Data Protection Policy

Policy Overview

Precedent Estate Management Ltd is committed to protecting personal data and handling it in accordance with UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Residential property management involves the handling of financial and contact information. Data protection is therefore an integral part of our governance framework.

Our Role in Data Processing

Precedent’s role under data protection law depends on the context of the instruction.

In most residential block and estate management instructions, the relevant:

  • Resident Management Company (RMC)
  • Right to Manage Company (RTM)
  • Freeholder or landlord

acts as the Data Controller. Precedent acts as the Data Processor.

In those circumstances, Precedent acts as a Data Processor, processing personal data strictly in accordance with the written instructions of the relevant controller and the management agreement.

Precedent acts as a Data Controller in relation to personal data processed for its own business purposes, including:

  • Client and prospective client enquiries
  • Complaints handling
  • Supplier and contractor relationships
  • Regulatory and statutory compliance
  • Internal business administration

Categories of Personal Data

Depending on the nature of the instruction, we may process:

  • Names and contact details
  • Correspondence records
  • Service charge and payment information
  • Company directorship details
  • Property-related compliance records

We do not collect more information than is necessary for the proper administration of the property or business purpose concerned.

Lawful Basis for Processing

Where acting as Data Controller, personal data is processed on one or more of the following lawful bases:

  • Performance of a contract
  • Compliance with a legal obligation
  • Legitimate interests in the proper management of property
  • Consent (where required)

Where acting as Data Processor, personal data is processed under the lawful basis determined by the relevant Data Controller.

Use of Personal Data

Personal data may be used to:

  • Administer service charges and financial records
  • Communicate with leaseholders, directors and stakeholders
  • Coordinate maintenance and statutory compliance
  • Meet legal and regulatory obligations
  • Respond to enquiries or complaints

Data Sharing

Personal data may be shared, where necessary and proportionate, with:

  • Contractors and professional advisers
  • Insurers
  • Accountants and auditors
  • Solicitors (where appointed)
  • Regulatory or enforcement bodies

Where acting as Data Processor, data is shared only in accordance with the instructions of the Data Controller.

Data Security

Precedent implements appropriate technical and organisational measures to safeguard personal data against unauthorised access, loss, misuse or disclosure.

Access to personal data is restricted to those who require it for legitimate management or business purposes.

We do not sell or trade personal data.

Data Retention

Personal data is retained only for as long as necessary for management, statutory, regulatory and accounting purposes.

Retention periods are determined by legal requirements and operational necessity.

Individual Rights

Under UK GDPR, individuals have rights including:

  • The right of access
  • The right to rectification
  • The right to erasure (where applicable)
  • The right to restrict or object to processing
  • The right to lodge a complaint with the Information Commissioner’s Office (ICO)

Where Precedent acts as Data Processor, requests may be referred to the relevant Data Controller.

Contact

Data protection enquiries may be directed to:

Precedent Estate Management Ltd
Email: info@precedentem.com

Policy reviewed February 2026.