This policy explains when and why we collect personal information, how we use it and how we keep it secure and your rights in relation to it.
We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).
Who are we?
Kings House Management is incorporated in England & Wales with Company Registration Number: 06074175.
Kings House Management is the data controller. This means it decides how your personal data is processed and for what purposes. We can be contacted at Kings House, Home Park Estate, Station Road, Kings Langley, Hertfordshire, WD4 8LZ, by email on KHreception@kingshousemanagement.co.uk or by phone 01923 277 800.
What personal data will we hold?
The personal data we obtain and hold in order for processing is;
Date of Birth
Bank Account Details
This personal data will be collected in any of the following methods;
Registration Form or Contract – completed by hand, electronically or on our website
By telephone/text message
Personal Data is held electronically on our cloud based CRM software. No paper copies are kept by Kings House Management, and any paper copies are securely destroyed.
How do we process your personal data?
Kings House Management complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes (dependent on the requested service): -
We may use the information to improve our products and services
We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided
From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone or mail.
When you opt in to receive marketing material from ourselves, we will be using your personal data on MailChimp in order to send you this material. You can opt out at any time from receiving this material and your data can be cleared from MailChimp at any time when requested.
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible. We will promptly correct any information found to be incorrect.
What is the legal basis for processing your personal data?
Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract.
Sharing your personal data
Your personal data will be treated as strictly confidential. We will only share your data with third parties outside of Kings House Management with your consent.
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.
How long do we keep your personal data?
We keep your personal data for no longer than reasonably necessary for a period of 7 years (from the last day of your contract if this is not being renewed) in order to keep sufficient financial records in line with HM Revenue and Customs requirements. Failure to keep records can result in fines of £3,000.
We securely destroy all financial information once we have used it and no longer need it.
How do we protect your data?
We will not transfer your personal data outside the EU without your consent.
We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal
The right to request a copy of your personal data which Kings House Management holds about you; to be provided with information about how your personal data is processed;
The right to request that Kings House Management corrects any personal data if it is found to be inaccurate or out of date;
The right to request your personal data is erased where it is no longer necessary for Kings House Management to retain such data; to object to or restrict how your personal data is processed;
The right to request that Kings House Management provide you with your personal data and where possible, to transmit that data directly to another data controller (known as the right to data portability)
The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
The right to lodge a complaint with the Information Commissioners Office.
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
To exercise all relevant rights, queries of complaints please in the first instance contact us on KHreception@kingshousemanagement.co.uk.
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House,
Water Lane, Wilmslow, Cheshire. SK9 5AF.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
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