PRIVACY POLICY

This privacy notice tells you what to expect us to do with your personal information.

Our contact details
Email: info@speirswharf.com


What information we collect, use, and why

We collect or use the following information for service updates or comms. purposes:

  • Name
  • Address
  • Email Address
  • Communication preferences
  • Website and app user journey information
  • Records of consent, where appropriate
  • Information provided through the "Report an Issue" system: This may include details about maintenance problems, security concerns, or other community-related issues you report

Lawful bases

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

  • Consent
  • Legitimate interest

We have a legitimate interest in using residents' names, addresses, and email addresses for the following purposes:

Property Deed Communications

Providing official notices, updates, voting materials, and legally binding communications related to property deeds. Registering for the website requires providing an email address for this purpose, ensuring efficient and legally accepted communication.

Tenancy Verification: To ensure the website serves individuals residing within our community, we may need to verify tenancy status. With your explicit consent, we may contact your landlord to confirm your residency. This protects the integrity of our resident-only platform. We respect your privacy and will only share the minimum necessary information with your landlord.

Service Updates, Community News, and Maintenance Notices

Informing residents about important announcements, events, and issues that directly impact their property and neighborhood experience. Timely communication helps streamline maintenance, potentially preventing larger problems, and fosters a sense of community.

Ticket System (aka "Report an Issue")

Providing residents and commercial users with a direct channel to report issues, request assistance, and engage with the SWPA. A streamlined ticketing system enables efficient communication, prompt issue resolution, and ultimately, an enhanced community experience.

Benefits to Residents

•    Efficient and Reliable Deed Communications: Email ensures timely delivery of important and legally significant updates related to property deeds.

•    Informed Community: Residents are kept up-to-date on matters affecting their property, community events, and important maintenance notices.

•    Targeted Communication: Collecting names and addresses ensures property-specific maintenance updates or issues can be accurately directed.

•    Enhanced Safety and Security: The "Report an Issue" system allows for prompt reporting of safety concerns, facilitating quicker resolutions and contributing to a safer living environment.

•    Improved Property Management: Efficient issue tracking and resolution helps to maintain and enhance the overall quality of Speirs Wharf.

Minimising Impact

•    Choice and Control: Residents have full control over receiving optional service updates, community news, and maintenance notices. They can opt out at any time while retaining the mandatory deed-related communications.

•    Minimal Data Collection: We prioritise privacy by collecting only the essential information needed for these purposes.

Resident Needs

Our primary aim is to facilitate effective and legally compliant communication that benefits the neighborhood community.

Responsible Data Practices

We prioritise privacy by collecting only essential information and implementing secure data storage practices.

Transparency and Control

Our privacy policy clearly outlines how resident data is used, and we empower residents to manage their communication preferences easily.

Record Type Retention Period Reason Action
Name 12 months after the resident or commercial property owner ceases to be a proprietor Legal records, potential for disputes Secure deletion
Address 12 months after the resident or commercial property owner ceases to be a proprietor Legal records, potential for disputes Secure deletion
Email Address 12 months after the resident or commercial property owner ceases to be a proprietor Communications, potential for legal notices and disputes Secure deletion

Where we get personal information from

•    People directly

 

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 data.
Your right to rectification - You have the right to ask us to rectify personal data 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 data in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.


The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF


Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint