Privacy & Cookies Policy

Michael Laurie Magar Limited (“MLM”) are committed to protecting and respecting your privacy and the data we hold.  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 development and after it ends.  It sets out the terms upon which you may use the website, and how we deal with cookies.

We are required to notify you of this information under the General Data Protection Regulations.

Please ensure you read this notice (sometimes referred to as a “privacy 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 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.

By accessing the site or any part of it, you are agreeing to comply with the terms contained herein and with the other connected policies, terms and conditions.  If you breach any of these terms, your permission to use this site will automatically terminate.

We are committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this statement.

1. WHO WE ARE

Michael Laurie Magar Ltd. collects, uses and is responsible for certain personal information about you. We are regulated under the General Data Protection Regulation  and we are the Data Controller.

2. DATA PROTECTION PRINCIPLES

We will comply with the data protection principles when gathering and using personal information, as set out in our GDPR data protection policy.

3. THE PERSONAL INFORMATION WE COLLECT AND USE

 In the course of the performance of our contract as managing agent for the development where you reside as a leaseholder or freeholder, we may collect the following personal information when you provide it to us:

• Your name, contact details including address, property address, home and mobile telephone numbers, e-mail address
• Your mortgage details (if applicable and if required)
• Your bank details (if provided for Direct Debit collection)
• Your credit card or debit card details are used to process payments, but MLM do not store these details.

In the course of the performance of our contract as managing agent for the development where you are a tenant, we collect the following personal information when you provide it to us:

• Your name, contact details including address, home and mobile telephone numbers, e-mail address
• AST details or contract/lease details
• Your bank details (if provided for Direct Debit collection)

In the course of the performance of our contract as managing agent for the development where you are a licensee, we collect the following personal information when you provide it to us:

• Your name, contact details including address, home and mobile telephone numbers, e-mail address,
• Licence details
• Your bank details (if provided for Direct Debit collection)

In the course of the performance of our contract as managing agent for the development where you are a client, we collect the following personal information when you provide it to us:

• Your name, contact details including address, home and mobile telephone numbers, e-mail address,
• Money laundering requirement information (including copy of your passport, driving licence, proof of address and any other legally required information)
• Your bank details
• For all parties: A CCTV system may monitor parts of your development / building / estate within which you own a property.
• For all parties: If you visit our website or use MLM Connect we may collect the following information:
• Technical information, including internet protocol address used by your computer to access the internet, your login information, browser type, time zone setting, browser plug-in types and versions, operating system and platform,
• Information about your visit, including the full resource locators (URL), clickstream through and from websites (including date and time); products you used or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse overs), and methods of use to browse away from the page and any phone number used to call our customer service or system administrator numbers.
• We are also working closely with third parties (including for example, business partners, sub-contractors for technical, payment and delivery services) and may receive information about you from them.

When you login to our portals, we store the following information to enable your account to function properly and deliver the standard portal service:

• Personal information such as your name, address, password, phone number and email address and any image or avatar that you add to your profile;
• Preferences used in the portal such as favourited bus stations, tube lines, railway stations, offer types;
• When you use our service, we store information such as login history, account registration history, activity history; 
• We also store unique identifiers to any integrated third-party systems, such as your landlord’s property management system to help us to identify you and linked data that is presented in the portal;
• We use information from your device or browser such as IP address, location, device type, browser version.

When visiting our website, occasionally we may make use of Google Analytics which is a service offered by Google that generates detailed statistics about the visitors to a website. Their cookies are used to store details how long a visitor spends on a website and where they came from.

The provision of the above information is required from you to enable us to perform our contract as managing agent. We will inform you at the point of collecting information from you, whether you are required to provide the information to us.

4. THE PERSONAL INFORMATION WE COLLECT AND USE FROM OTHER SOURCES

We also obtain personal information from other sources as follows:

• If you are a leaseholder or home owner (Freeholder): Our client, Solicitors, RMC Directors, Third Party tracing agents
• If you are a tenant: Leaseholders (Your landlord), agent acting on behalf of your landlord
• If you are a licensee: Leaseholders (Your landlord), agent acting on behalf of your landlord.  

5. HOW WE USE YOUR PERSONAL INFORMATION

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.
• 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.
• For the purposes of improving our website to provide  a better service to you, to generate surveys to update you on specific information.

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. 

6. WHO WE SHARE YOUR PERSONAL INFORMATION WITH

We routinely share the following categories of personal data:

• Your name, contact details including address, property address, home and mobile telephone numbers, e-mail address

This personal information may be shared with the following categories of recipients:

• Accountants – for the production of service charge and statutory company accounts
• Solicitors – for debt recovery, breach of lease or property sales
• Tracing agents – for debt recovery
• Contractors and service providers – for repairs and maintenance
• IT support – for software management and data back up
• Bailiffs – for debt recovery
• Insurers and their brokers – for claim handling, policy renewal and administration
• Mortgage Companies – for debt recovery
• HMRC – as legally required
• Survey Monkey – for market research and surveys
• DVLA – for car ownership validation
• Other parties in the necessary fulfilment of our contractual obligations to our client as the Managing Agent of your development

This data sharing enables us to perform our contract as managing agent.

We will share personal information with law enforcement or other authorities if required by applicable law.

If we are instructed to transfer the management of an estate / block / building within which your property is located to another managing agent, we may disclose your personal data to the new managing agent. 

7. WHERE YOUR PERSONAL INFORMATION MAY BE HELD

Information may be held at our offices or directly on site (if applicable), 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.

8. HOW LONG YOUR PERSONAL INFORMATION WILL BE KEPT

• If you are a leaseholder or home owner (freeholder), we will hold your name, contact details including address, property address, home and mobile telephone numbers, e-mail address for the duration of the time we are appointed as the managing agent of the development and then for as long as legally required after our contract has terminated.

• If you are a tenant, we will hold your name, contact details including address, home and mobile telephone numbers, e-mail address for the duration of your AST or contract/lease and then for as long as legally required.

• If you are a licensee, we will hold your name, contact details including address, home and mobile telephone numbers, e-mail address for the duration of your license and then for as long as legally required.

• For all parties: if applicable we will hold CCTV footage for as long as necessary to fulfil our contractual and legal duties. 

9. REASONS WE CAN COLLECT AND USE YOUR PERSONAL INFORMATION

We rely on the contract we hold with our client and for the purposes of our legitimate interests or those of a third party, as the lawful basis on which we collect and use your personal data.

10. YOUR RIGHTS

Under the General Data Protection Regulation, 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

If you would like to exercise any of those rights, please:

• email, call or write to us
• let us have enough information to identify you (Your 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.

11. KEEPING YOUR PERSONAL INFORMATION SECURE

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 your 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.

12. COOKIE POLICY

When you visit our website we may store some information (commonly known as a “cookie”) on your computer. Cookies are small pieces of information that a website transfers to your hard drive to store and sometimes track information about you. Cookies are specific to the server that created them and cannot be accessed by other servers, which means that they cannot be used to track your movements around the web. Passwords and credit card numbers are not stored in cookies.  They are also used to help us under it and your preferences based on previous or current site activity, which enables us to provide you with improved services.

A cookie helps you get the best out of our site and helps us to provide you with a more customised service. We use cookies for the following purposes:

So that you will not have to re-enter your details each time you visit the Site: and
to track how the Site is used and to improve and update our content so that your experience of using our site can be made better experience.  We may use third parties to track this information on our behalf.

You can block, erase or have your computer warn you each time a cookie is being sent to or from your computer. If you want to, your browser’s help screen or manual should tell you how to control cookies.  But certain parts of this site are reliant on the use of cookies to operate correctly and may affect the user’s experience that make your site experience more efficient and may not function properly if you set your browser not to accept cookies.

Most browsers are automatically set to accept cookies and you should be able to restrict or disable them if you wish by adjusting the settings on your browser (your browser’s help screen or manual should tell you how to do this). However, certain parts of the Website are reliant on the use of cookies to operate correctly and may not work correctly if you set your browser not to accept cookies. We do not use ‘spyware’, that is web bugs or hidden identifiers or other similar devices to gain access to information, store hidden information or to trace your activities.

We may amend this Cookies Policy from time to time so you should check it regularly to ensure that you are familiar with its terms and any changes which are made.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

13. LINKS TO OTHER WEBSITES

Our website contains links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

14. HOW TO COMPLAIN

We hope that we can resolve any query or concern you raise about our use of your information.

The General Data Protection Regulation 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: 0303 123 1113.

15. COPYRIGHT

The content of this website is the copyright of MLM Limited. MLM Limited copyright must remain on all reproductions of material purchased from this website (“Material”).

You may download, store and use the Material for your own personal use and research or that of your firm or company. You may not republish, retransmit, redistribute or otherwise make the Material available to any other party or make the same available on any website, on-line service or bulletin board of your own or of any other party or make the same available in hard copy or on any other media without MLM express prior written consent.

Nothing on this website constitutes advice, nor does the transmission, downloading or sending of any information or the Material create any contractual relationship.

16. CHANGES TO THIS PRIVACY NOTICE

This privacy notice was published on 25^th May 2018 and last updated on 5^th September 2020.

We may change this privacy notice from time to time, you are advised to check this policy for future changes.