PRIVACY NOTICE

Residential and Commercial Asset Management LLP (“the Company”) is aware of its obligations under the General Data Protection Regulation (GDPR) and is committed to processing your data securely and transparently. This privacy notice sets out, in line with GDPR, the types of data that we hold on you as an employee of the Company. It also sets out how we use that information, how long we keep it for and other relevant information about your data.

This notice applies to current and former employees, workers and contractors.

Data controller details

The Company is a data controller, meaning that it determines the processes to be used when using your personal data. Our contact details are as follows: Residential and Commercial Asset Management LLP, 50 Great Marlborough Street, London, W1F 7JS.

Data protection principles

In relation to your personal data, we will:

• process it fairly, lawfully and in a clear, transparent way
• collect your data only for reasons that we find proper for the course of your employment in ways that have been explained to you
• only use it in the way that we have told you about
• ensure it is correct and up to date
• keep your data for only as long as we need it
• process it in a way that ensures it will not be used for anything that you are not aware of or have consented to (as appropriate), lost or destroyed

 
Types of data we process

We hold many types of data about you, including but not limited to:

• your personal details including your name, address, date of birth, email address, phone numbers
• your photograph
• gender
• marital status
• dependants, next of kin and their contact numbers
• medical or health information including whether or not you have a disability
• information included on your CV including references, education history and employment history
• documentation relating to your right to work in the UK
• driving licence
• bank details
• tax codes
• National Insurance number
• current and previous job titles, job descriptions, pay grades, pension entitlement, hours of work and other terms and conditions relating to your employment with us
• letters of concern, formal warnings and other documentation with regard to any disciplinary proceedings
• internal performance information including measurements against targets, formal warnings and related documentation with regard to capability procedures, appraisal forms
• leave records including annual leave, family leave, sickness absence etc
• training details
• CCTV footage

 

How we collect your data

We collect data about you in a variety of ways and this will usually start when we undertake a recruitment exercise where we will collect the data from you directly. This includes the information you would normally include in a CV or a recruitment cover letter, or notes made by our recruiting officers during a recruitment interview. Further information will be collected directly from you when you complete forms at the start of your employment, for example, your bank and next of kin details. Other details may be collected directly from you in the form of official documentation such as your driving licence, passport or other right to work evidence.

In some cases, we will collect data about you from third parties, such as employment agencies, former employers when gathering references or credit reference agencies.

Personal data is kept in personnel files or within the Company’s HR and IT systems.

Why we process your data

The law on data protection allows us to process your data for certain reasons only:

• in order to perform the employment contract that we are party to
• in order to carry out legally required duties
• in order for us to carry out our legitimate interests
• to protect your interests and
• where something is done in the public interest.

All of the processing carried out by us falls into one of the permitted reasons. Generally, we will rely on the first three reasons set out above to process your data. For example, we need to collect your personal data in order to:

• carry out the employment contract that we have entered into with you and
• ensure you are paid.

We also need to collect your data to ensure we are complying with legal requirements such as:

• ensuring tax and National Insurance is paid
• carrying out checks in relation to your right to work in the UK and
• making reasonable adjustments for disabled employees.

We also collect data so that we can carry out activities which are in the legitimate interests of the Company. We have set these out below:

• making decisions about who to offer initial employment to, and subsequent internal appointments, promotions etc
• making decisions about salary and other benefits
• providing contractual benefits to you
• maintaining comprehensive up to date personnel records about you to ensure, amongst other things, effective correspondence can be achieved and appropriate contact points in the event of an emergency are maintained
• effectively monitoring both your conduct and your performance and to undertake procedures with regard to both of these if the need arises
• offering a method of recourse for you against decisions made about you via a grievance procedure
• assessing training needs
• implementing an effective sickness absence management system including monitoring the amount of leave and subsequent actions to be taken including the making of reasonable adjustments
• gaining expert medical opinion when making decisions about your fitness for work
• managing statutory leave and pay systems such as maternity leave and pay etc
• business planning and restructuring exercises
• dealing with legal claims made against us
• preventing fraud
• ensuring our administrative and IT systems are secure and robust against unauthorised access

If you do not provide your data to us 

One of the reasons for processing your data is to allow us to carry out our duties in line with your contract of employment. If you do not provide us with the data needed to do this, we will unable to perform those duties eg ensuring you are paid correctly. We may also be prevented from confirming, or continuing with, your employment with us in relation to our legal obligations if you do not provide us with this information eg confirming your right to work in the UK or, where appropriate, confirming your legal status for carrying out your work via a criminal records check.

Sharing your data

Your data will be shared with colleagues within the Company where it is necessary for them to undertake their duties. This includes, for example, your line manager for their management of you, the HR department for maintaining personnel records and the payroll department for administering payment under your contract of employment.

We may also share your data with third parties as part of a Company sale or restructure, or for other reasons to comply with a legal obligation upon us.

We may share your data with bodies outside of the European Economic Area. These countries are USA and the reason for sharing with these countries is due to the wider structure of the Meadow group of companies.

Protecting your data

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such.

Where we share your data with third parties, we provide written instructions to them to ensure that your data are held securely and in line with GDPR requirements. Third parties must implement appropriate technical and organisational measures to ensure the security of your data.

How long we keep your data for

In line with data protection principles, we only keep your data for as long as we need it for, which will be at least for the duration of your employment with us though in some cases we will keep your data for a period after your employment has ended.

Your rights in relation to your data

The law on data protection gives you certain rights in relation to the data we hold on you. These are:

• the right to be informed. This means that we must tell you how we use your data, and this is the purpose of this privacy notice
• the right of access. You have the right to access the data that we hold on you. To do so, you should make a subject access request.
• the right for any inaccuracies to be corrected. If any data that we hold about you is incomplete or inaccurate, you are able to require us to correct it
• the right to have information deleted. If you would like us to stop processing your data, you have the right to ask us to delete it from our systems where you believe there is no reason for us to continue processing it
• the right to restrict the processing of the data. For example, if you believe the data we hold is incorrect, we will stop processing the data (whilst still holding it) until we have ensured that the data is correct
• the right to portability. You may transfer the data that we hold on you for your own purposes
• the right to object to the inclusion of any information. You have the right to object to the way we use your data where we are using it for our legitimate interests
• the right to regulate any automated decision-making and profiling of personal data. You have a right not to be subject to automated decision making in way that adversely affects your legal rights.
  
  

Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.

Making a complaint

The supervisory authority in the UK for data protection matters is the Information Commissioner (ICO). If you think your data protection rights have been breached in any way by us, you are able to make a complaint to the ICO.

 

WEBSITE USAGE TERMS AND CONDITIONS

Welcome to our website. If you continue to browse and use this website, you are agreeing to comply with and be bound by the following terms and conditions of use, which together with our privacy policy govern Residential and Commercial Asset Management LLP’s relationship with you in relation to this website. If you disagree with any part of these terms and conditions, please do not use our website.

The term Residential and Commercial Asset Management LLP or ‘us’ or ‘we’ refers to the owner of the website whose registered office is 50 Great Marlborough Street, London, W1F 7JS. The term ‘you’ refers to the user or viewer of our website.

The use of this website is subject to the following terms of use:

• The content of the pages of this website is for your general information and use only. It is subject to change without notice.
• Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.
• Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.
• This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.
• All trademarks reproduced in this website, which are not the property of, or licensed to the operator, are acknowledged on the website.
• Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.
• From time to time, this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).
• Files available for download from the Website are subject to these Terms.
• Your use of this website and any dispute arising out of such use of the website is subject to the laws of England, Northern Ireland, Scotland and Wales.

 

COOKIES

This website uses cookies for analytic purposes and to enhance your browsing experience.

When you visit our website, we use Google Analytics to gather standard internet log data and details about visitor behaviour. This helps us understand how people use our site, such as the number of visitors and the specific areas they explore.

Privacy Policy for Use of Google Analytics

1. Introduction

This Privacy Policy explains how we use Google Analytics to collect and analyse data about our visitors. By using our website, you agree to the collection and use of information in accordance with this policy.

2. What is Google Analytics?

Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. It helps us understand how visitors interact with our website, enabling us to enhance the user experience.

3. Information We Collect

When you visit our website, Google Analytics automatically collects certain information, including:

• IP Address: To determine the approximate geographic location.
• Device Information: Such as device type, operating system, and browser type.
• User Behaviour: Pages viewed, time spent on pages, and navigation paths.
• Traffic Sources: How you arrived at our website (e.g., search engine, direct link, referral).
  
  

4. Use of Collected Information

We use the data collected through Google Analytics for the following purposes:

• Website Improvement: To optimize content and layout for a better user experience.
• Performance Monitoring: To understand Website performance and identify issues.
• Audience Analysis: To analyse visitor demographics and interests.
• Marketing: To evaluate the effectiveness of our marketing campaigns.
  
  

5. Data Sharing and Disclosure

We do not share or sell any personally identifiable information collected via Google Analytics to third parties. However, Google may use the data collected by Google Analytics in accordance with its own privacy policy.

6. Cookies and Tracking Technologies

Google Analytics uses cookies to collect data about your interactions with our website. These cookies help us understand how visitors engage with the website and enhance their browsing experience. You can manage your cookie preferences or disable cookies through your browser settings.

7. Your Rights and Choices

You have the following rights regarding your data:

• Opt-out of Google Analytics: You can install the Google Analytics Opt-out Browser Add-on to prevent Google Analytics from collecting data about your visits.
• Cookie Management: You can control and manage cookies through your browser settings.
• Data Access: Request access to the personal data we hold about you.
• Data Deletion: Request the deletion of your personal data.
  
  

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the effective date. You are advised to review this Privacy Policy periodically for any changes.

9. Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us at:

[email protected]