Background
Maintain Group understands that your privacy is important to you, and we are committed to ensuring that your personal data is used responsibly and in accordance with the law. We respect the privacy of all our customers and will only collect and use your personal data as outlined here, while ensuring your rights under the law are upheld.
Information About Us
Maintain Properties Ltd trading as Maintain Group is a company registered in England and Wales.
- Company Number: 11604135
- Registered Address: Rear of 8 Meadow Road, Watford, England, WD25 0HY
- VAT Number: 338909659
- Data Protection Officer: Compliance Officer
- Email: karan@maintaingroup.co.uk
- Phone: 020 7 031 6997
- Postal Address: As above
How the Law Protects You
Your privacy is protected by law, including the General Data Protection Regulation (GDPR) effective from 25 May 2018. We only use your personal data if we have a lawful reason to do so, which may include:
- To fulfill a contract for providing services to you
- Where we have a legal obligation
- When it’s in our legitimate interest, which will always balance your rights and freedoms
- With your consent
A legitimate interest means we have a valid business or commercial reason to use your information. When we rely on this, we’ll inform you and explain the reason.
Your Rights
Under GDPR, your rights include:
- Right to be informed: You are entitled to transparency regarding how we process your data.
- Access: You can request to see the personal information we hold about you.
- Rectification: We must correct inaccurate or outdated details about you.
- Erasure: You can request the deletion of your personal data (right to be forgotten).
- Restrict processing: You can request that we stop processing your personal data in certain cases.
- Data portability: You have the right to receive your personal data in a format that can be easily reused across services.
- Object: You have the right to object to our processing, including for direct marketing.
- Rights regarding automated decision making: Maintain Group does not use automated decision making or profiling.
The Data We Collect About You
We process personal data such as your (or your tenants’ or clients’) name, address, date of birth, email, and family relationships. This may also include your IP address and website cookies.
We may collect personal information via:
- Our website
- Engagement with our services (contracts, emails, phone calls, post, or social media)
- External sources such as the Land Registry and service providers
For certain services, we may request documents like a passport or driving license to comply with legal obligations related to identification, money laundering, and anti-terrorism laws.
How Your Data Will Be Used
We use your personal data to:
- Fulfill contracts (e.g., property management or sales agreements)
- Present our website effectively on your devices
- Provide you with requested information or services
- Perform legal obligations (e.g., anti-money laundering checks)
- Notify you about service changes
- Handle potential complaints or legal proceedings
- Invoice for services provided and resolve fee disputes
If you choose not to provide certain information, we may not be able to fulfill our contractual obligations or comply with legal requirements.
Legitimate Interest & Marketing
We may use your data for legitimate business purposes such as marketing, business development, and statistical analysis, provided these interests do not override your rights. If you are an existing client, we may send you information about products or services that may interest you. You can opt out of marketing at any time.
Note: We will never sell your data to third parties for marketing purposes.
How We Share Your Data
Your data may be shared within Maintain Group for internal administration and business development. We may also share it with third-party service providers, such as:
- Software providers like Rentman and Homelet
- Email services like Mailchimp
- Off-site storage and document shredding providers
Third-party providers are required to protect your data and use it only for specific purposes under our instructions. We may also share your data with external organizations where required by law.
If necessary, we may transfer your data outside the European Economic Area (EEA) and will ensure it is protected as if it were used within the EEA.
Data Retention
We only retain your personal data for as long as necessary. This retention period depends on:
- The business needs and services provided
- Legal obligations
- The types of personal data collected
- Whether the purpose of processing can be achieved by other means
Data Deletion
You have the right to request the deletion of your personal data. Requests will be reviewed on a case-by-case basis and must be submitted in writing to the contact information provided above.
Data Correction
If your personal data is inaccurate or outdated, you may request corrections or updates by contacting us in writing.
Data Security
We implement reasonable security measures to prevent unauthorized access or loss of your personal data. We limit access to your data to employees, contractors, and third-party providers who need it for business purposes. They are required to process your data under strict confidentiality.
We will notify you and the relevant authorities if a data breach occurs where we are legally required to do so.
Data Inspection
You have the right to access the personal data we hold about you through a Subject Access Request. Requests must be submitted in writing to the contact details provided above. We will respond within one calendar month.
Withdrawal of Consent
You can withdraw your consent for us to process your personal data at any time. Please notify us immediately if you wish to do so.
- Withdrawal does not affect the lawfulness of prior processing.
- We may still process your data on other legal grounds (e.g., legal obligations).
- Withdrawal may affect the services we can provide.
Complaints
If you have concerns about how your data is being processed, please contact us using the details above. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ICO.