Your privacy is important to us, which is why we only collect the information we need from you and your household in order to provide you with our services. We take great care to ensure the information we collect is kept confidential and handled responsibly and in accordance with legal requirements.

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Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

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About Us

Where we refer to 'we', 'us' or 'our' in this policy, this refers to SWO and Company (SWO).

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We are registered with Information Commissioner’s Office (ICO)

We are a member of Client Money Protect (CMP)

We are a member of Property Redress Scheme (PRS)

We are a member of Deposit Protection Scheme (DPS)

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The information we collect

- Name, title, address, email address, telephone number(s) and other contact details.

- Details of properties we manage on your behalf.

- Company details for the Freehold whose properties we manage.

- Information required to provide you with a service and details of our services

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How we collect information

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When we ask you for information, we will:

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- Tell you why we need it and how it will be used

- Collect only as much as we need to provide our services

- Take steps to ensure it is accurate and up-to-date

- Make sure we don’t keep it longer than is necessary

- Keep it secure and confidential to ensure that it is only seen by members of staff who need it to do their job

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In return, we ask you to:

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- Provide us with accurate information

- Tell us as soon as possible of any changes in your circumstances

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Why we collect this information

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We use your personal data in various areas of work, including:

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- Building and property management

- Collection of rents, service charges and other sums

- Maintenance and repairs of the property

- Regulatory purposes

- Legal proceedings

- Employment

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Typically we hold and process such data in connection with managing your property to meet your needs.

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The kind of information we hold about you

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The information we hold about you may include the following:

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- Your personal details (such as your name and address)

- Details of contact we have had with you in relation to the provision, or the proposed provision, of our services

- Details of any services you have received from us

- Our correspondence and communications with you

- Information about any complaints and enquiries you make to us

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Our legal requirements

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We must comply with data protection legislation and guidelines. The principles we must comply with say that information about you must be:

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- Fairly and lawfully processed

- Processed for limited purposes

- Adequate, relevant and not excessive

- Accurate

- Not kept longer than necessary

- Processed in line with your rights

- Safe and secure

- We will not transfer the personal data we collect about you outside of the EEA.

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Who we share this information with

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Generally, only our employees have access to your personal information; however, in some cases, we may share this information with organisations with a legitimate interest, such as:

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- Contractors

- Property management companies of the properties we let

- Local authorities

- Insurers and Insurance brokers

- Legal and accountancy advisors

- Utility providers

- Regulatory bodies

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We always ensure the organisations understand that the information must be used for specified reasons and must be kept safe and secure.

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These organisations are also bound by contractual data sharing agreements.

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We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required.

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Why we share your information

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- Legal requirements

- To provide services to our clients and tenants

- To maintain accuracy

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Our policy is not to disclose or sell information about companies or individuals. We will not share personally identifiable information with third parties unless required by law, or unless the individual provided explicit permission. We recognise that your information is valuable and we take all reasonable measures to protect it while it is in our care.

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How long we keep this information

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If you have provided your information to SWO & Co. to use in the course of providing our services and duty of care, we will keep your personal data for a minimum of six years after you sell, vacate (tenants only) or end your contract, after which time it will be destroyed or deleted from our systems. If there is no contractual requirement to retain your personal data we will also destroy or delete it after seven years to comply with regulatory reporting requirements. If you are making an enquiry about the future management of our services but do not proceed, your personal information will be deleted immediately unless you provide us with consent to retain this information.

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Your duty to inform us of changes

 

We endeavour to keep our records up to date. However, if your personal details change (e.g. telephone number/contact information), please let us know, and we will ensure our systems are corrected.

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Control of your personal information

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Under certain circumstances, by law, you have the right to:

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- Request access to your personal data. This enables you to receive details of the personal data we hold about you and to check that we are processing it lawfully.

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- Request correction of the personal data that we hold about you.

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- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).

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- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party), and there is something about your particular situation which makes you want to object to processing on this basis.

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- Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example, if you want us to establish its accuracy or the reason for processing it.

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-  Request the transfer of your personal data to you or another data controller if the processing is based on consent, carried out by automated means and this is technically feasible.

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If you want to exercise any of the above rights, you can contact the property manager at SWO & Co.

SWO & Co. Contact Details:

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Address: 34A Westbourne Grove London W2 5SH

Telephone No. 020 7792 8123

Email: info@swoandco.com

Website: www.swoandco.com

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Please note:

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- There are limits to the volume of data we can provide

- You will not have to pay a fee to access your personal data (or to exercise any of the other rights).

- We may refuse to comply with the request in such circumstances if the request for access is clearly unfounded or excessive

- We have 20 working days to complete the request

- We can withhold or conceal data if it reveals information on another individual

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We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

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Make a complaint

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As with all SWO & Co. services, if you have any concerns about our use of your data, you can make a complaint directly to us using the contact details listed above.

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You can also complain to the ICO if you are not satisfied with how we have used your data.

ICO Contact Details:

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Address: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF

Helpline No. 0303 123 1113

Website: www.ico.org.uk

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Changes to this Notice

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Any changes we may make to our privacy notice in the future will be provided to you by an update on our website at: www.swoandco.com

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This privacy notice was last updated on 30/08/2024