Information we may collect from you:
We processes your personal data when you use our services and/or because you provide it to us. This data may include your names (first name, middle name and family names), gender, date of birth, place of birth, addresses (correspondence address, address of the property you own, billing addresses), phone numbers, email addresses as well as other personal data that you actively provided by completing any web product sign up, contact us or other information forms as well as in correspondence and by telephone. We do not store your credit or debit card details instead where you choose to pay by card we redirect you to a card processor such as Barclaycard or Stripe and it is them not us that may store your card details if you choose to allow them to do so. We will store your bank account details if you have agreed for us to collect money from you by direct debit, or have asked us to make a payment into your bank account. We only collect geo-location information about you as a user if you are e-signing a document with us in which case collecting your geo-location and IP address is part of the legal requirements for a valid e-signature..
IP addresses and cookies
The purposes that we use your data for will depend on which of our services we are providing you, for example, we may processes your personal data for the following purposes:
- Sending you demands for rent, ground rent and service charge,
- Handling a payment you wish to make to us,
- To complete your appointment at Companies House to become a Director or Officer of a Company,
- To send you Notices of a company meeting of which you are a member or connected to by virtue of current or past property ownership and any resolutions and minutes written up and company accounts,
- To send out service charge or company accounts that relate to current or past ownership of a property we manage, and at your request to provide accounts and pre-purchase information to any buyer’s solicitor,
- To complete registration of land transfers, notices and title variations at HM Land Registry,
- To enable us to deal with any under-lettings of your property,
- To comply with filing requirements at Companies House,
- To comply with submission of tax returns, personal, company and trust with HMRC,
- To enable us to carry out inspections of assets (whether owned or not) that you wish us to report upon or provide surveying or valuation for,
- Sending our newsletter and/or advertising leaflet,
- To be able to call or email you, as necessary to effectively manage a property you may live in, own, rent out or intend to purchase insofar as it connects to services we are under contract to provide or other services of the wider Ringley Group that we believe you may be interested in (‘legitimate interest’)
- To inform you about changes that affect your property or the building it sits within and changes to our services and products that might benefit such property or other property that you may own,
- To give you the possibility to create an account
We may also use your data, to provide you with information about goods and services which may be of interest to you and we may contact you about these by email.
If you do not want us to use your data in this way, or to pass your details on to third parties for marketing purposes, please contact us at email@example.com or via our contact us page.
We do not take decisions on the basis of automated processing on matters that may have (significant) consequences for individuals.
How long do we store your data?
Below is a summary of our records archiving and destruction programme
|Type Of Data||Retention Method & Duration||Reason|
|Payment information||6 Years||Mandatory as part of accounting records for HMRC, our professional indemnity insurance run off cover and compliance with our regulatory bodies.|
|Direct Debit Mandates||Paper - 3 months, thereafter electronically||Paper - incase direct debit collection fails due to user data input error.
Electronically – so we have proof of your consent.
|Cheque books||Paper for 6 years||Where a Client account has a cheque book these are destroyed after 6 years as we are required by our professional bodies to hold all accounting records for 6 years.|
|Bank statements||Electronic scanned bank reconciliations and physical statements shredded||Mandatory as part of accounting records for HMRC, our professional indemnity insurance run off cover and compliance with our regulatory bodies.|
|Year end accounts & papers||Electronically only
Hard copy accounts printed & posted to Clients
|Mandatory as part of accounting records for HMRC, our professional indemnity insurance run off cover and compliance with our regulatory bodies|
|Invoices||Electronically only||Mandatory as part of accounting records for HMRC, our professional indemnity insurance run off cover and compliance with our regulatory bodies.|
|County Court Litigation||Paper whilst case is live, thereafter electronic only||Paper – until a case is determined/settled paper records are kept, thereafter files are scanned and PDF copies held on our database to satisfy our professional regulatory bodies, e.g., SRA..|
|Preliminary enquiries/Notice of transfer||Paper whilst case is live, thereafter electronic only||Paper – until a case is determined/settled paper records are kept, thereafter files are scanned and PDF copies held on our database to satisfy your professional regulatory bodies...|
|Company Secretarial files, Shares register etc||Scanned copies held only||Paper files are scanned and uploaded to our CSP package.|
|AGM voting forms and proxies||Paper forms are given to the Property Manager as soon as they come in held until the meeting at which point the minuted position supersedes the proxy..|
|Casework files||Paper whilst case is live, thereafter electronic only||Paper files are scanned when the matter is completed.|
|General correspondence||Paper copies on casework files otherwise electronic||Emails are linked in our CRM system to the sender letters are either scanned on receipt or at the end of a casework file and therefore stored electronically.|
|Insurance claims||Electronic only in correspondence||Clients are signposted to insurer/broker to make claims by telephone so it is the insurer, not us, who hold claim data we may hold correspondence surrounding the claim where we have assisted you.|
|Leases, Licenses and title deeds||Paper where originals given otherwise electronic only||Mandatory as part of decision making information for live management and casework files and to support scrutiny of technical decisions made thereafter in accordance with our professional indemnity insurance run off cover and compliance with our regulatory bodies.|
|Contracts & agreements||Paper or scanned copies held only whilst contract is live||Mandatory as part of decision making information for live management and casework files and to support scrutiny of technical decisions made thereafter in accordance with our professional indemnity insurance run off cover and compliance with our regulatory bodies|
|Building plans||Paper or scanned copies for duration of appointment||Plans are returned to the Client or handed onto any new Agent on cessation of an appointment|
Where we store your personal data
All information you provide to us is stored on secure servers. Any payment transactions will be encrypted. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone To protect your privacy our staff do not have access to see or change your password. Unfortunately, the transmission of information via the internet cannot be guaranteed to be completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorized access.
Disclosure of your information We may disclose your personal information to third parties; for example – where we are under a duty to disclose or share your personal data in order to comply with any legal obligation, such instances may include to comply with an information notice in anticipation of a freehold purchase or right to manage scenario or to facilitate access for a repair that is required to comply with either the landlord or tenants’ covenants for your property or the building or site it is situated in. We may also be required to exchange information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
You have the right to view, correct or delete your personal data. In addition, you have the right to revoke your consent to data processing or to object to the processing of your personal data by us and you have the right to transfer data. This means that you can submit a request to us to send the personal data that we have from you in a computer file to you or another organisation you request. You may send a request for inspection, correction, deletion, data transfer of your personal data or request for withdrawal of your consent or objection to the processing of your personal data to firstname.lastname@example.org.
In order to ensure that the request for inspection has been made by you, we ask you to send a copy of your passport or other identify information and we respond as quickly as possible.
Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Life By Ringley's Client Money Protection insurance is provided by Propertymark’s Client Money Protection (CMP) Scheme.
Propertymark Conduct and Membership Rules can be found here https://www.propertymark.co.uk/professional-standards/rules.html
A copy of Life By Ringley's Client Money Protection Certificate is available here.
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