Privacy Policy

Privacy Policy & Declaration

Reed House Residents’ Association (RHRA)

Data Controller

The data controller for all personal data collected by the Reed House Residents’ Association is:

Steve - Email: steve@sw19ra.com

You can contact the Data Controller regarding any questions about your personal data, to request access, correction, deletion, or to exercise any of your rights under UK GDPR.

Purpose of Data Collection

We collect personal data from tenants and leaseholders to:

Represent residents in discussions and negotiations with landlords, agents, and relevant third parties.

Administer the building and matters related to ground rents, service charges, repairs, maintenance, and improvements.

Contact landlords or letting agents for the purpose of registering them with the Residents’ Association.

Types of Data Collected

Tenant / leaseholder name, apartment number, email, and phone number (collected when registering for the RA).

Landlord / agent name, email, and phone number (if provided by the tenant).

Letting agency name (if applicable).

Any other information voluntarily provided by residents for RA purposes.

Legal Basis for Processing

We process your personal data based on your consent. By registering with the RHRA and providing any information through our forms, you give RHRA permission to:

Act on your behalf with your landlord.

Contact your landlord or agent using the details you provide.

Store and manage your information for the purposes outlined above.

Consent for Landlord/Agent Details

If you provide landlord or agent details, you confirm that:

You are a tenant of the property referenced.

You give RHRA permission to contact the landlord/agent for RA registration purposes.

The information provided is accurate to the best of your knowledge.

This consent is voluntary and can be withdrawn at any time by contacting the Data Controller at steve@sw19ra.com

Data Retention

Tenant data will be kept for as long as you are a member of the RHRA.

Landlord/agent details collected via tenants will be kept for as long as necessary to achieve RA registration, plus an additional 12 months for record-keeping and audit purposes.

After this period, personal data will be securely deleted, or anonymised.

Data Sharing

Landlord/agent details provided by tenants will only be shared with the RHRA committee for RA registration purposes.

Personal data will not be shared with third parties for marketing, or other purposes.

Data may be shared if required by law.

Your Rights Under GDPR

You have the following rights regarding your personal data:

Access: You can request a copy of the data we hold about you.

Rectification: You can ask us to correct any inaccuracies.

Erasure: You can request your data be deleted, subject to legal or contractual obligations.

Restriction: You can request that we limit how we process your data.

Objection: You can object to our processing of your data where applicable.

Data portability: You can request your data in a structured, machine-readable format.

To exercise any of these rights, contact the Data Controller at steve@sw19ra.com

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data is being processed unlawfully.

Declaration

By registering with the Reed House Residents’ Association (RHRA), I confirm that:

I am a tenant/leaseholder of a property within the building.

I have read and agree to the Reed House Residents’ Association Privacy Policy.

I authorise RHRA to act and make representations on my behalf with my landlord/freeholder, including contacting landlords, or letting agents using details I provide for RA registration purposes only, as well as representing me in discussions and negotiations with freeholders, managed agents, and relevant third parties to administer the building and matters related to ground rents, service charges, repairs, maintenance, and improvements.