EID LLP on behalf of EID Limited Partnership customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
Contact details
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
- Names and contact details
- Health and safety information
- Website user information (including user journeys and cookie tracking)
- Photographs or video recordings
- Records of meetings and decisions
- Information relating to compliments or complaints
We collect or use the following information to prevent, detect, investigate or prosecute crimes:
- Names and contact information
- Video and CCTV recordings of public areas (including indoor and outdoor spaces)
- Audio recordings of public areas (including indoor and outdoor spaces)
- Body worn video footage – with audio
- Information relating to health and safety
We also collect or use the following special category information to prevent, detect, investigate or prosecute crimes. This information is subject to additional protection due to its sensitive nature:
- Racial or ethnic origin
We collect or use the following information to comply with legal requirements:
- Name
- Contact information
- Any other personal information required to comply with legal obligations
- Health and safety information
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Video recordings of public areas
- Audio recordings of public areas
- Witness statements and contact details
- Relevant information from previous investigations
- Information relating to health and safety
- Correspondence
We also collect the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:
- Racial or ethnic origin
We collect or use the following information to Meet our duties as Managing Agents, for example, to understand how you use our services and the building to enable us to run and maintain the building efficiently:
- Names and contact details
- Photographs or video recordings
- Records of meetings and decisions
- Information relating to compliments or complaints
- Customer or client accounts and records
- Financial transaction information
- Recorded images, such as photos or videos
- Records of consent, where appropriate
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access
You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
Read more about the right of access.
Your right to rectification
You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
Read more about the right to rectification.
Your right to erasure
You have the right to ask us to delete your personal information.
Read more about the right to erasure.
Your right to restriction of processing
You have the right to ask us to limit how we can use your personal information.
Read more about the right to restriction of processing.
Your right to object of processing
You have the right to object to the processing of your personal data.
Read more about the right to object of processing.
Your right to data portability
You have the right to object to the processing of your personal You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
Read more about the right to data portability.
Your right to withdraw consent
When we use consent as our lawful basis you have the right to withdraw your consent at any time.
Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information to prevent, detect, investigate or prosecute crimes are:
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
Our lawful bases for collecting or using personal information for legal requirements are:
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:The collection of personal data from access control, audio recordings and CCTV footage is necessary in order identify individuals who pose a threat to, or cause actual harm to others and property as well as for the purposes of good estate management. We also collect information for the purposes of collecting rents, service charges and insurance contributions.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for Meet our duties as Managing Agents, for example, to understand how you use our services and the building to enable us to run and maintain the building efficiently are:
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:The collection of personal data from access control, audio recordings and CCTV footage is necessary in order identify individuals who pose a threat to, or cause actual harm to others and property as well as for the purposes of good estate management. We also collect information for the purposes of collecting rents, service charges and insurance contributions.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where we get personal information from
- Directly from you
- CCTV footage or other recordings
- Insurance companies
- Councils and other public sector organisations
- Publicly available sources
- Third parties:
- Third parties, include, but are not limited to: – Contractors – Building Occupants – The Landlord – Solicitors
How long we keep information
CCTV footage is continually recorded and retained for a 30-day period before being automatically deleted and audio recordings in reception areas continually record for a period of 24 hours before being autodeleted unless otherwise downloaded upon request from a member of the building management team for use thereafter. This use is limited to incidents deemed of sufficient severity to require a record being kept.
Access to access control, CCTV and Audio recordings is limited to those with SIA licences and the building management team only. Exceptions are as per the above section setting out who else we may share your data with.
An independent audit is carried out annually to ensure compliance with this privacy notice
For more information on how long we store your personal information or the criteria we use to determine this please contact us via team@republic.london
Who we share information with
Others we share personal information with
- Insurance companies
- Organisations we need to share information with for safeguarding reasons
- Professional or legal advisors
- Financial or fraud investigation authorities
- Relevant regulatory authorities
- External auditors or inspectors
- Professional consultants
- Organisations we’re legally obliged to share personal information with
- Emergency services
- Other relevant third parties:
The organisation to which you belong at Republic
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Cookie Policy
Introduction
- Our website uses cookies to understand how people use our website in order for us to improve our website.
- By ticking the box of our popup Cookies Policy windows, you hereby consent to our use of cookies as defined in this Cookies Policy. If you do not consent to the use of Cookies, you may block or disable them using your browser settings, the opt-out links set out in this Cookies Policy. However, blocking all cookies may have a negative impact on your use of this website.
Cookies
- A cookie is small text file that is placed on your computer upon your visit on certain websites. The text file can be read by the website will help identifying you when you return on the website.
- We use two types of cookies:
- ‘persistent’ cookies that remain on your computer and will remain valid until either you delete it or upon its expiry date, and identify users so that they do not need to enter their passwords more than once on certain features of the Website.
- ‘session cookies’ are deleted as soon as the web browser is closed.
- We will not share personal information with any third party otherwise as set out in this Cookies Policy
Third-Party Analytics Cookies and Plugins
- We use the Analytical cookies of Google Analytics service to analyse the use of our website and keep track of visitors. Google Analytics generate statistical and other information about our website’s use. Details and privacy policy of Google analytics cookies can be found here: Google Analytics.
- We use Advertising cookies of DoubleClick (Google), Adwords Conversion (Google), and Google Dynamic Remarketing (Google) services in order to improve advertising and provide you with the most relevant advertising content thereby avoiding showing you the same advertising twice. The following links set out the details and privacy policy of the aforementioned cookies:
- DoubleClick
- Adwords Conversion
- Google Dynamic Remarketing
- We use the following social plugins to link you and redirect your or open a new browser to our social network page: Facebook, Twitter, LinkedIn, Youtube and Google +. The following links set out the privacy policy terms of the aforementioned plugins.
Blocking or Deleting Cookies
- You may refuse to accept cookies or delete cookies already stored on your computer through the settings of your web browser.
- Google Chrome
- Firefox
- Internet Explorer 10
- Safari
- Blocking and deleting cookies may have a negative impact upon the usability of our website and you might be prevented from using all the features available on our website.
- By continuing to browse our Website, you hereby consent to this Cookies Policy regardless of your browser settings.
