Cookies Policy

Cookies are small files which ask permission to be placed on your computer’s hard drive. If agreed, the files are added with cookies which help to analyse web traffic or to let you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

Traffic log cookies are used to identify which pages of our website are being used.  Cookies help us analyse data about web page traffic and to adapt and improve our website according to our users’ needs.  We only use this information for statistical analysis purposes.  No personally identifiable information is recorded via these cookies. 

Generally cookies help us provide users with a better website.  They help us to monitor which pages you find useful or not.  A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer.   For further information consult the “help” section of your browser.  By using this site you are agreeing to the use of cookies as described.

Privacy Notice

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 the development of which you own a property and after it ends.  We are required to notify you of this information under the General Data Protection Regulation (GDPR).   

Please ensure you read this Privacy Notice, and any other similar Notice we may provide you with 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 information, store that information, use it 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 on how we handle your data. 

Who We Are

Koti Property Management Ltd collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation (GDPR) which applies across the European Union, including the United Kingdom, and we are responsible as ‘controller’ of that personal information for the purposes of those laws.   In this Privacy Notice, references to “we” or “us” means Koti Property Management Ltd. 

Data Protection Principles

We will comply with the data protection principles when gathering and using personal information and ensure:

• We are lawful, compliant, open and accountable in our processing.
• The data we collect is for the purposes specific to our contracts and business.
• That data we collect is necessary for the purposes of processing.
• The data we hold is accurate and up to date wherever possible. Any amendments will be amended or destroyed.
• We will not hold data for longer than is necessary.
• The way in which we process data is to ensure appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage.

Personal Information We Collect and Use (Information Collected By Us)

In the course of acting as a managing agent, or as a consultant, we collect the following personal information when you provide it to us: 

• Name, contact address, any other address, telephone number, mobile number, email address, any emergency contact name and telephone number and your IP address. 
• Subject to the development where you own a property, whilst unusual, we may also collect your date of birth, your next of kin details, and any vehicle registration number. 
• If you become a Director of a Management Company or a Right to Manage Company we will also collect your date of birth, occupation, nationality, and selective letters or numbers of maiden names, parent names, passport or driving licence, in order to register you with Companies House.  We do not keep this additional information after you have been registered. 

The provision of the above personal data is required from you to enable us to perform our contractual duties as managing agent. 

The Personal Information We Collect and Use (Information Collected From Other Sources)

We also obtain personal information from other sources as follows: 

• Solicitors when you purchase your property. 
• Mortgage lender details from the Solicitor or Conveyancer you appoint when purchasing your property or re-mortgaging.  This is provided in the form of a legal Notice of Charge. 
• Land registry to confirm the current owner of a property and their address. 
• Previous managing agent when taking over management responsibilities. 

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. 

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.   

Who We Share Your Personal Information With

We routinely share the following categories of personal data: 

• Name, addresses, telephone number, mobile, email address, car registration number. 

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

• Contractors, service providers (eg, surveyors), Solicitors, insurers, insurance brokers, Management Company/Right to Manage Company Directors, the landlord/freeholder of the development, auditors, any staff or employee of the companies, debt collectors, courts/tribunals, a new agent if appointed, legal authorities such as the police, your mortgage lender, parking patrol companies, Companies House. 

This data sharing enables us to perform our contract as managing agent.  Some of the third party recipients may be based outside the European Economic Area. 

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

We will not share your personal information with any other third party. 

Where Your Personal Information May Be Held

Information will be held at our offices and of any associated company, third party agencies, service providers, by contractors, 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.   

Or, for example, a set number of years after a data subject ceases to be associated with a development. 

How Long Your Personal Information Will Be Kept

We will hold your personal data for so long as you own a property on the development for which we act as managing agent, and as required by law thereafter.

Reasons We Can Collect and Use Your Personal Information

We rely on contract as the lawful basis on which we collect and use your personal data.  
We will not contact you for marketing purposes without your previous consent.  

Your Rights

Under the General Data Protection Regulation (GDPR) 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 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 the right to transmit the 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.

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation. 

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

• Email contact@kotipm.co.uk, call 01208 510050 or write to us at 71 Athelstan Park, Bodmin, Cornwall, PL31 1DT.
• Provide us with sufficient information so as to identify you, eg, full name and property address.
• Provide us with proof of your identity and address (eg, copy driving licence or passport and a recent utility or bank statement), and 
• Provide us with information to which your request relates, including any account or reference numbers if you have them.

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. 

How to Complain

Please click here to read our complaints procedure

Registered Office

Koti Property Management Limited’s registered office is Bennett Jones & Co Accountants, 22 Callywith Gate Industrial Estate, Launceston Road, Bodmin, Cornwall, PL31 2RQ.

Changes to This Privacy Notice

This privacy notice was prepared on 2^nd January 2020.  We may change this Privacy Notice from time to time.  Please check back for updates.