Please ensure you read this notice (sometimes referred to as a “Privacy Notice” and any other similar notice we may provide to you from time to time when we collect or process personal information about you. This privacy notice contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.

M H ASSOCIATES SURVEYORS AND PROJECT MANAGERS Ltd. trading as M H ASSOCIATES collects, uses and is responsible for certain personal information about you and your Tenant (if applicable). When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

In this privacy notice, references to “we” or “us” means M H ASSOCIATES SURVEYORS AND PROJECT MANAGERS Ltd. t/a M H ASSOCIATES

We will comply with the data protection principles when gathering and using personal information, as set out in our GDPR data protection policy.

In the course of the performance of our contract as managing agent for the development where you are a leaseholder, we are contracted to deal with the following matters on your behalf: -

a. Preparation of demands for collection of ground rents and insurance premiums annually, and documentation for maintenance and service charges annually/half yearly.

b. Making payments to suppliers, staff, contractors, professional advisers, insurers and others as may be appropriate.

c. Producing an annual estimate of expenditure for service charge purposes and contributions to reserves.

d. The investment of Reserve Funds as directed by the Client.

e. Employing required staff on the Company's/Freeholders/Lessees behalf and effecting the necessary administration for matters such as cleaning or garden maintenance.

f. Arranging and administering annual maintenance contracts for plant and equipment.

g. Making regular visits to the property to ensure proper day to day running and inspect the building as to general condition every three to four months or shorter by agreement.

h. Attending to normal routine management enquiries from Lessees.

i. Dealing with day to day repairs to structure, plant fixtures, fittings and equipment.

j. Keeping records in relation to tenancies and other relevant matters relating to the Estate.

k. Checking compliance with terms of Lease and statutory requirements.

l. Collating and issuing preliminary instructions to Solicitors in relation to unpaid rent or charges and other similar matters to obtain a fee quote. More detailed information for legal action will be a separate fee.

m. Advising generally on Management Policy and providing an annual report for the management activities.

n. Providing annual income and expenditure statements and supporting documentation, i.e.: invoices, copies of bank statements etc for your accountants to audit and to produce the Annual Statement of Accounts and submission to Companies House.

There will be other non-repeating activities and elements of work that will not be annual or necessarily periodic within the same year which will be additional to the general annual items of work listed above and these will be supplementary responsibilities which may require us to request additional information about you.

• Name, Contact details, Address, Property address, Home and mobile telephone numbers, E-mail address, Mortgage details etc

• Where additional information is required, we shall write to tell you.

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, whether you are required to provide the information to us.

We also obtain personal information from other sources as follows: 

• Details of your ownership or proposed ownership of your property or another property you intend to acquire or sell

• from Solicitors,

• Land Registry, 

• Inland Revenue, 

• Mortgage companies, 

• Accountants 

• Local Authority as necessary to confirm your details in respect of your property ownership,

• payment of debts to the property company/freeholder, 

• applications to and from Court for example non-payment of Service charge debts, S.20 applications (L&T Act requirements), 

• breaches of lease, 

• amendment to the structure of your property etc. etc. and other similar sources.

• Where additional information is required, we shall write to tell you.

We will typically collect and use this information for the following purposes:

• For the performance of a Contract you have with our client and/or yourself and pursuant to which we are appointed as their/your agent.

• With Consent from yourself to deal with a specific matter

• To comply with a Legal Obligation

• To deal with a Vital interest

• Processing a task in the Public Interest

• For the purposes of our Legitimate interests or those of a third party, but only if these are not overridden by your interests, rights or freedoms.

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

We routinely share the following categories of personal data:

• Name, Contact details, Address, Property address, Home and mobile telephone numbers, E-mail address, Mortgage details, Company membership details etc. etc

This personal information may be shared with the following categories of recipients:

• Solicitors, Courts, Banks, Mortgage companies, Companies House, Accountants, Contractors working on the building 

This data sharing enables us to perform our contract as managing agent. 

Some of those third-party recipients may be based outside the European Economic Area — for further information including on how we safeguard your personal data when this occurs, make a separate application to us for details if you intend to involve agencies outside the EEA.

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

We will not share your personal information with any other third party.

Information may be held at our offices, and third-party agencies, service providers, representatives and agents as described above.

We have security measures in place to seek to ensure that there is appropriate security for information we hold including those measures detailed in our GDPR data protection policy.  

We will hold your personal data after we have finished advising or acting for you. We will do so for one of the following reasons: -

• To respond to any questions, complaints or claims made by you or on your behalf

• To show that we have treated you fairly

• To keep records required by law

We rely on the following basis for collecting and using your personal data for processing the information lawfully. 

• For the performance of a Contract you have with our client and/or yourself and pursuant to which we are appointed as their/your agent.

• With Consent from yourself

• To comply with Legal Obligation

• To deal with a Vital interest

• Processing a task in the Public Interest

• For the purposes of our Legitimate interests as set down in Sections numbered 3 and 5 above, or those of a third party, but only if these are not overridden by your interests, rights or freedoms.

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 Notice 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 Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

• email, call or write to us at M H Associates, The Old Bakery,139 Half Moon Lane, London SE24 9JY Telephone 0207 737 2552 

Email:- info@mhassociatesltd.co.uk • let us have enough information to identify you (EG 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

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.

We hope that 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/concerns/ or telephone: [0303 123 1113].

This privacy notice was published in revised form on 25th May 2018, and with later revisions with the last update on 4th January 2019.

We may change this privacy notice from time to time, and when we do, we will inform you.

If you would like this notice in another format (for example: audio, large print, braille) please contact us (see ‘How to contact us’ above).]

Document Dated 4th January 2019

Document Revisions 25/05/18