Personal information is collected from leaseholders and residents for one of the following reasons:
- to perform our contract with yourselves (e.g. matters relating to lessor/lessee regulations
- where it is our legal duty (e.g. in maintaining the Share Register of the company)
- where it is in our legitimate interest (e.g. for the administration and management of the estate)
- where you have given your consent (e.g. data on the Residents Record form)
- to enable you to access the services provided by the estate office.
The company may share some of this information in very limited circumstances – e.g. with the company’s legal or professional advisers, auditors or regulatory authorities where we have a legal obligation to do so, or where we have your consent. The company does not engage in any marketing or share the information with other parties for that purpose.
The company retains this data for as long as the individual resides on, or is a leaseholder of, a Courtlands property as there is an ongoing business and service relationship. In addition, the company will consider other criteria for the retention of this data, for example:
- to comply with any statutory or legal requirements
- for as long as there is any reasonable need in relation to queries that might be raised about the property, or the occupants thereof, which may affect the lessor.
The company takes all reasonable measures to keep your personal information secure, including safeguards against unauthorized access, use or loss. The company takes the holding of personal data seriously. The personal information provided to us by yourselves is kept in secure storage locations and can only be accessed by the Management, Directors and Officers of the company. A third party provider of IT services is engaged by the company to store information and to take appropriate security measures in doing so.
We are required to advise you that you have a ‘right of access’ to this information. You have a right to alter this if appropriate and it is in your own interests and that of the estate if you do so to keep it up to date. You also have the right to a copy of this information and to request that such information be deleted where there is no longer a legitimate business, legal or other regulatory reason for holding it. You do not have to pay a fee to access this information; however if any such request is considered unreasonable or excessive, we may charge a fee for doing this.