Trotyn Croft Management (Bognor) Limited is committed to the privacy of all owners and residents of Trotyn Croft. In particular, we want to assure you that Trotyn Croft Management are not in the business of selling, renting or trading personal data with other companies and businesses for marketing purposes.
In this Privacy Policy, we’ve provided details on when and why we collect your personal information, how we use it, the limited conditions under which we disclose it to others and how we keep it secure.
This privacy notice [the “Privacy Notice”] applies to all personal information processing activities carried out by Trotyn Croft Management (Bognor) Limited [Trotyn Croft Management].
Trotyn Croft Management is a data controller in respect of personal information that we process in connection with our business. In this notice, references to “we”, “us” or “our” are references to Trotyn Croft Management.
Trotyn Croft Management (Bognor) Limited is a registered company in England, our registration number is 02161667.
We do not have offices, our principal registered address is 4 Sudley Road, Bognor Regis, PO21 1EU.
We can also be reached by email at trotyncroft@gmail.com
We are registered with the Information Commissioner’s Office and our registration number is A8616214.
We respect individuals’ rights to privacy and to the protection of personal information. The purpose of this Privacy Notice is to explain how we collect and use personal information in connection with our business. “Personal information” means information about a living individual who can be identified from that information (either by itself or when combined with other information). We may update our Privacy Notice from time to time. When we do, we will communicate any changes to you.
When a property owner purchases an apartment on the Trotyn Croft Estate, we are provided with the name and contact address (if different from the apartment address) for the new owner by way of a Notice of Assignment (sent by the purchaser’s solicitor). We keep this information so that we can communicate with the owners regarding our contractual obligations to their property as well as billing.
If the owner takes out a mortgage on their apartment, we will be notified by a solicitor of the existence of the mortgage and details of the lender. We retain this for the purposes of protecting our legitimate interests by contacting the mortgage provider in the event of the owner’s account with us falling into arrears.
From time to time, we might be contacted by a Power of Attorney [PoA] or Executor for an owner, in this case the details of the PoA or Executor are retained for the same communication purposes described above.
If an owner consents to provide us with a phone number or an email address, we will retain that for direct communication with the owner. We will immediately delete these details upon an owner’s request.
When a property changes hands, the former owner’s details are erased after a period of two months from when we have received a Notice of Assignment on the property.
When a property owner purchases an apartment on the Trotyn Croft Estate, they will also purchase a share in Trotyn Croft Management, however these shares can be transferred to a tenant. Whenever a share is assigned to an owner or tenant, we are notified by the owner’s solicitor of the name and contact address (if different from the apartment address) of the new shareholder. We keep this information so that we can fulfil our legal obligations and for sending invitations to the AGM.
If a shareholder consents to provide us with a phone number or an email address, we will retain that for direct communication with the shareholder. We will immediately delete these details upon a shareholder’s request.
We are required by law to provide the names of all shareholders to Companies House, this is processed by our Accountants. This is the only information we share outside of Trotyn Croft Management and it is only shared for the purpose of this legal obligation.
When a share changes hands, the details of the former shareholder are erased after a period of two months from when we have received a Stock Transfer request.
If a landlord, their Letting Agent, or a tenant consents to advise of a tenant’s name, then we keep this information so that we can communicate with the tenants in a less formal tone. We may from time to time write to a tenant, regarding matters pertaining to the Apartment they live in or the Estate.
We may collect from you video recordings and still pictures which feature you if you are in the field of vision of any of our CCTV system. This personal information may include your activities, your face, car registration details and other visual information about you which is recorded on our CCTV system.
We record CCTV imagery for the purpose of protecting our legitimate interests, as a crime prevention measure.
CCTV recordings are retained for 28 days before being automatically overwritten. However if we receive an enquiry about a particular recording on our CCTV we will generally then retain that part of the recording until it is no longer required. This period can vary as it will depend upon the circumstances of the particular case, but for criminal or civil legal proceedings this could mean that the personal information is retained until after the legal case and any appeals have been concluded, which may be many years. As soon as it is no longer required we will then delete the personal information.
If you:
This Trotyn Croft website may include embedded content (e.g. downloadable files, images, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
If you visit our website, your anonymised information may be shared with third-party analytics tools, such as Google Analytics.
If a leaseholder is in significant arrears, we may share details of this debt either with the leaseholder’s mortgage provider, or with our own legal representative.
Trotyn Croft’s finances are a matter of public record and are processed by our accountants. The information provided to our accountants may include details of payments received.
The names of all shareholders will be shared with Companies House, this is a legal obligation.
Residents and visitors to the Trotyn Croft estate might be recorded on our CCTV system. This information may be shared with the following parties:
We only share anonymised data with third parties for the general running of our website and with analytics tools, such as Google Analytics for monitoring site health and activity.
We do not share any information for marketing purposes, or in the pursuit of profitable gain.
You are entitled to view, or amend the personal information that we hold (a Data Subject Access Request). You are also entitled to request we delete any personal information that we do not need for Contractual, Legitimate Interests or Legal Obligations purposes.
Either email your request to us at trotynroft@gmail.com or post it to Trotyn Croft Management, 4 Sudley Road, Bognor Regis, PO21 1EU.
Data Subject Access Requests are free to make, however, Trotyn Croft Management is entitled to charge a reasonable fee, taking into account the administrative costs of providing the information where a request is manifestly unfounded or excessive. Trotyn Croft Management will advise you if it believes that such a fee is required. If a requested fee is not paid, Trotyn Croft Management is not required to supply the requested information.
All requests must be accompanied with two types of proof of identity: one type of proof must be a proof of address, such as a utility bill, council tax bill, or bank statement from the last 12 months; the other type of proof must be a form of photo ID, such as a passport, or driving licence.
If you wish to make a Data Subject Access Request, please remember that:
If your request is of CCTV footage of yourself, you must supply sufficient details for us to locate the relevant footage, for example a date, time, and location the recording was made. If the recording includes any other private individual, then the request for the data may be declined where it breaches their data privacy rights, unless provide written consent for the images to be shared with you.
This Privacy Notice was amended after we reviewed our privacy policies on 4th August 2019. We will review our privacy policies annually, to ensure they reflect current needs.
We are committed to ensuring that your information is secure with us and all electronic data we hold is stored in a password protected system.
We will never contact you by phone regarding your property or your property’s account, however we may contact your letting agent by phone.
All correspondence from us will either be by letter or email and will contain our postal address, our registered office address and company registration information.
Requests for payment will always be to Trotyn Croft Management (Bognor) Limited.
© Copyright 2020 Trotyn Croft Management (Bognor) Ltd.
Registered Office: 4 Sudley Road, Bognor Regis, PO21 1EU
Registered in England and Wales: 2161667
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