Building Safety – Leaseholder / Occupier Privacy Notice

Jennings & Barrett Ltd. is committed to protecting and processing your personal data in accordance with the General Data Protection Regulations and the Data Protection Act 2018 (the legislation). For the purpose of the legislation and your personal data, Jennings & Barrett is the Data Controller, Joanna Bould is the person responsible for data protection and can be contacted at Unit 2, Vogans Mill Wharf, 17 Mill Street, London SE1 2BZ or telephone 0203 598 9665.

The General Data Protection Regulations are to safeguard your personally identifiable information or personal data. This privacy notice will be regularly reviewed and updated.

Information held:

The personal data we process may include the information in the below table and may also include other sensitive data concerning health, if relevant to your occupation of the property and provided to us for this basis. Where the provision of data is a statutory, a refusal to provide the data may mean that our client will take appropriate legal advice.

Information Held

First Name, Last Name (of all relevant occupants)

How & Why It Is Collected

Collected in person, over phone, email, hard copy, or submitted via survey, for the following reasons:

To collect service charges

To take reports of property issues

To manage property/lease issues

To fulfil Health and Safety obligations

To manage the property within the terms of lease

Lawful Basis for Processing

Contract Fulfilment

Who It Is Shared With

Staff, plus if necessary:

  • Court services
  • Insurance companies
  • Contractors
  • Software providers
  • Directors of management company
  • Solicitors
  • Fire & Rescue Services
How It Is Stored

Electronically

On paper in a Building Safety Case box (if necessary)

When It Will Be Deleted

Six years after management contract ending

Information Held

Contact Details:
Flat number
Phone number
Email address

How & Why It Is Collected

Collected in person, over phone, email, hard copy, or submitted via survey, for the following reasons:

To collect service charges

To take reports of property issues

To manage property/lease issues

To fulfil Health and Safety obligations

Lawful Basis for Processing

Contract Fulfilment

Who It Is Shared With

Staff, plus if necessary:

  • Court services
  • Insurance companies
  • Contractors
  • Software providers
  • Directors of management company
  • Solicitors
  • Fire & Rescue Services
How It Is Stored

Electronically

On paper in a Building Safety Case box (if necessary)

When It Will Be Deleted

Six years after management contract ending

Information Held

Bank Details

How & Why It Is Collected

Collected in person, over phone, email, hard copy. Collected to process any refunds or reimbursements (if applicable).

Lawful Basis for Processing

Contract Fulfilment

Who It Is Shared With

Staff

Bank

How It Is Stored

Electronically

On paper in a Building Safety Case box (if necessary)

When It Will Be Deleted

Six years after management contract ending

Information Held

Health and evacuation data

How & Why It Is Collected

Volunteered by occupant – Collected in person, over phone, via electronic forms, to fulfil requirements under Building Safety Legislation.

Lawful Basis for Processing

Legal obligation on behalf of management company or Freeholder.

Who It Is Shared With

Management Company

Staff

Building Safety Executive

Fire & Rescue Services

How It Is Stored

Electronically until processed

On paper in a Building Safety Case box (if necessary)

When It Will Be Deleted

Six years after management contract ending

Lawful basis of processing

Your personal data will be used for the activities described in the above table. There are six lawful bases for processing your data including consent, a legitimate interest, contract fulfilment, a legal obligation and a vital interest. A legitimate interest is when we have a business or commercial reason to process your personal data which needs to be balanced with your interests i.e. what is right and best for you.

Online identifiers, IP addresses and cookie identifiers

When you visit our website we may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns.

We may obtain information by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:

  • To estimate our audience size and usage pattern.
  • To store information about your preferences, and so allow us to customise our site according to your individual interests.
  • To speed up your searches.
  • To recognise you when you return to our site.

You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site. You can find more information about cookies at www.allaboutcookies.org

This policy only applies to our site. If you leave our site via a link or otherwise, you will be subject to the privacy policy of that website provider. We have no control over that privacy policy or the terms of the website and you should check their privacy policy before continuing to access the site.

Recipients of personal data

It will be necessary for us to process or share all or some of your personal data with a range of individuals, businesses and organisations. We will not share your data if it is not necessary.

Where is the data stored?

Your personal data is stored in the way described in the above table, and the data is always stored within the European Union or outside of the European Union but with an organisation operating under the General Data Protection Regulations.

Retention period and criteria used to determine the retention period

We will retain some elements of your personal data for up to the time defined in the above table after your tenancy. The information which can be anonymized will be that which is no longer required for either contractual fulfilment or a legitimate interest. If the lawful basis for processing your data was consent then you may withdraw such consent at any time.

Your rights

You have a right of access to check your personal data to verify the lawful basis of processing. We are obliged to respond to an access request within 30 days and may not charge a fee unless the request is unfounded, excessive or repetitive. If a fee is charged it is to be a reasonable fee based upon the administrative cost of providing the information.

You have a right to rectification if the data we hold is either inaccurate or incomplete. If your data has been disclosed to third parties then we must inform them of the rectification, where possible.

You have a right to require the erasure of your data when consent is our basis of processing (the right to be forgotten). You may request that your personal data be erased, for example, where there is no compelling reason for its continued processing or where you withdraw consent. We will comply with your request unless we have another basis of processing justifying our retaining the data (for example a legal requirement or the defence of a legal claim).

You have some rights to ask us to restrict processing i.e. to block or supress processing where, for example, the data may be incorrect and whilst the accuracy is verified. We are permitted to store the data.

Your right to object

You do have a right to object to further processing of your personal data. We may be required to stop processing unless there is some other legitimate basis of processing such as a legitimate interest or a requirement for the exercise or defence of a legal claim.

Withdrawal of consent

Where the lawful basis for processing is your consent, you may withdraw consent at any time by writing to Joanna Bould, Jennings & Barrett at Unit 2, Vogans Mill Wharf, 17 Mill Street, London SE1 2BZ or emailing block@jenningsandbarrett.co.uk.

How to lodge a complaint with the supervisory authority

The supervisory authority responsible for data protection is the Information Commissioners Office (ICO) to whom concerns may be reported by phone on 0303 123 1113 or +44 1625 545 745 if calling from outside the UK, by email using the form on the website ico.org.uk or the live chat function.

Find out more

If you would like to speak to a member of our team, you can get in contact with us by calling us on 0203 598 9665 or emailing enquiries@jenningsandbarrett.co.uk.