This policy explains when and why we collect personal information about you; how we use it, when we share your data with others and how we keep it safe.
Home Minders (London) Limited is a dedicated residential property management and letting service, managing a diverse portfolio of exclusive properties in London and the surrounding areas on behalf of Landlords based in the UK and overseas.
Personal data is collected, processed and stored by us. When we do so, we are regulated under the General Data Protection Regulation (EU) 2016/679 (GDPR) which is enforceable from 25 May 2018 and applies across the European Union (including in the United Kingdom). We are responsible as a “controller” of that personal information for the purposes of those laws.
The information we request from you and process will depend on the work we are doing for you. In many cases personal data will be restricted to basic information, such as name, address, gender, contact details and information needed to complete our ID Requirements. Some of the work we do may require us to ask for more sensitive information such as bank statements. We will only hold and use your personal information which is relevant and necessary to complete our contract with you.
Our website does record the IP address of people submitting our online form, but this is not tracked or analysed.
The primary reason for collecting and processing your personal data is to allow us to carry out our contract with you.
There may be some personal data that requires your specific consent. If this is the case, we will contact you separately to ask for your consent which you are free to withdraw at any time.
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and explain the legal basis which allows us to do so.
The following are some examples of how we will use your personal data:
We have procedures in place to ensure the secure processing of your personal data. Generally, we will only use your information within Home Minders. However, in managing your property, we may need to disclose your information to others, including but not limited to other professionals acting on your behalf, other solicitors and government bodies, for Landlord’s tax or insurance purposes for example.
Where your information is shared with external parties, we will ensure that they comply, strictly and confidentially, with our instructions and they do not use your personal information for their own purposes unless you have explicitly consented to them doing so.
We recognise that your information is valuable, and we take all reasonable measures to protect it.
We have technology to protect personal data from loss, misuse, alteration or destruction and ensure that, where possible, physical access to our office is carefully controlled. We will also insist that consultants and staff agree to protect confidentiality of all information.
Your personal information will be retained, usually in computer or paper files, only for as long as necessary to fulfil the purposes for which the information was collected; or as required by law; or as long as is set out in any relevant contract you may hold with us. If you wish to know how long your data will be stored for please contact the Data Protection Officer.
If you are not happy with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO).
We may contact you in relation to the property management and letting services we provide. If you at any time decide you would like us to stop contacting you for these purposes, please let us know.
For further information on how your personal information is used, how we maintain the security of your information, and your rights on the information we hold on you, please contact our Data Protection Officer, Joan Kyriakides, using the contact details set out below:
Home Minders (London) Limited
Building 3, North London Business Park
Oakleigh Road South
London N11 1GN
Tel: 020 8447 1948
Fax: 0843 849 2909