Privacy Notice

Asset Care Experts LTD

We are the controller of your personal data. For more information on controllers and their responsibilities please see our guidance on data protection principles, definitions, and key terms.

This privacy notice tells you what to expect us to do with your personal information.

Contact Details

Post

Asset Care Experts, 86-90 Paul Street

LONDON

EC2A 4NE, GB

Telephone

020 3500 9885

Email

info@acepropertymanagement.co.uk

What information we collect, use, and why

We collect or use the following information for the operation of customer accounts and guarantees:

• Names and contact details

• Addresses

• Payment details (including card or bank information for transfers and direct debits)

• Account information, including registration details

We also collect or use the following special category information for the operation of customer accounts and guarantees. This information is subject to additional protection due to its sensitive nature:

• Health information

We collect or use the following information to comply with legal requirements:

• Name

• Contact information

• Identification documents

• Financial transaction information

• Any other personal information required to comply with legal obligations

We also collect or use the following special category information to comply with legal requirements. This information is subject to additional protection due to its sensitive nature:

• Health information

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details

• Address

• Payment details

• Account information

• Witness statements and contact details

• Relevant information from previous investigations

• Customer or client accounts and records

• Financial transaction information

• 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:

• Health information

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 data protection rights

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.

Your right to rectification

You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.

Your right to erasure

You have the right to ask us to delete your personal information.

Your right to restriction of processing

You have the right to ask us to limit how we can use your personal information.

Your right to object to processing

You have the right to object to the processing of your personal data.

Your right to data portability

You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.

Your right to withdraw consent

When we use consent as our lawful basis you have the right to withdraw your consent at any time.

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.

Data Protection & Storage

Our Lawful Bases

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
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.
Recognised legitimate interests – our pre-approved purposes include sharing information for public tasks, responding to emergencies, preventing crime, and safeguarding well-being.
Vital interests – needed when someone’s physical or mental health is at urgent risk.
Public task – required to carry out a task laid down in law.

Retention & Sources

Where we get personal information from

Directly from you
Previous employers
Credit reference agencies

How long we keep information

Lettings: 6 years + 1 after service ends
Financial records: 8 years for successful applications
Insurance policies: 6 years + 1 year after expiry
General enquiries: 2 years
ID documents: 5 years for AML; 1 year for tenancy checks

Sharing Information

Data Processors

We work with tenant referencing companies (for credit checks) and Tenancy Deposit services (to process deposits and tenancy funds).

Other Third Parties

We may share data with legal advisors, regulatory authorities, emergency services, inventory clerks, and maintenance contractors as required for operations or by law.

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Email: info@acepropertymanagement.co.uk

Telephone: 020 3500 9885

Post: 86-89 Paul Street, London, EC2A 4NE

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: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint