Property Managing Agent

Data Protection and Privacy Policy

Who We Are

Jaxan (London) Ltd collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the UK General Data Protection Regulation and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

Data Protection Principles

Jaxan (London) Ltd is committed to protecting the privacy and security of personal data that we collect, process, and store. We recognize that our customers, employees, and other stakeholders trust us to protect their personal data, and we take this responsibility very seriously. As part of our commitment to data protection and privacy, we will:

  • Comply with all applicable data protection laws and regulations, including the General Data Protection Regulation (GDPR);
  • Collect, process, and store personal data only for legitimate business purposes. Where practicably, obtain consent from individuals before collecting and processing their personal data, and provide them with information about how their data will be used;
  • Implement appropriate technical and organizational measures to protect personal data against unauthorized or unlawful processing, accidental loss, destruction, or damage;
  • Keep personal data accurate and up to date, and delete or rectify inaccurate or incomplete data;
  • Provide individuals with access to their personal data and allow them to exercise their rights, including the right to be forgotten, the right to object to processing, and the right to data portability;
  • Only transfer personal data to third parties who have demonstrated an adequate level of data protection;
  • Provide training to our employees to help them understand the importance of data protection and privacy, and how to comply with our policies and procedures;
  • Review, as required, our data protection and privacy policies and procedures to ensure that they remain effective and up to date;
  • Encourage individuals to report any suspected breaches of data protection and privacy, and provide a confidential reporting mechanism for this purpose;
  • Take appropriate action to remediate any breaches of data protection and privacy, and notify individuals and relevant authorities as required by law.

Personal Information Collected and Used

We collect the following personal information when you provide it to us:

  • Personal data e.g. name, contact details (correspondence address, property address, home and mobile telephone numbers, e-mail address, mortgage details, etc).
  • Details for your tenants including name, contact details (property address, home and mobile telephone numbers, email address) and consent application data such as references and letting agency checks.

The provision of personal data is required from you to enable us to perform our contract as managing agent appointed for and on behalf of the Freeholder/Developer/Management Company applicable for your development. We will inform you at the point of collecting information from you, whether you are required to provide the information to us.

How We Use Personal Information

We will typically collect and use this information for the following purposes:

  • For the performance of a contract you have with our client and pursuant to which we are appointed as their agent.

and/or

  • For the purposes of our legitimate interests or those of a third party, but only if these are not overridden by your interests, rights or freedoms.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any material changes to information we collect or to the purposes for which we collect and process it.

Who We Share Your Personal Information With

We routinely share the following categories of data:

  • Name, contact details correspondence address, home and mobile telephone numbers, email address)

This personal information may be shared with the following categories of recipients:

  • Accountants, solicitors, debt collectors, insurance brokers, out of hours service providers, software providers, our regulators.

This data sharing enables us to perform our contract as managing agent.

We will share personal information with law enforcement or other authorities if required by applicable law.

We will not share your personal information with any other third party.

Where Your Personal Information May Be Held

Information may be held at our offices and third-party agencies, service providers, representatives and agents as described above.

We have security measures in place to seek to ensure that there is appropriate security for information we hold including those measures detailed in our GDPR data protection policy.

Or, for example, a set number of years after a data subject ceases to be a lessee in that development.

How Long Your Personal Information Will Be Kept

We will hold name, contact details (correspondence address, property address, home and mobile telephone numbers, email address, mortgage details etc) for the period we are required to retain this information by applicable UK tax law (currently 6 years.

Reasons We Can Collect and Use Your Personal Information

We rely on contact as the lawful basis on which we collect and use your personal data.

Your Rights

Under the General Data Protection Regulation, you have a number of important rights free of charge. In summary, those include rights to:

  • fair processing of information and transparency over how we use your use personal information
  • access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address
  • require us to correct any mistakes in your information which we hold
  • require the erasure of personal information concerning you in certain situations
  • receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
  • object at any time to processing of personal information concerning you for direct marketing
  • object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
  • object in certain other situations to our continued processing of your personal information
  • otherwise restrict our processing of your personal information in certain circumstances
  • claim compensation for damages caused by our breach of any data protection laws

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

  • email, call or write to us
  • let us have enough information to identify you (i.e. full name, correspondence address and property address),
  • let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
  • let us know the information to which your request relates, including any account or reference numbers, if you have them.

Keeping Your Personal Information Secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

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

How To Complain

We hope that we can resolve any query or concern you raise about our use of your information.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: [0303 123 1113].