Privacy Policy

Meadfleet Privacy Notice

This is the privacy notice of Meadfleet Ltd. In this document, “we”, “our”, or “us” refer to Meadfleet Ltd.

We are company number 03022583 registered in England.

Our registered office is at Unit 2, Meadway Court, Meadway Technology Park, Rutherford Close, Stevenage, SG1 2EF.

Introduction

  1. This is a notice to inform you of our policy about all information that we record about you. It sets out the conditions under which we may process any information that we collect from you, or that you provide to us. It covers information that could identify you (“personal information”) and information that could not. In the context of the law and this notice, “process” means collect, store, transfer, use or otherwise act on information.
  2. We are committed to protecting the privacy of our residents, clients, potential clients and users of our website. We understand that you are entitled to know that your personal data will not be used for any purpose unintended by them and will not accidentally fall into the hands of a third party.
  3. We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate.
  4. Our policy complies with UK law accordingly implemented, including that required by the EU General Data Protection Regulation (GDPR).
  5. The law requires us to tell you about your rights and our obligations to you in regards to the processing and control of your personal data. We do this now, by requesting that you read the information provided at knowyourprivacyrights.org
  6. We have registered with the Information Commissioner as required. We comply with the GDPR and ensure that you have the benefit of all the protection the regulation grants to you.  Further information and a copy of our notification, is available from the Information Commissioner’s website: https://ico.org.uk/
  7. Except as set out below, we do not share, or sell, or disclose to a third party, any information collected.

The bases on which we process information about you

The law requires us to determine under which of six defined bases we process your personal information, and to notify you of the basis for each category.

If a basis on which we process your personal information is no longer relevant then we shall immediately stop processing your data.

If the basis changes then if required by law we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.

1.                  Information we process because we have a contractual obligation with you

When you enter in to a legal agreement with us, such as our deed of covenant or management agreement a contract is formed between you and us.

In order to carry out our obligations under that contract we must process the information you give us. Some of this information may be personal information.

We may use it in order to:

  • verify your identity for security purposes
  • sell our services to you
  • provide you with our services
  • provide you with information and advice on services and how to obtain the most from using our website

We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract.

Additionally, we may aggregate this information in a general way and use it to provide class information, for example to monitor our performance with respect to a particular service we provide. If we use it for this purpose, you as an individual will not be personally identifiable.

We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.

2.                  Information we process with your consent

Through certain actions when otherwise there is no contractual relationship between us, such as when you browse our website, ask us to provide you more information about our business, including job opportunities and services or fill out our complaints form, you provide your consent to us to process information that may be personal information.

Wherever possible, we aim to obtain your explicit consent to process this information, for example, by asking you to agree to our use of cookies.

Sometimes you might give your consent implicitly, such as when you send us a message by e-mail to which you would reasonably expect us to reply.

Except where you have consented to our use of your information for a specific purpose, we do not use your information in any way that would identify you personally. We may aggregate it in a general way and use it to provide class information, for example to monitor the performance of a particular page on our website.

We continue to process your information on this basis until you withdraw your consent or it can be reasonably assumed that your consent no longer exists.

You may withdraw your consent at any time by instructing us at customercare@meadfleet.co.uk.  However, if you do so, you may not be able to use our website. We may also still have an alternative lawful basis with which to hold your information.

3.                  Information we process for the purposes of legitimate interests

We may process information on the basis there is a legitimate interest, either to you or to us, of doing so.

Where we process your information on this basis, we do so after having given careful consideration to:

  • whether the same objective could be achieved through other means
  • whether processing (or not processing) might cause you harm
  • whether you would expect us to process your data, and whether you would, in the round, consider it reasonable to do so

For example, we may process your data on this basis for the purposes of:

  • responding to unsolicited communication from you to which we believe you would expect a response
  • protecting and asserting the legal rights of any party
  • insuring against or obtaining professional advice that is required to manage business risk
  • protecting your interests where we believe we have a duty to do so
  • Direct marketing

4.                  Information we process because we have a legal obligation

We are subject to the law like everyone else. Sometimes, we must process your information in order to comply with a statutory obligation.

For example, we may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.

This may include your personal information.

Specific uses of information you provide to us

5.                  Resident invoicing

Personal data in the form of name and address are received within a legal document (deed of covenant), a contract signed by the individual that is sent to us via the developer’s solicitor/purchasers solicitor. The personal data is used for the purpose of invoicing only twice a year.

Personal data is retained for the duration of residence at the property. Personal information is deleted when the change of ownership is complete and replaced with the new purchaser’s information.

6.                  Job application and employment

If you send us information in connection with a job application, we may keep it for up to two years in case we decide to contact you at a later date. In this instance we will contact you to ask for your consent and a privacy notice for applicants will be provided.

If we employ you, we collect information about you and your work from time to time throughout the period of your employment. This information will be used only for purposes directly relevant to your employment. After your employment has ended, we will keep your file for up to seven years before destroying or deleting it.

7.                  Contacting us

When you contact us, whether by telephone, through our website or by e-mail, we collect the data you have given to us in order to reply with the information you need.

We record your request and our reply in order to increase the efficiency of our business.

We keep personally identifiable information associated with your message, such as your name and email address so as to be able to track our communications with you to provide a high-quality service.

8.                  Complaints

When we receive a complaint, we record all the information you have given to us.

We use that information to resolve your complaint.

If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and if we do, what that information is.

We may also compile statistics showing information obtained from this source to assess the level of service we provide, but not in a way that could identify you or any other person.

Our Website

Our website is hosted in the UK.  Should you complete a contact form on our website your data will be stored in order that we can maintain appropriate records and respond to your enquiry.  We have a data processing agreement in place with a third-party company who arrange our web hosting to ensure our website is GDPR compliant.

By providing your personal data to us via the website, you agree to the transfer, storing and processing of this information by Meadfleet Limited in order to respond to your enquiry effectively. We do our utmost to ensure that all reasonable steps are taken to make sure that your data is stored securely.

Unfortunately, the sending of information via the internet is not totally secure and on occasion such information can be intercepted. We cannot guarantee the security of data that you choose to send us electronically, sending such information is entirely at your own risk.

Should you require your data to be deleted at any time please contact us at customercare@meadfleet.co.uk and we will arrange this and provide evidence of this as required.

9.                  Cookies

Cookies are small text files that are placed on your computer’s hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience and the website owner with statistics about how you use the website so that it can be improved.

Some cookies may last for a defined period of time, such as one day or until you close your browser. Others last indefinitely.

Your web browser should allow you to delete any you choose. It also should allow you to prevent or limit their use.

Our website uses cookies. They are placed by software that operates on our servers, and by software operated by third parties whose services we use.

The information collected will not identify you personally. It is statistical data. This statistical data does not identify any personal details whatsoever.

You can adjust the settings on your computer to decline any cookies if you wish. This can easily be done by activating the reject cookies setting on your computer. In some cases, some of our website features may not function as a result.

We use cookies in the following ways:

  • To track the number of visitors to our website,
  • To track the pages our visitors come from,
  • To track which pages you view.

This data does not personally identify you to us or any other party and is purely used to aid us in our market research.

If you would like to know more about cookies, useful information can be found at http://www.allaboutcookies.org/

10.               Personal identifiers from your browsing activity

Requests by your web browser to our servers for web pages and other content on our website are recorded.

We record information such as your geographical location, your Internet service provider, operating system and your IP address. We also record information about the software you are using to browse our website, such as the type of computer or device and the screen resolution.

We use this information in aggregate to assess the popularity of the webpages on our website and how we perform in providing content to you.

For more information please see https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage

Third Party Links

On occasions we include links to third parties on this website. Where we provide a link, it does not mean that we endorse or approve that site’s policy towards visitor privacy. You should review their privacy policy before sending them any personal data.

Disclosure and sharing of your information

11.              Information we obtain from third parties

Although we do not disclose your personal information to any third party (except as set out in this notice), we sometimes receive data that is indirectly made up from your personal information from third parties such as a developer.

12.              Information shared with a third party

We will not disclose your personal information to any other party other than in accordance with this Privacy Policy and in the circumstances detailed below:

  • Where we are legally required by law to disclose your personal information.
  • To further fraud protection and reduce the risk of fraud.

13.              Data may be processed outside the European Union

We may use outsourced services in countries outside the European Union from time to time in other aspects of our business.  Accordingly, data obtained within the UK or any other country could be processed outside the European Union.  When doing so we take all reasonable steps to ensure these services are GDPR compliant.  These services include Mailchimp and Survey Monkey, with whom we have Data Processing agreements in place.

Access to your own information

14.              Access to your personal information

  • At any time, you may request a copy of any information we hold about you or update personally identifiable information that we hold about you, by sending a request to customercare@meadfleet.co.uk
  • After receiving the request, we will respond within 30 days to provide you with the information free of charge.

15.              Removal of your information

The “right to be forgotten” is provided for by the GDPR and a request can be made to  customercare@meadfleet.co.uk

Please be aware that this right does not apply where processing is necessary for compliance with a legal obligation.

After receiving the request, we will respond within 30 days.

16.              Verification of your information

When we receive any request to access, edit or delete personal identifiable information we shall first take reasonable steps to verify your identity before granting you access or otherwise taking any action. This is important to safeguard your information.

Other matters

17.              Use of site by children

  • We do not sell products or provide services for purchase by children, nor do we market to children.
  • If you are under 18, you may use our website only with consent from a parent or guardian

18.              How you can complain

  • If you are not happy with our privacy policy or if have any complaint then you should tell us by email. Our address is complaints@meadfleet.co.uk
  • You can find further information about our complaint handling procedure on our contact us page on our website.
  • If you are in any way dissatisfied about how we process your personal information, you have a right to lodge a complaint with the Information Commissioner’s Office. This can be done at https://ico.org.uk/concerns/

19.              Retention period for personal data

Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us:

  • to provide you with the services you have requested;
  • to comply with other law, including for the period demanded by our tax authorities;
  • to support a claim or defence in court.

20.              Compliance with the law

Our privacy policy has been compiled so as to comply with the law of every country or legal jurisdiction in which we aim to do business. If you think it fails to satisfy the law of your jurisdiction, we would like to hear from you.

21.              Review of this privacy policy

We may update this privacy notice from time to time as necessary. The terms that apply to you are those posted here on our website on the day you use our website.

If you have any questions regarding our privacy policy, please contact us at customercare@meadfleet.co.uk

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