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This privacy statement sets out how Forte Freehold Management Limited complies with General Data Protection Regulations (GDPR) implemented on 25 May 2018.
It explains in detail the types of personal data we may collect about you when you interact with us, plus how we’ll store, handle and keep the data safe.
Any changes to these policies will be posted on www.fortefreeholdmanagement.com
You can access this privacy statement via our homepage. www.fortefreeholdmanagement.com.
We have structured our website so that, in general, you can visit our website without identifying yourself or revealing any personal information. Once you choose to provide us with any information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy statement.
About Forte Freehold Management Limited
Forte Freehold Management Limited is a company registered at 5 Maling Court, Union Street, Newcastle upon Tyne, NE2 1BP. Company number 7038220.
On what legal basis are we operating?
The law on data protection sets out a number of reasons for which a company may collect and process personal data, including:
Contractual obligations - You are required to provide your landlord with certain personal data to comply with your contractual obligations under the terms of your long lease. Where we act for your landlord we collect and record that data on its behalf.
Legal obligation - If the law requires us to, we may need to collect and process your data, to comply with common law or statutory obligations.
For example, we can pass on details of people involved in fraud, terrorism, criminal activity affecting any of the properties with which we deal to the Police, Local Authority or other Government Body if so requested.
Legitimate interest - In specific situations, we require your data to pursue any legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights. For example, we may share your details with others (e.g. Solicitors, the Landlords who instruct us or Managing Agents) for the purpose of or in connection with, any legal processes (including prospective legal proceedings), or the purpose of obtaining legal advice, or for the purpose of establishing, exercising or defending legal rights.
Landlords have a legitimate interest in knowing the identities of the people who occupy or who hold a lease or licence or have any other legal interest or rights over their buildings.
When do we collect your personal data?
When you visit our website.
When we provide a service to collect monies on behalf of your landlord due from you.
When you contact us by any means with queries, complaints etc.
When you have given a third party permission to share with us the information they hold about you.
How and why do we use your personal data?
We will process personal data to pursue the legitimate interest of your landlord in collecting ground rent, insurance rent and in upholding the terms of your lease.
Here’s how we’ll use your personal data and why:
What sort of data do we collect?
Name and Address – This is usually provided by your solicitors upon acquisition of your leasehold interest in a property.
Any email address or telephone number you provide to us.
Details of any lender to whom you have granted a mortgage or other form of security on your leasehold property. In order to comply with the terms of your lease, this information should be provided by you or your solicitor on the grant of the relevant mortgage or other security.
When do we collect your data?
When provided by any Landlord, Landlords Agent, Managing Agent, Solicitors or you.
For example, Alternative Correspondence Address – If you are not intending to occupy the property you must provide us with an alternative contact address.
Upon acquisition of your property or if you re-mortgage your property when information should be provided by your solicitors or by you (if you contact us directly) to provide us with details about the change of ownership or lender.
When you contact us via our website, or directly.
In response to your queries, requests and complaints.
How we protect your data?
We know how much data security matters. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it.
We regularly monitor our system for possible vulnerabilities and attacks.
Work with our IT department to develop mitigations to reduce the risk of Personal Data Breaches.
Conduct a Risk Analysis to manage risk on an ongoing basis.
How long will we keep your personal data for?
Whenever we collect or process your personal data, we keep it for as long as is necessary in most instances for 12 years for the purpose of statutory obligations under which it was collected.
An example of customer data retention periods:
Bank details – e.g. refunding overpayments, data will be destroyed after the transaction has successfully completed.
Legal - We’ll keep personal data for the period of your ownership of a property and for an appropriate length of time afterwards so as to enable us to comply with our legal and contractual obligations.
Who do we share your data with?
- Police, Local Authorities and Government Bodies
- Managing Agents
- Other Third Party agents
- Anyone named as a party to your long lease, or their successors
- IT Companies providing services to us.
- Internal Employees
Examples of the kind of third parties we work with are:
IT companies who support our business systems.
Google. This is based on your acceptance of cookies on our websites. See our Cookies Notice for details.
We may also be required to disclose your personal data to the police or other enforcement, regulatory or Government body, in your country of origin or elsewhere, upon a valid request to do so. These requests are assessed on a case-by-case basis and take your right to privacy into consideration.
Banks who provide services to us.
What rights do you have over your data?
You have the right to request:
Access to the personal data we hold about you, free of charge.
You have the right to ask for your information to be amended or to request a copy of any information about you that we hold at any time, and also to have that information corrected if it is inaccurate. To ask for your information, please contact Forte Freehold Management Limited, 5 Maling Court, Union Street, Newcastle upon Tyne, NE2 1BP, or email email@example.com
Your right to withdraw consent
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.
Where we rely on our legitimate interest
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
Contacting the regulator
If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk/concerns .
If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence.
If you live outside the UK, by providing your personal data to us, you expressly consent to the processing of your personal data by us. Of course, you still have the right to ask us not to process your data in certain ways, and if you do so, we will investigate this for you. Each case will be treated on an individual basis.
Sometimes we’ll need to transfer your personal data between countries to enable us to supply the information you’ve requested. In the ordinary course of business, we may transfer your personal data from your country of residence to ourselves and to third parties located in the UK.
By dealing with us, you are giving your consent to this overseas use, transfer and disclosure of your personal data outside your country of residence for our ordinary business purposes.
This may occur because our information technology storage facilities and servers are located outside your country of residence, and could include storage of your personal data on servers in the UK.
We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it.
If you have any questions that haven’t been covered, write to us at Forte Freehold Management Limited, 5 Maling Court, Union Street, Newcastle upon Tyne, NE2 1BP or email firstname.lastname@example.org
It’s likely that we’ll need to update this Privacy Notice from time to time. We’ll notify you of any significant changes, but you’re welcome to come back and check it whenever you wish.
Last Updated 22/05/2018
Download our Information Commissioner's Office Certificate and registration information here:
Last Updated 21.05.2018