Redwood House Management Company Ltd
c/o Oracle Estates Limited, Oracle House, 181 Dorchester Road, Weymouth, DT4 7LF
Privacy Policy
April 2025
1. INTRODUCTION
Redwood House Management Company Ltd is referred to as RHMC throughout this Privacy Policy and references to “we” or “us” means Redwood House Management Company Ltd.
This Privacy Policy may be revised at any time, so please refer to the most recent revision, which is accessible via our website at www.redwoodhouse.uk.
This Privacy Policy explains what personal data (information) we hold about you, how we collect it, and how we use and may share information about you during and after our management of the property and during and after the time you are a Leaseholder or Tenant at the property.
We are required to notify you of this information under the General Data Protection Regulations (GDPR). Please ensure you read this Privacy Policy and any other similar policies and notices we may provide you with from time to time when we collect or process your personal information.
This privacy notice contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and how to contact us and other relevant organisations in the event you have a complaint.
2. WHO WE ARE
Redwood House Management Company Ltd (RHMC) was established following the purchase of the freehold by leaseholders from the previous freeholder. Leaseholders are entitled to purchase one share per residential unit and, from these shareholders, or from existing directors, other directors may be elected or appointed.
RHMC is entitled to collect and use your personal data under the terms set out in the GDPR by the Information Commissioner’s Office (ICO).
RHMC, as a Company, is the Controller of all personal data collected and used, and a director, currently Oliver Temple, is the Data Protection Officer.
3. DATA PROTECTION PRINCIPLES
RHMC will comply with the seven key principles of the UK GDPR. These are:
· Lawfulness, fairness and transparency
· Purpose limitation
· Data minimisation
· Accuracy
· Storage limitation
· Integrity and confidentiality (security)
· Accountability
Details of these seven principles can be found on the website of the ICO at www.ico.org.uk/
4. THE PERSONAL INFORMATION WE COLLECT AND USE
RHMC will normally collect the following personal information from you and other sources, including:
Your name and contact details (correspondence address, property address, home and mobile telephone numbers, and email addresses)
Your vehicle type and registration details
Your estate/letting agent details
The contact details of other people who you have authorised to speak to RHMC on your behalf, but you must have permission from these other people to pass on their contact information to RHMC.
We may also collect and store bank details to arrange collection of charges by direct debit and to arrange refunds.
The provision of this personal data is required to enable us to perform our contractual obligations, but we shall inform you at the point of collecting information from you, whether you are required to provide the information to us.
RHMC’s website at www.redwoodhouse.uk does not collect any personal information.
5. WHO WE SHARE YOUR PERSONAL INFORMATION WITH
Your name and contact details may be shared with:
· our appointed property management agent, Oracle Estates Limited.
· contractors/suppliers who are authorised to access your property for the purposes of inspection or service delivery.
· solicitors and service charge collection companies to assist in the purchase/sale of your property and to recover unpaid charges.
· credit/debit card and bank details are shared with card processing companies, banks and Direct Debit agencies to allow payments to be collected.
· law enforcement or other authorities if required by applicable laws.
We will not share your personal information with any other third party.
6. WHERE YOUR PERSONAL INFORMATION MAY BE HELD
Information may be held at our Registered Office or at the residential properties of Company Directors, or at the offices of a contracted property management agency, or other authorised service providers, representatives and agents as described above.
7. HOW LONG YOUR PERSONAL INFORMATION WILL BE KEPT
We will hold your contact details and the contact details of other people you have authorised to speak to RHMC on your behalf for a period of five years after you are no longer a leaseholder or tenant at Redwood House.
8. REASONS WE CAN COLLECT AND USE YOUR PERSONAL INFORMATION
We rely on the Lease and other Contracts with you as the lawful basis on which we collect and use your personal data.
9. YOUR RIGHTS
Under GDPR, you have a number of important and free rights. In summary, these include the right to:
• fair processing of your information and transparency over how we use your personal information
• access to your personal information and to certain other supplementary information that this Privacy Policy addresses
• ask us to correct any mistakes in your information which we hold
• require the deletion 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 which 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 these rights, including the circumstances in which they apply, please see the guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation (GDPR).
If you would like to exercise any of these rights, please:
• email us at admin@oracleestates.co, call us on 01305 788877 or write to us at Redwood House Management Company Ltd, c/o Oracle Estates Limited, Oracle House, 181 Dorchester Road, Weymouth, DT4 7LF
• let us have enough information to identify you including your name, address, home and mobile telephone numbers and email address. We may ask you to provide additional identifications such a copy of your driving licence or passport and a recent utility or credit card bill)
• provide us with as much information as possible to allow us to deal efficiently with your enquiry or complaint.
10. KEEPING YOUR PERSONAL INFORMATION SECURE
Measures are in place to protect premises and storage systems, including electronic devices, to ensure the appropriate level of security for the information we hold. Or, for example, for a set number of years after you cease to be a leaseholder or tenant.
We limit access to your personal data 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.
11. HOW TO COMPLAIN
We hope that we can resolve any query or concern you raise about our use of your information swiftly and effectively, but the General Data Protection Regulations also give you the right to lodge a complaint with the UK Information Commissioner’s Office ICO, by contacting ICO at: https://www.ico.org.uk/concerns/ or by telephone on 0303 123 1113.
12. CHANGES TO THIS PRIVACY NOTICE
This Privacy Policy was originally published in November 2024, but it may be revised at any time, so please refer to the most recent revision, which is accessible via our website at www.redwoodhouse.uk/privacy-policy
13. DO YOU NEED EXTRA HELP?
Contact:
Redwood House Management Company Ltd
c/o Oracle Estates Limited, Oracle House, 181 Dorchester Road, Weymouth, DT4 7LF
Email: admin@oracleestates.co
Telephone: 01305 788877
Or The Information Commissioner’s Office
Wycliffe House, Water Ln, Wilmslow SK9 5AF
Website: www.ico.org.uk
Email: icocasework@ico.org.uk
Telephone: 0303 123 1113