Privacy Policy

Who we are

Northgate House RTM Company Limited is responsible for the personal information described in this Privacy Policy where we determine how and why that information is processed.

Information we collect

We collect information that is reasonably required to respond to enquiries, understand property matters, communicate with relevant persons and provide agreed property management services.

How we use information

Personal information may be used for the following property management and administrative purposes:

• responding to property and service enquiries;
• discussing residential building management requirements;
• coordinating maintenance and repair matters;
• communicating with relevant contractors;
• arranging or following up on agreed actions;
• maintaining appropriate property and management records;
• preparing agreed management summaries or action plans;
• communicating information relating to an existing management arrangement;
• administering business records and correspondence; and
• maintaining and operating this website.

We do not use personal information for a new purpose that is incompatible with the purpose for which it was collected without an appropriate lawful basis and, where required, providing the relevant information to the individual.

Lawful processing

Depending on the circumstances, personal information may be processed because it is necessary to take steps at the individual’s request before entering into an arrangement, because it is necessary for an agreed arrangement, because of a legal requirement, because of legitimate interests, or because consent has been provided where consent is the appropriate basis.

The appropriate lawful basis depends on the particular information, purpose and circumstances of the processing. We do not rely on one single lawful basis for every type of personal information.

Sharing information

Personal information may be shared where this is reasonably necessary for the relevant property matter, agreed service, legal requirement or operation of the website.

Depending on the circumstances, relevant information may be provided to:

• contractors involved in an agreed maintenance matter;
• property owners or authorised representatives;
• resident management representatives where appropriate;
• professional or administrative service providers assisting with the relevant business function;
• website, hosting, communications or technical service providers where necessary to operate the website or provide the requested service; and
• public authorities or other recipients where disclosure is required by law or is otherwise permitted.

We do not provide personal information to unrelated organisations simply because it has been collected. Information shared with a third party is limited to what is reasonably relevant to the applicable purpose.

How long information is retained

Personal information is retained only for as long as it is reasonably required for the purpose for which it was collected, for an ongoing property management arrangement, for the administration of business records, or where a longer period is required or permitted by law.

There is no single fixed retention period for every type of personal information. Where legislation, accounting requirements, contractual obligations or the establishment, exercise or defence of legal rights requires information to be retained for a particular period, that requirement will be taken into account.

Security of information

We use reasonable technical and organisational measures appropriate to the information we hold and the way in which it is processed.

Depending on the circumstances, these measures may include access controls, account security, restricted access to business records, secure communications and appropriate administrative procedures.

Access to personal information is limited to persons or service providers who reasonably require it for the relevant business or property management purpose.

Your information rights

Subject to the applicable legal conditions and exemptions, individuals may have rights concerning their personal information, including:

These rights are not absolute and may be subject to conditions, exemptions and limitations under applicable data protection law.

Information requests

Requests concerning personal information should be sent to:

We may need sufficient information to confirm the identity of the person making a request before disclosing personal information.

Where a valid data protection rights request is made, we will normally respond without undue delay and, in general, within one calendar month of receiving the request and any information reasonably required to verify it.

Where a request is complex or multiple requests are made, the applicable legal framework may allow the response period to be extended by up to two additional months. Where such an extension applies, the individual will be informed within the applicable initial one-month period.

Where personal information is obtained from a source other than the individual concerned, applicable privacy information will generally be provided within a reasonable period and no later than one month after obtaining the information, subject to the relevant legal exceptions.

Cookies and similar technologies

This website may use cookies or similar technologies to support website functionality, security, preferences and, where applicable, website operation or measurement.

The type and duration of any cookie or similar technology depends on its purpose and the technical services used by the website.

Where consent is required for a particular storage or access technology, the relevant consent mechanism will be used in accordance with applicable requirements.

Third-party services

The website may rely on third-party technical services where required for website operation, communication, enquiry handling, mapping or other functionality.

For example, the website may display a Google Maps map showing the company’s business location. When a third-party service is loaded or used, that provider may process technical information in accordance with its own privacy documentation and applicable requirements.

We do not control the independent privacy practices of third-party providers. Where third-party services are used, individuals should review the relevant provider’s information where appropriate.

Contact and concerns

If you have a question about how your personal information is handled, please contact Northgate House RTM Company Limited using the details below.

Individuals also have the right to raise a concern with the Information Commissioner’s Office where they consider that their personal information has not been handled in accordance with applicable data protection requirements.