Privacy Policy
Our contact details
Name: Placekeeper CIC and Placekeeper Management Ltd
Address: 12-14 Shaw’s Road, Altrincham WA14 1QU
Phone Number: 0161 531 6422
E-mail: info@placekeeper.co.uk
The type of personal information we collect
We currently collect and process the following information:
- Personal identifiers, contacts and characteristics (for example, name and contact details)
- Email and postal addresses
- Customer financial information
- Contact numbers
- Any relevant information that is featured in your lease/certificate of ownership/title documents
This information is required from you to enable us to perform our contract as managing agent or other legal obligations to manage and maintain open space, buildings and other assets.
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 to allow collection of payment for management services and to enable legal obligations contained within property transfers, leases, service charge deeds etc to be adhered to.
We also receive personal information indirectly, from the following sources in the following scenarios:
- Vendors or solicitors passing on buyer’s details post completion of a sale of a property
- we will be able to see details of your interaction(s) with our team via email, our website (if you use the contact us, pay my bill or other forms) or telephone, such as the date, time, reason for contacting us and resolution, and if you call us, your phone number.
We use the information that you have given us in order to:
- Respond to queries, collect and process payments and deliver our management services.
- Process a task, your registration, any orders, enhance our services, your experience and to share relevant updates. 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. For example, we use your information to:
- Help us quickly and efficiently respond to inquiries and requests
- Communicate with you regarding our service so that we can send you financial documents, updates on maintenance issues, news about Placekeeper, details about new features and content available, surveys and to assist you with operational requests such as reporting site issues, ways to pay, etc.
- Carry out our obligations to provide you with the information, products and services relating to the service that we are contracted to carry out
- Notify you of any changes to our services or our websites and apps
Disclosure of Information
Should we ever disclose any personal information obtained about you to a third party, it would be for the following reasons:
- Service Providers: There may be times where we will have to use other companies, agents or contractors (“Service Providers”) to undertake services on our behalf or to assist us. For example, we work with Service Providers to process credit card transactions or other payment methods and to provide customer assistance with certain maintenance requests. Whilst undergoing the task the Service Providers may have access to your information. We do not authorise them to use or disclose your information except in connection with providing their services.
- Third parties: we do not share any of your data to third parties unless we are instructed to transfer the service provision to a new agent or to enable us to perform our contract as managing agent
- Protection of Placekeeper and others: Placekeeper and its Service Providers may disclose and otherwise use your personal and other information where disclosure is needed to
- Satisfy any applicable law, regulation, legal process or governmental request
- Enforce applicable terms of use, including investigation of potential violations
- Detect, prevent, or address illegal or suspected illegal activities (including payment fraud), security or technical issues
- Protect against harm to the rights, property or safety of Placekeeper, its users or the public as required or permitted by law
If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of Placekeeper, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of debt recovery, fraud protection and credit risk reduction.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting us using the details above.
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a vital interest.
(e) We need it to perform a public task.
(f) We have a legitimate interest.
Use of ‘cookies’
We do not use cookies on our websites to collect personal information however we do use third party cookies to analyse our site traffic. We share information about the use of our site with google analytics who may combine it with other information you have provided to them or that they have collected through your use of their other services.
How we store your personal information
Your information is securely stored electronically. We implement security policies, processes and technical security solutions to protect the personal information we hold from:
- Unauthorised access
- Improper use or disclosure
- Unauthorised modification
- Unlawful destruction or accidental loss
Placekeeper takes the care of your data seriously and undertakes to protect your personal information in a range of ways including secure servers, firewalls and SSL encryption.
Examples of our security include:
- Encryption, meaning that information is hidden so that it cannot be read without special knowledge (such as a password).
- Pseudonymisation, meaning that we’ll use a different name so we can hide parts of your personal information from view. This means that someone outside of Placekeeper could work on your information for us without ever knowing it was yours.
- Controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it.
- Training on how to handle information and how and when to report when something goes wrong.
- Regular testing of our technology and ways of working including keeping up to date on the latest security updates (commonly called patches).
We safeguard your personal information against loss, theft and unauthorised access. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your data, we cannot guarantee the security of your data transmitted to our websites and apps; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to prevent unauthorised access.
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.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
You may also request that we delete some information that we hold about you, so long as it is not within our rights to have access to this information (e.g. it is in your lease or property title and we need it for legal purposes).
Your Choices
To make requests, or if you have any other questions regarding our privacy practices, please contact us at info@placekeeper.co.uk.
If you no longer want to receive certain communications from us via email or text, then where you are able to, you can click unsubscribe. Alternatively, email us at info@placekeeper.co.uk and label as private and urgent and we will remove you from the list.
Please contact us at the details above if you wish to make a request.
How long your personal information will be kept
Unless stated otherwise, we will hold your personal information based on the following criteria:
- For as long as we are contracted to do so
- For as long as we provide a service to you and then for as long as someone could bring a claim against us
- Retention periods in line with legal and regulatory requirements or guidance
If the relationship with us is of a financial nature then we are required under UK Tax Law to keep the personal information (name and address) for a minimum of 7 years after which time it will be destroyed.
Changes to This Privacy Statement
This Privacy Statement will be updated from time to time in order to comply with legal, regulatory or operational requirements. This Statement was last updated on 25 November 2020.
The data controller
The data controller of your personal information is Placekeeper, who also provide the service to you.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at info@placekeeper.co.uk or any of the details above.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address is:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk