Version: GDPR 1 01.09.2024
This Privacy & Notice explains what personal data (information) we hold about you, how we collect it, and how we use and may share information about you during our management of your building or estate and after it ends. We are required to notify you of this information under the General Data Protection Regulations (GDPR).
Please ensure you read this notice (sometimes referred to as a “Privacy Policy & 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 Policy & 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.
Data Controller:
WG Block & Estate Management Limited, Old City Library, Castle Steet, Exeter EX4 3PT
(a company registered in England & Wales with registration number 15946648).
Email: [email protected] Tel: 01392 427500
WG Block & Estate Management Limited collects, uses and is responsible for certain personal information about you. When we do so we are regulated under GDPR 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 Policy & Notice, references to “we” or “us” means WG Block & Estate Limited.
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, or freeholder we collect the following personal information when you provide it to us:
Name, Contact Details Address, Property Address, Home and Mobile Telephone Numbers, Email Address, Mortgage Details, Bank Account Details
In case of a Company your registered office address.
The provision of the above information is required from you to enable us to perform our contract as managing agent and Company Secretary, if applicable. 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:
Where you are purchasing a property in a building or estate that we manage it maybe supplied by your solicitor and is then verified by the Company writing to you.
If you are a tenant in a property managed by WG Block & Estate Management Limited your detail will be supplied by the homeowner or leaseholder on the understanding that they have your permission to do so and to allow us to contact, you should the need arise when fulfilling the obligations of our contract.
We will typically collect and use this information for the following purposes:
For the performance of a contract you have with our client and pursuant to which we are appointed as their agent. (and/or)
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.
Failure to supply correct contact details will result in us and your Board of Directors / RMC /Freeholder / Landlord being unable to contact you with important information regarding your property.
This may in turn lead to us being unable to collect your Service Charge or other fees as laid out in your lease or title documents which could result in legal action.
We routinely share the following categories of personal data:
Name, Contact Details Address, Property Address, Home and Mobile Telephone Numbers, Email Address, Mortgage Details, Bank Account Details
In the case of a Company, your registered office address.
This personal information may be shared with the following categories of recipients:
Contractors, Utility Companies, the premises Insurer, the premises Board of Directors / Freeholder / RMC, companies for the purposes of fraud protections, debt collection, and any future purchaser of the Company in the event that there is a change of ownership.
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, see ‘Transfer of your information out of 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 those of our group companies, 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 review our data retention periods regularly and will only hold your personal data for as long as is necessary and no more than 6 years for the relevant activity or as required by law, or as set out in any relevant contract we have with you. These periods will vary depending on the nature of the information and your interactions with us.
We rely on our Management Agreement as the lawful basis on which we collect and use your personal data.
We will not transfer personal data to countries outside the EEA.
Under GDPR 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 GDPR. https://ico.org.uk/
If you would like to exercise any of those rights, in the first instance please: email, or write to us;
Email: [email protected]
Address: WG Block & Estate Management Limited, Old City Library, Castle Street, Exeter, Devon, EX4 3PQ
let us have enough information to identify you (for example 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 you 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.
GDPR 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: 0303123 1113.
This Privacy & Notice was published on 1 September 2024 and last updated on 1 September 2024.
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.
© Wilkinson Grant & Co. Limited 2026 registered in England and Wales | Registered number: 03082979
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