Privacy Statement

Regency Estate Management Ltd, registered in England and Wales under company number 04612202, at Farnborough Business Suites, 125 High Street, Farnborough, Orpington, BR6 7AZ. We are registered with the Information Commissioner's Office as a data controller. Please write to the same address, or email info@regencymanagementservices.co.uk, for any privacy question or request.

From you and your company: names and roles, flat or property address, email address, telephone numbers, lease and company details, director and shareholder records, correspondence, maintenance and access requests, complaints, and bank details where a payment or refund is due to you.

Automatically: basic technical data when you use this website, such as IP address, browser type and the pages requested, so we can keep the site running and secure.

From others: information passed to us by freeholders, developers, previous managing agents, solicitors, insurers and contractors where it relates to a building we manage.

• Performing a contract — managing the building, instructing repairs, collecting service charges, producing budgets and accounts, and answering leaseholder questions.
• Legal obligation — statutory filings with Companies House, tax and accounting records, fire safety and other compliance records, and responding to legitimate regulatory requests.
• Legitimate interests — recovering arrears, selecting and monitoring contractors, handling complaints, preventing fraud and improving our services, where our use is reasonable and does not outweigh your rights.
• Consent — for optional marketing communications and where the law requires it. You can withdraw consent at any time without affecting services you are entitled to.

We share personal information only where it is needed to run the buildings we manage: contractors and consultants instructed to carry out works, insurers and brokers, solicitors and counsel, surveyors and fire risk assessors, banks, auditors and the Companies House filing service, and The Property Ombudsman if a complaint is escalated. Our software and hosting providers process data on our instructions under written contracts. We do not sell personal information and we do not pass it to advertisers.

Management and leasehold records are kept while we act for the building and afterwards for as long as is needed to defend or pursue a claim and to meet our statutory duties. Accounting records are kept for at least six years, as company law requires. Complaint, insurance and claims files are kept longer where an open matter requires it. When retention ends, records are securely deleted or anonymised.

Access is limited to staff who need it for their work, accounts are individually credentialed rather than shared, information is transferred over encrypted connections, and hosting and software providers are contracted to keep it secure and confidential. Telephone calls may be recorded for training and monitoring.

You can ask to receive a copy of the information we hold about you, have it corrected, have it erased where there is no reason to keep it, restrict or object to our use of it, receive it in a portable format, or withdraw consent. Send your request by email or post using the details above; we may need to confirm who you are before replying, and we normally respond within one month.

If you are unhappy with how we have handled your information you can contact The Property Ombudsman as part of our complaints process, and you can raise a concern with the Information Commissioner's Office at ico.org.uk or 0303 928 6014.

We do not make decisions about individuals by automated means that have a legal or similarly significant effect, and we do not knowingly collect children's personal information. If a child's details come to us in connection with a building, we handle them under the same rules as any other information.

We review this statement regularly and will update this page when our practice changes. The date at the top shows when it was last revised.