Legitimate interests
We process personal data for the following legitimate interests:
- Satisfying contractual obligations with our clients.
- Satisfying our legal obligations as defined by statute.
- Recovering Service Charges or money owed to us.
- Ensuring the safety and security of individuals such as residents and staff members.
- Ensuring the safety and security of property owned or managed by Rendall & Rittner or our clients.
- Effective internal administration.
- Improving our business by asking for opinions and feedback.
- Establishing, exercising or defending legal claims.
- Enforcing the terms of the lease on behalf of our clients
Recipients of personal data
Your personal data is accessed internally by the individuals and teams that need it to carry out the purposes set out above.
We use systems and products provided by third party companies to assist us in conducting our business. This includes using data processors such as Microsoft and Dwellant to store and organise the personal data we collect.
We may share your data with the following categories of recipients:
- Freeholders of the building where you live or are a leaseholder
- Landlords who have a contract with you
- Public service providers such as the police or social services
- Local authorities
- Utility companies
- IT service providers
- Professional advisers, such as solicitors.
We will only share your personal data when we are allowed to do so under data protection law.
Transfers of personal data to third countries
If any personal data is transferred outside the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- The country has been deemed to provide an adequate level of protection for personal data
- We use specific approved contracts approved for use in the UK which give personal data the same protection as it has in the UK.
Retention of personal data
We will only retain personal data for as long as necessary to fulfil the purposes we collected it for. Most of the personal data relating to leaseholders and residents will be retained for 2 years after the last contact with you. We may retain personal data for a longer period where we have a lawful basis or exemption, for example if there are arrears on the account or ongoing legal proceedings.
Your rights
You have the following rights under data protection law in relation to your personal data.
- The right to be informed - this privacy notice is our way of informing you how your data is used.
- The right of access - you can request a copy of all the information we hold about you to check that we are lawfully processing it.
- The right to rectification - you can request that we rectify information about you that is incorrect.
- The right to erasure - also known as the right to be forgotten. You can request that information about you is deleted.
- The right to restrict processing - you can request that we pause processing your data so we can verify the lawfulness of processing.
- The right to object - you can request that we stop processing your information if you feel that the processing is not lawful.
- The right to data portability - you can request that data is transferred to another party so it can be reused across services.
Where you have given consent for us to use your personal data for specific purposes, you have the right to withdraw this consent at any time.
If you would like to exercise any of those rights, please contact our Data Protection Officer by:
We will respond to any request within the statutory deadline of one calendar month. This deadline may be extended where applicable under data protection law. We will inform you if your request meets the extension criteria.
How to complain
We hope that we can resolve any query or concern you raise about our use of your information. If you have any questions or queries about how we are processing your data, please contact our Data Protection Officer by:
The Information Commissioner’s Office (ICO) is the UK’s regulator for data protection. Under data protection law you have the right to make a complaint to the ICO if you feel we have not complied with our data protection obligations. You can contact the ICO by:
Changes to this privacy notice
This privacy notice was last updated on 21/08/2023.
Where there are substantial changes to this Privacy Notice, we will inform you.
