How long will you use my personal data for?
We will only retain your personal data for as long as necessary to fulfil the purposes we
collected it for, including for the purposes of satisfying any legal, accounting, or
To determine the appropriate retention period for personal data, we consider the amount,
nature, and sensitivity of the personal data, the potential risk of harm from unauthorised
use or disclosure of your personal data, the purposes for which we process your personal
data and whether we can achieve those purposes through other means, and the applicable legal
Details of retention periods for different aspects of your personal data are available in our
retention policy which you can request from us by contacting us:
In some circumstances you can ask us to delete your data.
In some circumstances we may anonymise your personal data (so that it can no longer be
associated with you) for research or statistical purposes in which case we may use this
information indefinitely without further notice to you.
Your legal rights
The law gives you a number of rights to control what personal information is used by us
and how it is used by us.
You can ask for access to the information we hold on you
You have the right to ask for the information we have about you. When we receive a
request from you in writing, we must give you access to what personal information we’ve
recorded about you.
However, we can’t let you see any parts of a record which contain:
- Confidential information about other people; or
- May be held in preparation to defend legal claims
This applies to personal information that is in both paper and electronic records. If you
ask us, we’ll also let others see your record (except if one of the points above
A request for personal information can be made via email or in writing. This is known as
a subject access request. In order to make a subject access request you will need to
provide the following information:
- Your name
- Your address
- Proof of identity and signature
- Enough information to identify your records
What types of documents could I submit as proof of ID?
- A copy of your passport with signature (please remove your passport number)
- A copy of your driving license picture with signature (please remove your driver number)
- A copy of your signed tenancy or contract with us
We will not start your subject access request until we are satisfied that you have
provided us with enough information for us to identify you.
Once you have made a request you will receive an acknowledgement and your request should
be answered within one month. In certain circumstances, we are allowed to take longer
but we will tell you if we feel we may need longer without undue delay from when we
receive your request.
If you can’t ask for your records in writing, we’ll make sure there are other ways that
you can. If you have any queries about access to your information please contact 0345
You can ask to change information you think is inaccurate
You should let us know if you disagree with something we may have recorded about you.
We may not always be able to change or remove that information but we’ll correct factual
inaccuracies and may include your comments in the record to show that you disagree with
You can ask to delete information (right to erasure)
In some circumstances you can ask for your personal information to be deleted, for
Where your personal information is no longer needed for the reason why it was
collected in the first place
Where you have removed your consent for us to use your information (where there is
no other legal reason us to use it)
- Where there is no legal reason for the use of your information
- Where deleting the information is a legal required
Where your personal information has been shared with others, we’ll do what we can to make
sure those using your personal information comply with your request for erasure.
Please note that we can’t delete your information where:
- we’re required to have it by law
it is for historical research, or statistical purposes where it would make
- it is necessary for legal claims
You can ask to limit what we use your personal data for
You have the right to ask us to restrict what we use your personal information for where:
- you have identified inaccurate personal information, and have told us of it
where we have no legal reason to use that information but you want us to restrict
what we use it for rather than erase the information altogether
We will assess whether you have a right to a restriction and where restriction of use has
been granted, we’ll inform you before we carry on using your personal information.
Where possible we’ll seek to comply with your request, but we may need to hold or use
information because we are required to by law or we have a legal basis to do so, such as
You can ask to have your information moved to another provider (data portability)
You have the right to ask for your personal information to be given back to you or
another service provider of your choice in a commonly used format. This is called data
However this only applies if we’re using your personal information with consent (not
where we are processing your personal information for contractual, legitimate interests,
legal obligations or vital interests as a legal basis) and if decisions were made by a
computer and not a human being.
It’s likely that data portability won’t apply to most of the services you receive from
Right to understand Automated Decisions made about you
You can ask to have any computer made decisions explained to you, and details of how we
may have ‘risk profiled’ you.
You have the right to question decisions made about you by a computer, unless it’s
required for any contract you have entered into, required by law, or you’ve consented to
You also have the right to object if you are being ‘profiled’. Profiling is where
decisions are made about you based on certain things in your personal information, e.g.
If and when your personal information is used to profile you, in order to deliver the
most appropriate service to you, you will be informed.
If you have concerns regarding automated decision making, or profiling, please contact
the Compliance Director at
who’ll be able to advise you
about how we are using your information.
In order to pursue any of the above data rights you can write to us at the following
Residential Management Group Limited
Alternatively email us at
(Please ensure you attach your identity documents with the document reference numbers
You will not have to pay a fee to access your personal data (or to exercise any of the
other rights). However, we may charge a reasonable fee if your request is clearly
unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your
request in these circumstances.