The types of personal data that Kingswood Court Management Company Reading Ltd may be required to handle
include personal information about current, past, and prospective Owner/Shareholders, customers, service
users, employees, suppliers, and others that we communicate with. The personal data, which may be held on
paper or on a computer or other media, is subject to certain legal safeguards specified in the combined data
protection laws (UK General Data Protection Regulations, the Data Protection Act 2018) and other regulations
related to personal data.
We must ensure that when processing personal data that:
The 7 Principles under UKGDPR are met (processed fairly, lawfully, and transparently, purpose limitation, data
minimisation, accuracy, storage limitation, processed with integrity & confidentiality and accountability).
• The correct Lawful Basis has been identified to process the personal data (Consent, Contract, Legal
Obligation, Vital Interest, Public Interest/Task & Legitimate Interest)
• Have the required documentation in place to protect the personal data of individuals we process:
o Privacy Notices (PN) to be provided no later than 30 days from commencement of processing
an individual’s data.
o Data Protection Impact Assessments (DPIA) to be carried out prior to any new process/use of
new technology where highly sensitive and/or large volume of personal data is to be processed
and/or where automatic decision AI is used. o Data Sharing Agreements (DSA) where data is being
shared between one or more data controller.
o Data Processing Agreement (DPA) where data is shared to a supplier (Data Processor) who is
employed by Kingswood Court Management Company Reading Ltd to process our data on our
behalf.
o Record of Processing Activity (ROPA)
o Document Retention Schedule (DRS) all processing of personal data must have a defined
retention period recorded on the DRS.
• Accessible when a data subject submits.
o Data subject access requests (SAR) o Individual Rights requests
• Any data that is to be transferred outside of the UK must ensure that the recipient country has the
adequate safeguards in place to keep the data safe.
• All data breaches (even if they are suspected) are reported to the data protection team immediately.
• Employees of Kingswood Court Management Company Reading Ltd are obliged to comply with this
policy when processing personal data on our behalf. Any breach of this policy may result in disciplinary
action.
A copy of the full Data Protection policy is available on request.
Data is information, which is stored electronically (including mobile devices), on a computer, or in
certain paper- based filing systems.
• Data subjects for the purpose of this policy include all living individuals about whom we hold personal
data. A data subject need not be a UK national or resident. All data subjects have legal rights in
relation to their personal information.
• Personal data means any information relating to an identified or identifiable natural (living) person
(“data subject”); an identifiable person is one who can be identified, directly or indirectly, in particular
by reference to an identifier such as a name, an identification number, location data, online identifier
or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or
social identify of that person. Personal data can be factual (for example, a name, address, or date of
birth) or it can be an opinion about that person, their actions and behaviour. Examples of online
identifiers include IP addresses, online screen names and browser cookies.
• Data controllers are the organisation, person, agency, or other body that determines and controls the
purposes for which, and the manner in which, any personal data is processed. They are responsible for
establishing practices and policies in line with data protection legislation. Kingswood Court
Management Company Reading Ltd is the data controller for the personal information we process
where Kingswood Court Management Company Reading Ltd decides the purposes and means of the
processing.
• Data users are those of our employees whose work involves processing personal data. They work on
behalf of Kingswood Court Management Company Reading Ltd (the data controller).
• Data processors act on behalf of, and only on the instructions of the data controller. They have no
purpose of their own for processing the data. They include any person or organisation that is not
employed by Kingswood Court Management Company Reading Ltd that processes personal data on
our behalf and on our instructions. For example, suppliers which handle personal data on Kingswood
Court Management Company Reading Ltd’s behalf and third parties that may provide technical
support.
• Processing is any operation or set of operations which are performed on personal data or on sets of
personal data, whether or not by automated means, such as collection, recording, organisation,
structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission,
dissemination or otherwise making available, alignment or combination, restriction, erasure, or
destruction.
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OFFICIAL
Kingswood Court Management Company Reading Ltd Data Protection Policy Version 1.0
• Special category data is information about a person’s racial or ethnic origin, political opinions,
religious or philosophical beliefs, trade union membership, physical or mental health or condition, sex
life or sexual orientation, or any genetic or biometric data.
• Criminal offence data is information about criminal convictions and offences, or related security
measures, which includes information about criminal allegations, proceedings, or convictions.
• Encryption - The process of encoding a message or information in such a way that only authorised
parties can access it.
• Confidential Information - Information provided in confidence by an individual, that they would
expect to not be shared further without their consent or a suitable exemption. This includes medical
information, demographic information, and information about 3rd parties.
• Information Commissioner’s Office (ICO) is the independent regulatory office in charge of upholding
information rights in the interest of the public. If an organisation fails to adhere to data protection
regulations the ICO has the power to enact criminal prosecution and noncriminal enforcement,
including fines.
Version Date Details
1.00 01/02/2024 Draft Document created
1. Introduction
Welcome to Kingswood Court Management Company Reading Ltd (“Company”, “we”, “our”, “us”). These Terms of Service (“Terms”) govern your use of our website and services (collectively, “Services”). By accessing or using our Services, you agree to be bound by these Terms.
2. Services Provided
We offer building management and residential services. The details of the services, including any specific terms and conditions, will be outlined in the service agreement provided to you.
3. User Responsibilities
• You must be at least 18 years old to use our Services.
• You agree to provide accurate and complete information when creating an account or using our Services.
• You are responsible for maintaining the confidentiality of your account information and for all activities that occur under your account.
4. Intellectual Property
All content, trademarks, and data on our website and Services are the property of Kingswood Court Management Company Reading Ltd or its licensors. You may not use any of this content without our prior written consent.
5. Limitation of Liability
To the fullest extent permitted by law, Kingswood Court Management Company Reading Ltd shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenues, whether incurred directly or indirectly, or any loss of data, use, goodwill, or other intangible losses, resulting from (i) your use or inability to use the Services; (ii) any unauthorized access to or use of our servers and/or any personal information stored therein.
6. Termination
We may terminate or suspend your access to our Services immediately, without prior notice or liability, for any reason whatsoever, including without limitation if you breach the Terms.
7. Governing Law
These Terms shall be governed and construed in accordance with the laws of the United Kingdom, without regard to its conflict of law provisions.
8. Changes to Terms
We reserve the right to modify or replace these Terms at any time. If a revision is material, we will provide at least 30 days’ notice prior to any new terms taking effect. What constitutes a material change will be determined at our sole discretion.
9. User Privacy
Your privacy is important to us. Our Privacy Policy explains how we collect, use, and protect your personal information. By using our Services, you agree to the collection and use of information in accordance with our Privacy Policy. We encourage you to review our Privacy Policy regularly to stay informed about our practices.
1. Introduction
Kingswood Court Management Company Reading Ltd (“Company”, “we”, “our”, “us”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website Https://kingswood-court.co.uk , use our services, or interact with us in any other way.
2. Information We Collect
We may collect and process the following data about you:
• Personal Identification Information: Name, email address, phone number, etc.
• Technical Data: IP address, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
• Usage Data: Information about how you use our website, products, and services.
• Marketing and Communications Data: Your preferences in receiving marketing from us and your communication preferences.
3. How We Use Your Information
We use the information we collect in the following ways:
• To provide, operate, and maintain our website and services.
• To improve, personalize, and expand our website and services.
• To develop new products, services, features, and functionality.
• To communicate with you, either directly or through one of our partners, including for customer service, to provide you with updates and other information relating to the website, and for marketing and promotional purposes.
• To process your transactions and manage your orders.
• To send you emails.
• To find and prevent fraud.
4. Legal Basis for Processing Personal Data
We process your personal data based on the following legal grounds:
• Consent: You have given clear consent for us to process your personal data for a specific purpose.
• Contract: The processing is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract.
• Legal Obligation: The processing is necessary for us to comply with the law.
• Legitimate Interests: The processing is necessary for our legitimate interests or the legitimate interests of a third party, provided your interests and fundamental rights do not override those interests.
5. Data Retention
We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
6. Your Data Protection Rights
Under the UK GDPR, you have the following rights:
• Right to Access: You have the right to request copies of your personal data.
• Right to Rectification: You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
• Right to Erasure: You have the right to request that we erase your personal data, under certain conditions.
• Right to Restrict Processing: You have the right to request that we restrict the processing of your personal data, under certain conditions.
• Right to Object to Processing: You have the right to object to our processing of your personal data, under certain conditions.
• Right to Data Portability: You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.
7. Sharing Your Information
We may share your information with:
• Service Providers: We may share your information with third-party vendors, service providers, contractors, or agents who perform services for us or on our behalf and require access to such information to do that work.
• Legal Obligations: We may disclose your information where we are legally required to do so in order to comply with applicable law, governmental requests, a judicial proceeding, court order, or legal process.
8. Security of Your Information
We use administrative, technical, and physical security measures to help protect your personal information. While we have taken reasonable steps to secure the personal information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse.
9. Changes to This Privacy Policy
We may update this Privacy Policy from time to time in order to reflect, for example, changes to our practices or for other operational, legal, or regulatory reasons. We will notify you of any changes by posting the new Privacy Policy on this page. You are advised to review this Privacy Policy periodically for any changes.
10. Contact Us
If you have any questions about this Privacy Policy, please contact us by completing the form on our website or write to:
Kingswood Court Management Company (Reading) Ltd
15 Kingswood Court
Southcote Road
Reading
RG30 2AU
