How the company handles personal data.

Who the controller is

Prime Orchard Residential Ltd, company number 17081317, of 10 St. Katherines Walk, London, W11 4SJ, is the data controller. The company is registered with the Information Commissioner’s Office under reference ZC114224. Questions about this notice go to info@poresidential.co.uk.

What this website collects

Nothing. There is no contact form, no cookie, no analytics script and no tracking pixel on any page. The hosting provider keeps standard server logs, which record the internet protocol address of a visitor and the page requested, for security and for diagnosing faults.

What the company collects elsewhere

Name, contact details and correspondence from anyone who writes or telephones. Property details, identity and title information from landlords and their advisers. Information about occupiers supplied by a local authority under a placement agreement, and information arising from managing the property, such as repair reports, inspection records, anti-social behaviour reports and safeguarding concerns.

Where a property is let as a whole to a supported accommodation provider, that provider is the controller for information about its own occupiers. The company holds no occupier information in that arrangement, because it has no relationship with any occupier.

Why, and on what basis

Correspondence and negotiation are handled on the basis of legitimate interests, being the operation of the business, or on the basis that steps are being taken at the request of a party before entering a contract. Once an agreement exists, personal data is processed because it is necessary to perform that contract. Licensing, fire safety, gas safety and tax records are kept because the law requires them. A safeguarding concern is referred to a local authority because it is necessary to protect the vital interests of a person or in the substantial public interest of protecting an adult at risk.

Who sees it

Local authority officers under a placement agreement, adult social care and the police where a safeguarding concern is referred, the company’s solicitor, accountant, insurer and broker, contractors and assessors who need the information to carry out work, and His Majesty’s Revenue and Customs and other public bodies where there is a legal obligation. The company’s named out of hours deputy sees personal information about an occupier only so far as a call requires it. Personal data is not sold, and it is not passed to anyone for marketing.

How long it is kept

Correspondence that leads nowhere is deleted within twelve months. Contract and property records are kept for six years after the agreement ends, which matches the limitation period for a contract claim. Safeguarding concerns and anti-social behaviour records are kept for six years. Tax records are kept for six years after the end of the accounting period, as required by section 388 of the Companies Act 2006 and by His Majesty’s Revenue and Customs. Safety certificates are kept for the period the relevant regulations specify, and longer where they form part of the property history.

Your rights

You may ask for a copy of the personal data held about you, ask for it to be corrected or erased, object to processing carried out on the basis of legitimate interests, and ask for processing to be restricted while a dispute is resolved. Requests go to info@poresidential.co.uk and are answered within one month.

If the answer does not satisfy you, you may complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes

This notice is reviewed when the business changes and at least once a year. The version number and date at the top record the current edition.