Giant Property Management Ltd - Privacy Notice

Giant Property Management Ltd is committed to the protection of the data which is held, how we collect it, process it and for what purposes. This privacy notice will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.

Purpose of this privacy notice

This privacy notice aims to give you information on how Giant Property Management Limited (“Giant PM”) collects and processes your personal data through your use of this website, including any data you may provide through this website.

This website is not intended for children and we do not knowingly collect data relating to children.

Giant PM is a residential managing agent. Giant PM acts for and on behalf of its clients. If you are an existing customer of Giant PM you will have a contractual relationship with one of our clients. Your personal data will be processed by Giant PM in accordance with that client’s privacy policy. Giant PM will be acting as data processor in those circumstances. If you are a customer of Giant PM and you wish to obtain a copy of the privacy policy that applies to that processing then please contact: hello@giantpm.com setting out your name and the property you own.

If you are not an existing customer of Giant PM then it is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Giant Property Management Limited is the controller and responsible for your personal data (collectively referred to as “Giant PM”, “we”, “us” or “our” in this privacy notice).

If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact Chris Jones using the details set out below.

Our full details are:

Full name of legal entity: Giant Property Management (Company Number 12802690)

Name or title of data privacy manager: Chris Jones, Managing Director

Email address: chris.jones@giantpm.co,

Postal address: Giant Property Management, The Old Post Office, 1533 Pershore Road, Stirchley, Birmingham, B30 2JH

Telephone number: 0121 257 5062

If we are unable to come back to you with a satisfactory response you can raise your concerns with the ICO. this can be done by:-

Email:- casework@ico.org.uk

Phone :- 0303 123 1113

Post:- Information Commissioner’s Office, Wycliffe House, Water Lane Wilmslow, Cheshire, SK9 5AF

This version was last updated on 1st September 2020.

Collecting Personal Data You give us data in a variety of ways:

● When you talk to us on the phone or in-person

● When you use our website

● In emails and physical letters

● In Customer Surveys

● In competitions or promotions

● Portal usage Revised Date –

● Freeholders, RMC's, Developers, Investment Companies and other Property Management companies during site Hand Over

● Other residents on your development

● Public Domain Data such as land registry and companies house

● Letting Agents

● Government and law enforcement agencies

● Solicitors

● Debt Collecting Agency Sharing information

We may give out your personal data if required to so for Police Investigation or Court Order. We may give your personal data to a 3rd party as part of a sale of the business and assets to the 3rd party. However, steps will be taken to ensure that your privacy rights continue to be protected and the data is used in accordance with our Privacy Notice.

In an emergency, we may be required to give your contact details out to an approved contractor to contact you.

As part of our process for collecting site funds, where there has been no contact made by you to advise why there has been no payment or to set up a payment plan we may pass your details on to a Debt Collecting Agency. The agency we use has passed a due diligence process and undergone further checks to ensure they are GDPR compliant and will not share your details further other than with ourselves.

When required to do so we enlist the expertise of external solicitors for legal advice. Your data may be passed on to them to give them a better understanding of legal situations.

There may be instances where we share data with the Freeholder, RMC and directors of a site. We will query the use of the data to ensure the reason is a ‘legitimate interest’ before giving this to them.

If for any reason we cease management of a site, we will give sufficient information we hold to the new management agents to ensure they can properly manage the site from the moment they take control. Where your property has services supplied by your apartment, we may pass on your details to the supplier, so they can bill accordingly.

We may pass your details on to companies that are conducting a legitimate criminal investigation as detailed in the Data Protection Act 2018.

We will not sell your data, we will keep your data safe and private and if we run any marketing campaigns in the future, this will be on an opt-in basis to which you will be able to review and change.

Obtaining your data we hold.

You have the right to ask for the information we have about you. When we receive a request from you in writing, we must give you access to what personal information we’ve recorded about you.

However, we can’t let you see any parts of a record which contain:

● Confidential information about other people; or

● May be held in preparation to defend legal claims

This applies to personal information that is in both paper and electronic records. If you ask us, we’ll also let others see your record (except if one of the points above applies).

A request for personal information can be made via email or in writing. This is known as a subject access request. In order to make a subject access request you will need to provide the following information:

● your name

● your address

● proof of identity and signature with enough information to identify your records

What types of documents could I submit as proof of ID?

● Copy passport with signature (please remove your passport number)

● Copy driving license picture with signature (please remove your driver number)

● Copy of signed tenancy or contract with us

We will not start your subject access request until we are satisfied that you have provided us with enough information for us to identify you.

Once you have made a request you will receive an acknowledgement and your request should be answered within one month. In certain circumstances, we are allowed to take longer but we will tell you if we feel we may need longer without undue delay from when we receive your request.

If you can’t ask for your records in writing, we’ll make sure there are other ways that you can. If you have any queries about access to your information please contact Giant PM at hello@giantpm.com.

We manage multiple sites around the UK which have independent CCTV systems onsite. These CCTV systems are maintained by Giant PM and the only people who have access to this are Giant PM Staff or 'other Agents' for which we partner with to manage the site. If you were interested in requesting footage of your personal image recorded on-site, please forward a request to the Data Privacy Manager. We will treat this as a Subject Access Request. We may use the CCTV system to investigate a specific breach of leases. For example, (but not limited to) unacceptable behavior, disposal of bulky items in bin areas, parking issues etc. If there is a report of a crime on site, we will assist the Police in whatever they need to properly investigate the crime. We will ensure that the Police officers requesting footage have an ongoing investigation open and are not just 'fishing' for information. It is not in our policy to hand over CCTV footage to people where their property has been damaged. If you are the victim of a crime against your property, please put a request to the Data Privacy Manager and we will ensure the CCTV footage is saved awaiting the collection of the police. Should you still want the footage of the crime please put in a 'Freedom of Information' request to the Police.

We hope that you find this Privacy Notice a useful and true representation of how we use your data