Data Protection

We respect your privacy and are committed to protecting your personal data and want to be clear about how we handle information about you and tell you about your privacy rights and how the Law protects you.

What information we may collect about you?

  • Your contact details, including full name, username, billing & correspondence addresses, email address and telephone numbers.
  • Your date of birth.
  • Financial information, such as bank accounts and payment card details.
  • CCTV Images
  • Vehicle Registration details
Usually, we will have received this directly from you. However, we may also receive personal data about you from others, such as Landlords, Freeholders, previous agents, fellow tenant, Solicitors and from publicly available sources such as Companies House, DVLA. Family members also sometimes provide information about each other.

We do not knowingly collect or hold personal data relating to children under the age of 16.

How will we use the information?

Our use of such personal data is subject to Data Protection Law. We use the information:

  • To set up and manage your account.
  • To administer your account and to assist in the collection of any monies.
  • To communicate with you about the property.
  • To comply with Statutory and Regulatory obligations
  • To communicate with you
We mainly use your personal data to provide you with information or services you have requested from us. We may also use it to keep you informed about our company.

We may also use it for other normal purposes connected with our work. For example, we will use your information to update our own business records, complete statutory returns, and to comply with our Regulatory Obligations.

Will we share information about you with anyone?

We take your privacy seriously. We will never sell your personal data to anyone, and we take IT security precautions to keep it secure.

It will sometimes be a normal and necessary part of our work to pass on information to third parties, for example:

  • Service providers acting as processors who provide IT and system administration services including Microsoft, Qube, Transpeed.
  • Maintenance and repair contractors carrying out essential planned or reactive maintenance.
  • We may inform utility companies or local authorities of changes in the owners of property.
  • Professional advisors such as solicitors, police, auditors, debt collection agencies, insurers.
  • HM Revenue & Customs, regulators and other authorities based in the United Kingdom.
In addition, our practice may be audited or checked by third parties such as accountants and ARMA, which may enable them to see some information about you. Such third parties are required to maintain confidentiality in relation to your information.

Your rights

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

  • Right of access under Data Protection Law to the personal data that we hold about you.
  • Right to request erasure of personal information, where there is no good reason for us to continue to hold or process your information. Please note we may not always be able to comply with this request.
  • Fair processing of information and transparency over how we use your use personal information.
  • Right to rectification to have inaccurate personal data rectified or completed if it is incomplete to ensure the information held is accurate.
  • Right to object to the processing of your data in certain circumstances.
  • Right to restrict processing of your data in certain circumstances.
Some countries may not have the same data protection laws as the United Kingdom and EEA. Whilst the European Commission has not given a formal decision that other countries need to provide an adequate level of data protection similar to those which apply in the United Kingdom and EEA, any transfer of your personal information will be subject to the usual articles of UK General Data Protection Regulation that are designed to help safeguard your privacy rights.

If you would like to exercise any of your rights, or discuss them further please get in touch:

By email:
By telephone:  020 7341 0220 – Please note we will require written notification.
Write to us:  Principia Estate & Asset Management, The Studio, 16 Cavaye Place, London SW10 9PT.

Data Retention

We will only retain your personal information for as long as necessary to fulfil the purpose we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.

Lawful Basis

Legitimate Interest; the interest of our company, in managing our business to enable us to provide our service/product. We make sure we consider the potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

Performance of Contract; means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

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