our legal and regulatory obligations

03How We Use Personal Information

Personal information is processed only where necessary for:

• The provision of our services
• The administration and management of property interests
• Responding to enquiries
• Complying with legal and regulatory obligations
• Managing contractual relationships
• Recovering debts
• Preventing fraud
• Maintaining accurate records
• Protecting the legitimate interests of our business and our clients

Where appropriate, personal information may also be used to communicate service updates, statutory notices, consultation documents or other information relating to property management.

04Letters to Resident Management and Right to Manage Companies

From time to time we write to resident management companies and right to manage companies to introduce our services. We take the company’s name and registered office address from the public register at Companies House. Where the company has a managing agent, we may instead write to the directors at a correspondence address listed on that register within the development itself. We do not use directors’ names. Our lawful basis is our legitimate interest in telling companies about services that are relevant to them.

These letters are sent by post. If you would rather we did not write again, email info@precedentem.com and we will stop. We keep a brief record of that request so that you are not contacted again. Otherwise, we delete these details within 12 months of our last letter.

05Lawful Basis for Processing

We process personal data only where a lawful basis exists under the UK GDPR. Depending upon the circumstances, processing may be necessary for:

• The performance of a contract
• Compliance with a legal obligation
• The pursuit of our legitimate interests
• Where required, the consent of the individual concerned

06Sharing Personal Information

We will only share personal information where it is necessary and lawful to do so.

Information may be shared with:

• Landlords
• Management companies and resident management companies
• Right to manage companies
• Contractors
• Professional advisers, accountants and legal representatives
• Insurers
• Financial institutions
• Regulatory bodies and local authorities
• Utility providers
• Software providers
• Other organisations engaged in the delivery of our services

Where Precedent acts as a Data Processor, information will only be processed and disclosed in accordance with the instructions of the relevant Data Controller unless otherwise required by law.

We do not sell personal information to third parties.

07International Transfers

Personal information is generally processed within the United Kingdom or the United Kingdom’s recognised jurisdictions. Where information is transferred internationally, appropriate safeguards will be implemented to ensure compliance with applicable data protection legislation.

08Data Security

We maintain appropriate technical and organisational measures designed to protect personal information against unauthorised access, alteration, disclosure, loss or destruction. Access to personal information is restricted to those who require it for legitimate business purposes.

09Data Retention

Personal information is retained only for as long as necessary to fulfil the purposes for which it was collected, to comply with legal, regulatory and contractual obligations, and to establish, exercise or defend legal claims. Retention periods are reviewed regularly.

10Your Rights

Individuals have rights under data protection legislation which may include the right to:

• Request access to personal information
• Request rectification of inaccurate information
• Request erasure, where appropriate
• Restrict or object to processing in certain circumstances
• Request data portability, where applicable
• Lodge a complaint with the Information Commissioner’s Office

Requests relating to personal data will be considered in accordance with applicable legislation.

11Cookies

Our website may use cookies and similar technologies to improve functionality, analyse website usage and enhance the user experience.

12Contact

Questions regarding this Privacy Policy or requests relating to personal data should be directed to:

• Precedent Estate Management Ltd
• 61 Bridge Street, Kington, United Kingdom, HR5 3DJ
• info@precedentem.com

If you remain dissatisfied with how your personal information has been handled, you have the right to complain to the Information Commissioner’s Office (ICO). We would, however, appreciate the opportunity to address your concerns before you contact the ICO.