Terms & Privacy
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Privacy Statement

JW Property Management want to give you the best management experience possible. There are some instances where we need to collect personal information in order to carry out our service to you, and to provide an excellent quality service. This Privacy Statement (Privacy Policy) aims to give you a clear view of how we use the personal information that you provide, our dedication to protecting it, and your rights and options to control your personal information and to protect your privacy.

Who collects your personal information:
JW Property Management collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including the United Kingdom) and we are responsible as “controller” of that personal information for the purposes of those laws.

In this Privacy Policy, references to “we” or “us” means JW Property Management.

Data Protection Principles:
We will comply with the data protection principles when gathering and using personal information, as set out in our Privacy Statement/Policy.

How we collect information from you:
In the course of the performance of our contract as Managing Agent for the property where you are leaseholder, resident or tenant we collect the following personal information when you provide it to us:

• Name, address, email address, telephone number(s) and other contact details.

The provision of the above information is required from you to enable us to perform our contract as Managing Agent. We will inform you at the point of collecting information from you.

Analytics
We use Fathom Analytics as our analytics platform to collect information about visitor behaviour on our website. This allows us to track user behaviour on our website without collecting any Personally identifiable information or relying on cookies.
Fathom Analytics is fully GDPR, CCPA, and PECR compliant. and you can read more about the platform here: https://usefathom.com/compliance

How we use information collected from you:
We will typically collect and use this information for the performance of our contract with you or for the performance of a contract you have with our client and pursuant to which we are appointed as their agent.

We seek to ensure that our information collection and processing is always proportionate. We will inform you of any material changes to information we collect or to the purposes for which we collect and process it.

Disclosure of your information:
We may share your information with selected third parties including but not limited to:

• Accountants/Auditors
• Building contractors and sub-contractors
• Cleaning companies
• Companies House
• Gardening companies
• General maintenance
• Insurance companies and Loss Adjustors
• Lift maintenance companies
• Solicitors and Surveyors

We routinely share the following categories of personal data with third parties:

• Name, address, email address, phone number(s)

We will share personal information with law enforcement or other authorities if required by applicable law.

We also obtain personal information from other sources such as solicitors.

Where your personal information may be held:
Information may be held at our office and third-party agencies, service providers, representatives and agents as described above.

We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Retaining your personal information:
We will hold name, address, email address, telephone number(s) and other contact details for the duration of our contract and for 12 years after our contract has ended.

Reasons we can collect and use your personal information:
We rely on our contract as the lawful basis on which we collect and use your personal data.

Your Rights:
Under the General Data Protection Regulation, you have a number of important rights free of charge. In summary, those include rights to:

• fair processing of information and transparency over how we use your use personal information
• access to your personal information and to certain other supplementary information that this Privacy Policy is already designed to address
• require us to correct any mistakes in your information which we hold
• require the erasure of personal information concerning you in certain situations
• receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
• object at any time to processing of personal information concerning you for direct marketing
• object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
• object in certain other situations to our continued processing of your personal information
• otherwise restrict our processing of your personal information in certain circumstances
• claim compensation for damages caused by our breach of any data protection laws

For further information on each of those rights, including the circumstances in which they apply, see the https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

If you would like to exercise any of those rights, please email us at jane@jfwmanagement.co.uk or call us on 020 7266 4403 or write to us at:

JW Property Management
83 Marylands Road
Maida Vale
London W9 2DS.

Please also:

• let us have enough information to identify you (E.G. FULL NAME, ADDRESS AND PROPERTY ADDRESS)
• let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
• let us know the information to which your request relates, including any account or reference numbers, if you have them

How to complain:
We hope we can resolve any query or concern you raise about our use of your information.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/make-a-complaint/your-personal-information-concerns/ or telephone 0303 123 1113.

Changes to this Privacy Policy:
This Privacy Policy was published on 25th May 2018 and last updated on 25th May 2018. We may change this Privacy Policy from time to time, and when we do we will inform you.

Do you need extra help?
If you would like this notice in another format (for example: audio, large print, braille) please contact us (see our contact details as above).