Who are We?
AST Assistance Ltd (also referred to in this Notice as “we”, “us”, or “our” or “AST”) are Property Managing agents.
Our registered Company number and address are:
Company number – 11583463
AST Assistance Limited, Suite 2, 26a St James Street Business Centre, Bacup, OL13 9NJ
How Can You Contact Us?
AST Assistance Limited
Suite 2, 26a St James Street Business Centre
Why we need your data
We will need your PII in order to provide you with information and services that you have requested. We will not collect any PII from you we do not need in order to provide and oversee our service to you. We may collect information from you about other people, for example, tenants that you may sublet your property to in order to provide our service to you.
What we do with your data
All PII we process is processed by our staff in the UK, however for the purposes of IT hosting and maintaining, this information may be located on servers within the European Union. We do not transfer, store or process any PII in Third Countries.
We have a strict Data Protection regime in place to oversee the effective and secure processing of your personal data.
What Information Do We Collect and How Do We Collect It?
The data that we collect from you is used to provide and enhance our service.
While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you. Personally identifiable information may include, but is not limited to:
- Email address
- First name and last name
- Phone number(s)
- Postal and correspondence address
- Cookies and Usage Data
If you make a payment on the phone your card information is not held by us. It is collected by our third party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions. We do not record any this information.
Cheques sent to our offices are kept in a secure locked location and banked twice weekly.
Information from Other Sources
We may use legal public services such as HM Land Registry and other local government authorities to obtain information about you, for example to verify the ownership of a particular property.
Such information will only be obtained from reputable sources which operate in accordance with the GDPR.
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This data is anonymised and may include, but is not limited to:
- Internet Protocol Address (IP Address)
- Data and time of your visit
- Browser Type and Version
- Pages on our website that you visit
- The time spent on each page
Who Has Access To Your Data?
- We will not sell or give your personal data to any third party in exchange for money.
- We will not share your personal data with any third party for marketing purposes.
- We may employ third party companies and individuals to help deliver our service on our behalf, to perform service-related services, or to assist us in analysing how our service is used. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and are obligated not to disclose or use it for any other purpose.
Third party providers that we may transfer personal data to include, but not limited to:
- Tenants and Leaseholders
- Building and other maintenance contractors
- Insurance companies, brokers and loss adjusters
- Software and IT providers
- Solicitors and estate agents
- Other managing agents
- Banks in order to process payments
- Local authorities
- Fire authorities
Lawful Basis for processing
To process any Personally Identifiable information (PII) on an individual an organisation must have a lawful basis for carrying this out. AST uses the following lawful bases for processing:
Contractual: the vast majority of our lawful processing is necessary for a contract with an individual or company, or because they have asked us to take specific steps before entering into a contract.
Consent: the individual has given clear consent for the process their data for a specific purpose. Where we use consent as the legal basis for processing your PII, you have the right to withdraw your consent at any time. If you wish to discuss or withdraw your consent, please contact us using the details below.
Legal obligation: we may be required to process PII to comply with our legal obligation, ie a court order.
How long with we keep your data?
Some of the retention periods are governed by statute. Others are guidelines following best practice. Every effort has been made to ensure that these retention periods are compliant with the requirements of the GDPR and the Freedom of Information Act 2000.
We continually review this retention period to ensure we process your personal data within the statutory requirements contained within the General Data Protection Regulation.
What are your rights?
The GDPR provides the following rights for individuals:
- The right to be informed:
- Data Subjects must be made clear about what, why and in what way their information will be used.
- The right of access:
- Data Subjects have the right to know what information we hold on them, who holds this information and why.
- The right to rectification:
- Data Subjects have the right to request corrections to the information that we hold on them.
- The right to erasure:
- Data Subjects can request to be forgotten.
- The right to restrict processing:
- Data Subjects can ask organisations to stop processing their information.
- The right to data portability:
- Data Subjects can ask for their information in a machine-readable format or to have it sent to another organisation.
- The right to object:
- Data Subjects have the right to object to organisations processing their information.
- Rights in relation to automated decision making and profiling:
- Data Subjects have protection against the use of profiling of their information or automated decision making.
PBM aim to take all reasonable steps to allow you to amend, delete, correct, or limit the use of your personal data. If at any point you believe the information we process on you is incorrect, you can request to see this information and have it corrected or deleted by contacting us using the details below.
Access to your Information/Subject access request
If you wish to submit a Subject Access Request to understand what personal information we hold for you please contact us at;
AST Assistance Limited
Suite 2, 26a St James Street Business Centre
AST are obliged to provide a response to your request within 1 month of receipt of the request. Where requests are complex or we are dealing with numerous requests we may extend this for a further two months, but you will be notified in these circumstances within one month of receipt of your request.
Privacy of Children
We do not knowingly process data of anyone under the age of 16. If you are the parent or guardian and you are aware that we hold personal data on your children please contact us. We will take necessary steps to stop processing this data once notified.
Special Category Data
We do not knowingly process any special category data, details of which are listed below. special category data is more sensitive, and so needs more protection. For example, information about an individual’s:
Race, ethnic origin, political or religious beliefs, trade union membership, genetics, biometrics (where used for ID purposes),health, sex life, or sexual orientation.
We will take necessary steps to stop processing this data once notified.
Complaints or queries
AST tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.
This Privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of the company’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed.
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can raise your concerns with the Information Commissioner’s Office:
The Information Commissioner 0303 123 1113 or if you are outside of the UK +44 1625 545 700.
Additional information about the Information Commissioners Office can be found by visiting their website at www.ico.gov.uk