Privacy Policy

Integra Property Management Limited T/A Presence & Co Property Management Privacy Policy

 We are Integra Property Management Ltd – T/A Presence & Co Property Maintenance (“Presence & Co”) . We can be contacted at Salomons Estate, Broomhill Road, Tunbridge Wells, Kent, TN3 0TG.

We are registered with the ICO, registration number Z3257365

We are part of the SQIB Group of companies. If you want to know more about the SQIB Group please contact us at Legal@sqib.co.uk.

We take the privacy and security of your personal information very seriously and want you to be confident that information held by us is well managed and protected. We have set out in this notice how we and/or our carefully chosen third parties collect, store, use and share your personal information.

We have appointed a Data Protection Officer to oversee our handling of personal information. If you wish to know more or want to get in touch about your data, you can contact the Data Protection Officer – Presence & Co at 45 Westerham Road, Bessels Green, Sevenoaks TN13 2QB or by emailing: legal@sqib.co.uk

We are a controller of your data. This means we determine the purpose for which we use your personal information and the way in which it is used.

Information We Collect

In running and maintaining our website we may collect and process the following data about you:

• Information about your use of our site including details of your visits such as pages viewed and the resources that you access. Such information includes traffic data, location data and other communication data.
• Information provided voluntarily by you. For example, when you register for information or make a purchase.
• Information that you provide when you communicate with us by any means.

Why do we collect your personal information and how will we use it?

We only collect personal information which is necessary and will only use that information when it is appropriate to do so and where our interests mean it is reasonable and justifiable for us to do so (known as legitimate interest).  We may also collect your information by way of your consent. Reasons for collection of your personal data include, but are not limited to:

• To provide information to you that you request from us relating to our products or services.
• To provide information and relevant marketing communications to you relating to other products that may be of interest to you. Such additional information will only be provided where you have consented to receive such information.
• To inform you of any changes to our website, services or goods and products.
• If you have previously purchased goods or services from us we may provide you with details of similar goods or services, or other goods and services, that you may be interested in.
• Data Analysis to support, review and improve our products and services
• Strictly necessary website cookies such as those which allow for the navigation and use of essential website features, or for website maintenance and improvement. More information can be found in our Cookie Policy.
• Recovering outstanding payments.
• For development of our business operations, including for troubleshooting, data analysis, testing, research, statistical and survey purposes

Who do we share your personal information with and why?

We will not disclose your personal information to any other party other than in accordance with this Privacy Policy and in the circumstances detailed above and below:

• In the event that we sell any or all of our business to the buyer.
• Where we are legally required by law to disclose your personal information.
• To further fraud protection and reduce the risk of fraud.
• On occasion we include links to third parties on this website. Where we provide a link it does not mean that we endorse or approve that site’s policy towards visitor privacy. You should review their privacy policy before sending them any personal data.

We require any third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow any third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

What marketing activities do we carry out?

We may send you information about our products and services. We may send this information to you directly or via third parties such as search engine operators and marketing companies contracted by us.

We will only contact you with information about goods and services in which you have expressed an interest or about similar offerings or services. We process your personal information where necessary based on the overriding business interests of Presence, to keep you and our clients informed about our latest news, products and services and to better target our advertising to you. This will always be based on your consent as required by law.

When we engage with you (by phone, email or website) we will give you the opportunity to choose to not receive such communications. You will be given the choice over the method of communication (e.g. email, telephone, SMS). Depending on the options available at the time and the choices you make, you may receive promotional offers in relation to similar products and services from selected third parties.

How do I stop promotions from being sent to me?

 You may opt out of receiving marketing communications from us at any time by:

• Clicking on an ‘unsubscribe’ option in an email
• Sending an email to: legal@sqib.co.uk
• Contacting us at: Data Protection Officer, Presence & Co at 45 Westerham Road, Bessels Green, Sevenoaks TN13 2QB

Although requesting this will mean we stop all communications promoting products or services, we will of course continue to send you service related communications where necessary.

How long will we keep your personal information for?

We will only keep your personal information for as long as reasonably necessary, as set out in this Privacy Notice and in order to comply with our contractual and legal obligations.

It is important that you are aware that retention periods vary depending upon the

circumstances of an individual matter, but in general our retention periods can be set out as follows:

Legal and Contractual Data

As a general rule we will keep data relating to our contractual and legal relationships and dealings with our customers, suppliers and contractors for a period of 7 years after that relationship has come to an end unless there is a good reason under our General Criteria to apply a different period.

General Criteria

We may apply different retention periods where it is appropriate and proportionate under data protection laws to do so. As examples this could include situations where:

• There is in ongoing legal requirement to retain data;
• There is an ongoing contractual requirement to retain data;
• There is an ongoing request under UK data protection laws in respect of the data;
• We have determined that is appropriate and proportionate to delete the data earlier than the above retention periods;
• We are deleting the data sooner in accordance with a request under data protection laws.

If you would like further information regarding the periods for which your personal information will be stored, please get in touch using the Contact Us details provided in this notice.

 Your information rights

Data protection law gives you legal rights in relation to your data. We have detailed these below and provide a short summary of our approach to each.

In some cases exercising one or more of these rights may result in us no longer being able to provide a product or service to you. Where this is the case we will inform you and give you the choice of exercising the right or continuing the product or service.

You should also be aware that we may not be able to agree to a request to exercise a right (for example when your request would negatively impact another individual, or the law requires that we do not). If this is the case we will always inform you of our decision and the reason why we have not been able to agree to it.

We will aim to respond to all valid requests within one month. We may take longer to respond if your request is particularly complex or it relates to a particularly large volume of information. If we believe your request is likely to take over one month we will engage with you to make you aware of this.

We may ask you for proof of identity so that we can satisfy ourselves that your information is only ever released to the right person. We may also ask for clarification on your request to better understand what information you wish to receive or clarify any concerns you have.

• The right to access your personal information

You have the right to access a copy of the personal information we hold about you and certain details of how we use it.

There will not usually be a charge for dealing with these requests, although we may charge a reasonable fee to cover our administrative costs if:

• Your request is manifestly unfounded or excessive
• You request further additional copies of your data
• The right to rectification

We take reasonable steps to ensure that the personal information we hold about you is accurate and up to date. However, if you do not believe this is the case, you can ask us to update or amend it.

• The right to erasure

In certain circumstances, you may ask us to erase your personal information.

• The right to restriction of processing

In certain circumstances, you are entitled to ask us to stop using your personal information.

• The right to data portability

In certain circumstances, you have the right to ask that the personal information you have provided is transferred to another third party of your choice. All requests to move information in this way are reviewed on a case-by-case basis, to assess whether they meet the UK GDPR criteria for data portability.

• The right to object

You may object where you have a reason based on your circumstances and we are using your personal information for our legitimate interests.  You should be aware that, as long as we can demonstrate a compelling reason to use your personal information, we may continue to do so.

• The right to withdraw consent

For certain uses of your personal information, we will ask for your consent. Where we do this, you have the right to withdraw your consent to further use of your personal information.

• The right to be informed about communications following a request under rectification, erasure and restriction of processing

When we carry out a rectification or erasure of your personal information or a restriction of processing request, we are required to communicate this to the relevant recipients of that information (our suppliers and business partners). This is to make sure all necessary corrections, deletions and restrictions flow through to all records, held by us and by our business partners, which include your information. When we do this you have the right to request that we inform you who those recipients are.  

• Right to raise data concerns (complaints)

You have a right to complain to the Information Commissioner’s Office (ICO) if you believe that any collection, use or storage of your personal information by us is in breach of applicable data protection laws and regulations.

The ICO will usually ask that you try and resolve issues in relation to our handling of your information with us directly before referring your complaint to them, and we would recommend you contact us to allow us the opportunity to investigate and address your concerns.

More information can be found on the ICO’s website at: www.ico.org.uk/concerns. Making a complaint will not affect any other legal rights or remedies that you have.

 How to contact us about your requests or concerns

If you wish to exercise a right in relation to your information or have a complaint about how we collect, use or store your information, you can get in touch with our data protection officer using:

Legal@sqib.co.uk

Or by post at:

Data Protection Officer – Presence & Co at 45 Westerham Road, Bessels Green, Sevenoaks TN13 2QB

When you make your request by electronic means, the information will be provided to you by electronic means whenever possible.

Privacy notice updates

We keep our Privacy Notice under review and will update it to reflect important changes which affect how we use your personal information or how we are required to communicate its use to you.

Those changes may be due to government regulation, new technologies, or other developments in data protection laws or privacy generally.

You should check our website periodically to view the most up-to-date Privacy Notice.

This Privacy Notice was last updated on 22 July 2024.