Privacy Policy

This privacy notice is issued by Hillgate Management Limited (company registration number 10200336, collectively referred to as “we”, “us” and “our”) and relates to our use of any personal data concerning you (referred to as “data”) collected by us, where you are a Director or member of a freehold management company, a Director or member of an RTM company, or where you are a freeholder or lessee within a building that we manage.Hillgate Management Ltd specializes in residential property management in Central London. We respect your privacy rights and your rights as a data subject. We will manage and protect your data accordingly whilst it is in our hands in accordance with all applicable data protection legislation and in accordance with this notice.

WHO IS THE DATA CONTROLLER?

We are registered with the Information Commissioner’s Office as a data controller under the registration number CSN8907181. We can be contacted at the following address:Hillgate Management Ltd.

5-7 Hillgate Street

London

W8 7SP

Tel: 020 3905 3318

WHO IS THE DATA PROTECTION OFFICER?

We have appointed a Data Protection Officer, who is the point of contact for enquiries relating to how your data is processed. The Data Protection Officer can be contacted at the following address:
B Stevenson LLB
Hillgate Management Limited
5-7 Hillgate Street
London

W8 7SP
Email: [email protected]

WHAT IS THE PURPOSE OF DATA PROCESSING?

We require to process your data in order to arrange and administer our services and any related contracts.

The 

purposes of processing your data include:

  • Property management services
  • Collection of service
    charges and ground rent
  • Maintenance of common areas
  • Administration of insurance contracts
  • Compliance with legal and regulatory requirements


The legal basis for processing your data are as follows:


  • Processing your data is necessary for the arrangement, administration, and performance of contracts between you and us.

  • Processing your data is necessary in pursuit of our legitimate interests as a data controller in providing property management services. These legitimate interests do not infringe upon your fundamental rights and freedoms as a data subject.

HOW WILL WE USE YOUR DATA?

We will use your data in the normal course of business to:

  • Administer your service charges.

  • Conduct day-to-day management of your building or individual leasehold.

  • Handle claims on your insurance policy.

  • Deal with any complaints that you may have.

  • Verify your identity.

  • Confirm with third parties that you have received services.

  • Where we have a legal basis to do so, help us to identify and market products that may be of interest to you. We may use your data, in the course of our business, for the prevention and detection of fraud. Where we suspect fraud, this may entail:
  • Sharing your data with public bodies including the Police.

  • Undertaking fraud searches.

  • Checking your data against fraud prevention databases. Your data will not be used by us for the purposes of any automated decision-making or profiling.

HOW DID WE RECEIVE YOUR DATA?

Your data was submitted to us in order to administer our services, provided either directly from you or as part of a handover from a previous managing agent. Your data was not sourced by us from a publicly accessible source.

WHAT TYPES OF DATA DO WE PROCESS?

The data we hold is limited to your name, address, contact details, information about any insured works, and information that we receive as part of dealings, information requests, administration of services, or complaints made by you.We do not hold or process special categories of data (those relating to your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, sex life or orientation, genetic data, biometric data, or data relating to any criminal convictions or offences).

WILL THIRD PARTIES RECEIVE YOUR DATA? WHAT ARE THEIR INTERESTS?

We may pass your data to specialist firms in the remedial treatment sphere for the purposes of dealing with your property, insurance claims, or resolving accounting queries. We shall not transfer your data to organisations located in countries outside of the United Kingdom. All data processing activities comply with UK GDPR standards.

HOW LONG WILL WE KEEP YOUR DATA?

Your data will be retained only for as long as is required as part of our management agreement at the property and for a statutory 6-year period post any termination. This means that your data will be retained for as long as is necessary to defend against legal claims. Data may be retained for longer periods if required by law or for legitimate business purposes.

WHAT ARE YOUR RIGHTS TO THE DATA?

Right of Subject Access
You can request details of all data we hold about you by submitting a subject access request to the Data Protection Officer at the address provided above.We aim to comply with such a request from you within one month of the request being made. Where we cannot provide you with this information within one month, we shall inform you of this and provide the reasons why this cannot be achieved, at which point we shall have a total of 3 months to comply with this request.In the normal course of business, we shall not charge a fee for a subject access request. However, in the event that you make a subject access request that is manifestly unfounded, repetitive, or excessive, we reserve the right to charge a fee of £10 per request.


Right of Rectification

In the event that your data is incorrect, you have the right to have this rectified by us. In the event that any of your data is incorrect, please contact the Data Protection Officer at the address provided above.We shall not charge a fee for your data to be rectified.

Right of Objection

You have the right to object to our processing of your data. Please note that where we require to continue to process your data for reasons pertaining to management duties, we shall not be required to cease processing your data. In the event that you wish to object to us processing your data, please contact the Data Protection Officer at the address provided above.

Right of Erasure

You have the right to request that we delete your data provided that we no longer require your data, or there is no legitimate legal basis for us to process your data, or we have unlawfully processed your data, or the data must be erased in order to comply with the law. If you have grounds to request that we delete your data and you wish to do so, please contact the Data Protection Officer at the address provided above. We shall not charge a fee for your data to be deleted from our databases.

CAN A COMPLAINT BE MADE?

If you have any complaints about how we process your data, please contact the Data Protection Officer at the address provided above. In the event that we are unable to resolve your complaint, you have the right to make a complaint to the Information Commissioner’s Office if you believe that your information has been mishandled by us.The Information Commissioner’s Office can be contacted as follows:
Information Commissioner’s Office
 Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113

COOKIE POLICY
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UPDATES TO THIS PRIVACY POLICY
This privacy policy may be updated periodically to reflect changes in our data processing practices or legal requirements. We will notify you of any significant changes to this policy.
Last updated: October 16, 2024

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