1. Who We Are
Bergason Property Services Limited
Company Number: 11329473
Registered Office: 8a Bore Street, Lichfield, Staffordshire WS13 6LL
Email: enquiries@bergasonblockmanagement.co.uk
We are the data controller for personal information processed in connection with our block management services.
2. What Data We Collect
We may collect and process the following categories of personal data:
- Identity data: name, title, company name
- Contact data: postal address, email address, telephone number
- Financial data: service charge payment history, bank details where relevant
- Property data: details of your property, lease, and development
- Communications: records of correspondence, enquiries and complaints
- Technical data: IP address, browser type and website usage information (via cookies)
3. How We Collect Your Data
We collect personal data through:
- Enquiry and contact forms on our website
- Direct correspondence by email, phone or post
- Our resident portal and payment systems
- Property management handovers from previous agents
- Third parties such as solicitors, freeholders and other managing agents
4. How We Use Your Data
We use your personal data for the following purposes:
- Providing and administering block management services
- Processing service charge payments and maintaining financial records
- Responding to enquiries and managing your account
- Complying with legal and regulatory obligations
- Sending service-related communications
- Improving our website and services
5. Legal Basis for Processing
We process your personal data on the following legal bases:
- Contract: where processing is necessary to perform our management agreement
- Legal obligation: where processing is required by law (e.g. Landlord and Tenant Act 1985)
- Legitimate interests: where processing is in our legitimate business interests and does not override your rights
- Consent: where you have given us explicit consent (e.g. marketing communications)
6. How Long We Keep Your Data
We retain personal data only for as long as necessary for the purposes for which it was collected, and in accordance with our legal obligations. In general:
- Client and management records: 7 years after the end of the management relationship
- Financial records: 6 years (as required by HMRC)
- Enquiry and contact data: 2 years if no management relationship is established
7. Who We Share Your Data With
We may share your personal data with:
- Contractors and tradespeople engaged to carry out maintenance or repair works
- Insurance brokers and insurers in connection with block insurance
- Accountants and auditors for service charge account preparation
- Legal advisers where legal proceedings are involved
- Regulatory bodies such as The Property Ombudsman
- IT and software providers who process data on our behalf under data processing agreements
We do not sell your personal data to any third party.
8. Your Rights
Under UK GDPR you have the following rights:
- Access: to request a copy of the personal data we hold about you
- Rectification: to request correction of inaccurate data
- Erasure: to request deletion of your data in certain circumstances
- Restriction: to request that we limit how we use your data
- Portability: to receive your data in a portable format
- Objection: to object to processing based on legitimate interests
To exercise any of these rights, please contact us at enquiries@bergasonblockmanagement.co.uk.
9. Cookies
Our website uses cookies to improve your experience. Please refer to our Cookie Policy for full details.
10. Complaints
If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
11. Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website. We will notify you of significant changes where required by law.