PRIVACY POLICY

Platinum Associates holds information about its Clients as part of day to day business.  There are three ways in which Client details may be obtained:

Directly as part of the provision of management services;

By logging on to our property management portal – MyBlockman; and

Contacting us by post, email or telephone.

Some information may be obtained from a Client or third party accessing the Platinum Associates website, where our web hosting providers may use cookies or other short duration software scripts to obtain data on site usage, search engine preferences and other online identifiers (e.g. IP addresses).  Platinum Associates does not obtain personal information directly from its website www.platinumassociates.co.uk

DEFINING CLIENT DATA AND LEGAL RIGHTS

Platinum Associates complies with the requirements of the Data Protection Act 2018, which provides comprehensive regulation on the obtaining, handling, management and use of Client data (“Client Data”).  Platinum Associates recognises two types of Client Data:

General data which may be obtained or accessed through the use of the internet, software systems or information collected as part of the management process; and

Personal data which may be used to identify an individual and details about their employment, day to day activities and other personal information such as bank accounts.

For the purposes of this policy Client Data shall also mean data provided by contractors, suppliers and other third parties with whom Platinum Associates conducts business, as this data is kept and managed in a similar manner to data solely belonging to a Client.

If you do not agree to the terms of this policy you should refrain from using the website and seek to agree with Platinum Associates alternative means to receive communications and invoices to facilitate provision of services instead of using the Company’s electronic portal MyBlockman.

An individual may reasonably request details of information held about them, be advised on how the data is used, notify of any errors in information held and request the removal of data relating to them.  However, a request to remove data which is required to enable Platinum Associates to deliver the services for which it is contracted cannot be complied with where the contract for services is not specific to, and only applicable to, the individual making the request.

Reasonable requests for details of information held will be replied to, normally without charge, within 7 working days but not more than 1 month from the date of request.  Requests must be in writing.  Requests which require the provision of extensive levels of detail or require activities not normally required in the answering of enquiries will be charged for at a rate to be stated upon application.  Requests that may reasonably be deemed malicious in intent or do not relate to the data held on a Client or individual will be refused.

MANAGEMENT AND USE OF DATA

Platinum Associates is registered with the Information Commissioner as a Data Processor.  The Company holds and uses data for the purposes of delivering its business services in the management and maintenance of residential and commercial property.  This management includes contact details of individuals, information relating to the ownership of property and financial information such as monies duly received and bank account information to enable the collection of sums due, where appropriate.

Data is managed using a proprietary management tool called MyBlockman.  Data is held on distributed systems which meet the requirement of the Data Protection Act 2018.  Information held is subject to anti-virus protection, regular backups and recovery of data through the services of third party information service providers.  It may be necessary to share general Client Data with these third party providers in order for the services to be provided.  These providers may use software tools, such as “cookies”, which monitor access, usage and service management data.  Platinum Associates does not use such software in provision of its services but cannot exclude their use where a Client accesses services or contacts the Company via systems or websites managed by its third party service providers.

Platinum Associates retains data as provided by Clients from time to time.  The Company amends Client Data where amendments are provided by the Client.  Requests to remedy any errors in Client Data will be actioned within 5 working days of notification in writing.  Platinum Associates does not accept liability for any incorrect information or data supplied by a Client, which is subsequently notified as incorrect.

All Client Data is retained whilst Platinum Associates remains under contract to a Client, or the individual remains a party to a contract by means of property ownership or participation in a Client’s activities.  At the end of contract or an individual is no longer party to the activities of a Client, all Client Data relating to the Client and/or an individual will be removed upon notification.

DATA BREACHES

In the event of a breach of any systems used by the Company, Platinum Associates will take such actions as required to minimise the impact of the loss or corruption of data.  Clients whose information may have been compromised will be notified within 48 hours of the breach becoming known.  Where the breach is related to services provided by a third party, the Company will work with the provider to ensure remedial action is taken at the earliest opportunity, but Platinum Associates cannot guarantee timescales for the rectification of a breach of systems over which is does not have direct control.

PLATINUM ASSOCIATES DATA CONTROLLER AND CONTACT INFORMATION

An enquiry concerning Client Data and any matter relating to the management and privacy of data should be addressed to the “Data Controller” for the Company.  Key details of the Company are:

Platinum Associates Limited

Registered in England Company No. 12135728, Regulated by RICS

Registered Office: 12 Ensign House, Admirals Way London E14 9XQ.

Correspondence and Enquiries to be sent to the registered office.

Telephone: 020 7863 7555 – Enquiry email: enquiries@platinumassociates.co.uk

Data Controller:  Mark Tamuta - Email: mark.tamuta@platinumassociates.co.uk

Platinum Associates Ltd

Registered office: 12 Ensign House, Admirals Way, London, E14 9XQ

Tel: 020 7863 7555.

Email: enquiries@platinumassociates.co.uk

Registered in England. Company Number 12135728.