Our GDPR Privacy Policy

Leat Close Management Association Limited

We are Leat Close Management Association Limited and our official website address is: https://www.leatclose.org.uk.

Our registered office address is:
Menor House
The Maltings
Station Road
Sawbridgeworth
Hertfordshire
CM21 9JX

You can contact us directly by emailing: help@leatclose.org.uk.

1 Introduction

1.1 LCMA manages and maintains the Leat Close estate. In order to perform its duties in this regard, a small amount of personal data is kept, and this policy documents how we will protect your data.

2 Personal information we collect

2.1 As a resident or tenant of Leat Close we will collect the following details:

  • name
  • address
  • contact address (if different)
  • telephone number
  • e-mail address

2.2 Further ad hoc information may be gathered related to a specific issue.

3 What we use your personal information for

3.1 We use your personal information to:

  • contact you with regards to matters relating to your property
  • inform you of news and issues relating to the estate
  • notify you of maintenance fees

3.2 If we use your information for anything else, we will ask or tell you first.

3.3 When we use your personal information, we will be doing so under one or more of the following bases for lawful use:

  • you have given consent for us to use that personal information for one or more specific purposes
  • us using that personal information is necessary to provide the service of maintaining the estate
  • us using that personal information is necessary for the pursuit of legitimate interests of our association or a third party (for example, to comply with an insurance policy).

3.4 The basis on which you provide us with personal information is contractual if you are an owner.

3.5 We will store personal information about you that we hold for the purposes set out in section 3.1 for no more than a year after we stop needing it for any of those purposes. Personal information that we have for a specific purpose, we aim to delete or destroy as soon as reasonably practicable after we are sure we no longer need that information for that purpose.

4 Photos and videos

4.1 We may take photos of your property where this is needed to perform services, such as gathering details of a maintenance issue. Wherever possible, there should be no identifiable details in the picture. We do not currently record CCTV.

5 Our social media and website

5.1 Social Media

5.1.1 We do not currently maintain a social media presence.

5.2 Website – Hosting

5.2.1 Our website is hosted by Webcircle (https://www.hostinger.co.uk).

5.3 Website – Comments

5.3.1 When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

5.3.2 An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

5.4 Website – Media

5.4.1 If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

5.5 Website – Contact Forms

5.5.1 All contact forms are sent directly to help@leatclose.org.uk. Note that the forms are sent directly to Committee members is treated as personal communication and is not covered by this policy.

5.6 Website – Cookies

5.6.1 When you visit our site you will be greeted with a cookie disclaimer which informs the visitor “By continuing to use the site, you agree to the use of cookies..” and they can agree by clicking the option to “Accept Cookies”.

5.6.2 If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

5.6.3 If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

5.6.4 When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

5.6.5 If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

5.7 Website – Embedded Content From Other Websites

5.7.1 Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

5.7.2 These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

5.8 Website – Analytics

5.8.1 We share your data with Google Analytics for site monitoring and stats.

5.9 Website – How long we retain your data

5.9.1 If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

5.9.2 For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

5.10 Website – What rights you have over your data

5.10.1 If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

5.11 Website – Where we send your data

5.11.1 Visitor comments may be checked through an automated spam detection service.

6 Disclosing your personal information outside the association

6.1 We may share personal information we hold about you with a third party:

  • to facilitate resolution of any present maintenance issue (for example, to provide information to a trades-person necessary to perform an emergency repair)
  • if we are obliged by law to do so.

6.2 If we share personal information we hold about you with a third party for anything else, we will ask or tell you first.

7 Storing your personal information

7.1 We keep the personal information we hold:

  • on Google Drive
  • in the mailboxes the Committee members use for LCMA business, where e-mails have been sent to help@leatclose.org.uk. Note that mail sent directly to Committee members is treated as personal communication and is not covered by this policy.
  • on our website

7.2 We may also sometimes load personal information onto local drives and other online platforms, and create paper copies, for temporary use. When we do this, we are mindful of keeping your personal information safe.

8 Your access to, and control over, the personal information we hold about you

8.1 If you do ask us to delete personal information about you, we will try to delete the personal information we hold that you as soon as reasonably practicable. Please note, we will not be able to delete copies of your personal information:

  • if we are obliged by law to keep a record of that information;
  • that we have shared outside the LCMA as per section 6; or
  • if we have a legitimate interest in keeping that information (for example, there are unpaid maintenance fees).

8.3 If you notice any of the information we hold about you is wrong or out of date, please tell us so we can correct it.

8.4 You have the right to ask us:

  • for a copy of all the personal information we hold about you
  • to delete or correct any of that personal information
  • if you object to us using any of that personal information for a particular purpose, to ask us to stop using that personal information for that purpose

8.5 If you are unhappy about how we have handled your personal information, or any request you make to us about any of that personal information, you have the right to complain to the regulator for data protection in the UK, which is the Information Commissioner (https://ico.org.uk/).

9 How to contact us

9.1 The data controller for the personal information we hold is the LCMA Committee. We do not have a data protection officer (we do not have to), but the lead person for data protection in our association is the Treasurer.

9.2 If:

  • you want to make a formal request to obtain a copy of any or all the personal information we hold about you; or
  • you want us to delete or correct all or any personal information we hold about you; or
  • you have any questions about our association’s privacy and data protection policies,
  • you can contact the Committee at help@leatclose.org.uk