Privacy Notice

What is the General Data Protection Regulation?

In the UK, from 25th May 2018 the General Data Protection Regulation (GDPR) will replace the Data Protection Act 1998. This new law gives you more control over how organisations like SwiftGeorge Residents’ Association use your data.

How do we protect your personal data?

Your privacy is very important to us. SwiftGeorge Residents’ Association take seriously our commitment to ensure that any personal data we hold is kept secure. Accordingly, we have developed this policy in order for you to understand how we collect, use, communicate and make use of personal information. The following outlines our privacy policy.

What do we do with your personal data?

In order for SwiftGeorge Residents’ Association to provide its services we need to collect personal data from you. We will not collect more data than is necessary for the purposes of the service we offer you and we will only use your data for services you consent to. Your data will not be transferred outside of the European Union.

Who do we share your personal data with?

In order for SwiftGeorge Residents’ Association to offer certain services there is a requirement to share your data with third parties. Information sharing is necessary but not limited to the following purposes:

• We may share your information with our approved auditors, solicitors or the management company.

Your personal data will be treated as confidential, kept secure and not retained for longer than is necessary.

What sort of personal data do we collect?

Personal data is at the core of the General Data Protection Regulation. GDPR sets out to ensure your personal data is processed lawfully, fairly and in a transparent manner. Examples of the type of personal data we may collect is set out below:

• Full name
• Telephone number
• Address
• Email address
• Bank account

The way in which we collect personal information:

• SwiftGeorge Residents’ Association membership process

Your rights

You have the right to access your personal data held by SwiftGeorge Residents’ Association. A copy of your information will be provided free of charge however, a ‘reasonable fee’ may be applied to cover administration costs when a request is manifestly unfounded or excessive, particularly if it is repetitive. Information will be provided without delay and in line with timescales set out by the GDPR.
Should you wish to request a copy of your information please contact us via any of the methods in the “Contact us” section of this statement.

You have the right to withdraw any consent you have previously provided us with. In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data, such as providing you with housing.

Why do we need your personal data?

Broadly speaking, we use personal information for purposes of administering our association activities.

Keeping us informed on changes to your personal data

In order to ensure we keep accurate records please inform us of any changes to your contact details and we will ensure our systems are updated accordingly. You can update us via any method in the “contact us” section of this Privacy Statement.

How long do we hold onto your personal data for?

SwiftGeorge Residents’ Association will only keep your data for as long as is necessary. When determining how long this period will last, we take into account the amount of time we may strictly need to hold your personal information to meet our legal responsibilities as a landlord or defend our rights.

We regularly review data retention and have policies and procedures in place to make sure that we delete information that is no longer needed.

CAN-SPAM Compliance

In compliance with the CAN-SPAM Act, all e-mail sent from our organization will clearly state who the e-mail is from and provide clear information on how to contact the sender. In addition, all e-mail messages will also contain concise information on how to remove yourself from our mailing list so that you receive no further e-mail communication from us.

Choice/Opt-Out

Our site provides users the opportunity to opt-out of receiving communications from us and our partners by being in contact with us via the residents@swifthouse.org e-mail address at any time.

Intellectual Property Rights

All copyrights, trademarks, patents and other intellectual property rights in and on our website and all content and software located on the site shall remain the sole property of SwiftGeorge Residents’ Association or its licensors. The use of our trademarks, content and intellectual property is forbidden without the express written consent from SwiftGeorge Residents’ Association.

You must not:

• Republish material from our website without prior written consent.
• Sell or rent material from our website.
• Reproduce, duplicate, create derivative, copy or otherwise exploit material on our website for any purpose.
• Redistribute any content from our website, including onto another website.
• SwiftGeorge Residents’ Association will not obtain personally-identifying information about you when you visit our site, unless you choose to provide such information to us, nor will such information be sold or otherwise transferred to unaffiliated third parties without the approval of the user at the time of collection.
• We may disclose information when legally compelled to do so, in other words, when we, in good faith, believe that the law requires it or for the protection of our legal rights.

Policy Changes

We reserve the right to amend this privacy policy at any time with or without notice. However, please be assured that if the privacy policy changes in the future, we will not use the personal information you have submitted to us under this privacy policy in a manner that is materially inconsistent with this privacy policy, without your prior consent.

We are committed to conducting our business in accordance with these principles in order to ensure that the confidentiality of personal information is protected and maintained.

Contact Us

Should you have any questions with regards to your personal data, please feel free to contact us via e-mail at residents@swifthouse.org

Further information on the General Data Protection Regulation can be found on the Information Commissioner’s Office website: www.ico.org.uk