This notice explains how we collect, use, share and protect personal information when you use the Knights Court resident portal, and in managing the estate more generally. We are committed to handling your information fairly and in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
Knights Court (Betty's Lane) Management Company Limited ("we", "us") is the data controller for the personal information described in this notice. We are registered in England & Wales, company number 02720310.
Registered office: 7 Knights Court, Betty's Lane, Norton Canes, Cannock, Staffordshire, WS11 9PT.
Email: info@knightscourt.uk
The company is run by its directors, who are leaseholders on the estate and who deal with your information on the company's behalf.
2. What Information We Hold
- Identity and contact details: your name, property number, email address, telephone number and correspondence address, and those of any joint owner, tenant or letting agent we hold for your property.
- Property and ownership details: your tenure, lease information, share and membership records, and the dates you became or ceased to be an owner or occupier.
- Account and payment information: service charge and ground rent accounts, invoices, balances, arrears, payments and payment references. We do not store bank card numbers.
- Portal account information: your login email, an encrypted password (we cannot see your password), account role, and the times you sign in.
- Repairs, complaints and enquiries: what you report to us, any photos or documents you attach, and our replies and records of the work.
- Documents and correspondence: notices, letters, emails and documents we send to you or hold about your property, including pre-sale and lease enquiries.
- Your preferences: how you want to be contacted and what you have agreed to receive.
- Building safety records: records of fire door, emergency lighting and similar checks. These are about the building, not about you personally, but may name the person who carried out a check.
- Landlord records you choose to keep (owners who let their property only): if you let your property without a letting agent, the portal offers a checklist and a place to record your tenant's details, such as their name, phone number, email address, emergency contact and tenancy dates, with copies of documents you upload (for example safety certificates).
- Technical information: your device and browser type, and basic security logs.
Your tenant's details. The landlord records above are entered by you, and they are optional. They are private to you: only the owner of that property can see them in the portal. The directors, other owners and other residents cannot. We store them on your behalf and do not use them for our own purposes. We keep them until you sell your property. When the sale is recorded we remove them, including any documents you uploaded. You decide what to enter and are responsible for it, including telling your tenant what you hold about them and why. Please keep to what you need, and do not add special category data.
We do not knowingly collect special category data (such as health information). Please do not include it in repair reports or messages unless it is needed, for example to tell us about an access need.
3. Where We Get It
- Directly from you, when you register, update your details, report a repair, contact us or use the portal, including the landlord records and tenant details you enter yourself.
- From the previous managing agent and from the conveyancing paperwork when a property is sold or let.
- From your letting agent or landlord, where your home is let.
- From public sources, such as the Land Registry or Companies House, for statutory records.
4. How And Why We Use It
| What We Do | Lawful Basis |
|---|---|
| Manage the estate, collect service charges and ground rent, keep accounts, and deal with arrears | Contract (the lease and the company's articles); legitimate interests in running the estate fairly and recovering amounts due |
| Arrange and record repairs, inspections, planned works and building safety checks | Contract; legal obligation (for example fire safety and health and safety duties); legitimate interests in keeping the building safe |
| Keep statutory company registers (members, directors, shares) and file with Companies House | Legal obligation (Companies Act 2006) |
| Keep financial records and provide information to accountants or auditors | Legal obligation; legitimate interests |
| Respond to enquiries, complaints and pre-sale or lease questions | Contract; legitimate interests; legal obligation where information must be provided |
| Send you notices, statements and estate updates | Contract and legal obligation for service charge demands and statutory notices; legitimate interests for estate news; your consent where we ask for it |
| Operate and secure the portal, including sign-in, password resets and preventing misuse | Legitimate interests in keeping accounts and data secure; contract |
Where we rely on consent, you can withdraw it at any time by contacting us or changing your communication preferences in the portal. We do not use your information for marketing by third parties, and we do not make decisions about you using automated processing.
6. Where It Is Stored
Your information is stored in our online database and file storage, which are run by Supabase and hosted in Ireland (within the European Economic Area). The website itself is served by Vercel, and emails are sent through Resend. Some of these providers are US companies or use support staff outside the UK. Where information is transferred outside the UK, we rely on the UK's adequacy decisions or on standard contract clauses that protect it to UK standards.
Some parts of the portal use free public services that your own browser contacts directly: Google Fonts (for the website's typefaces), jsDelivr (for software libraries) and OpenStreetMap (for map images). These providers can see basic technical information, such as your IP address, when your browser loads their files. We send them no information about your account.
7. How Long We Keep It
- Portal account and contact details: while you own or occupy a property on the estate, then for a reasonable period afterwards (normally up to 12 months) in case of queries, after which they are removed or anonymised.
- Financial and service charge records: for at least six years after the end of the financial year they relate to, as the law requires.
- Statutory company records: for as long as the law requires. Some company registers must be kept permanently.
- Repair, complaint and safety records: for as long as they remain relevant to the building, and in any event for as long as the work or issue has legal or insurance significance.
- Security logs: for a short period, normally no longer than 12 months.
We review what we hold regularly and delete or anonymise information we no longer need.
8. Your Rights
Under data protection law you have the right to:
- be told how your information is used (this notice);
- ask for a copy of the information we hold about you;
- ask us to correct anything that is wrong or incomplete;
- ask us to delete your information, in some circumstances;
- ask us to restrict how we use it, in some circumstances;
- object to us using it where we rely on legitimate interests;
- ask for the information you gave us in a portable format, where we rely on consent or contract; and
- withdraw consent, where we use it.
You can correct many of your own details yourself in the portal under My Contact Details. For anything else, write to us at info@knightscourt.uk. We will normally reply within one month, and we may need to confirm who you are first. These rights are not absolute, and some information must be kept by law.
9. Cookies And Similar Technologies
We do not use advertising or tracking cookies, and we do not use analytics services that profile you. The portal stores a small amount of information in your browser so that it works properly:
- Sign-in session: keeps you signed in while you use the portal, and for longer if you choose "Remember this device".
- Your settings: for example text size and the desktop view option.
- Saved copies of the app's files: so the portal loads faster and can work with a weak connection.
These are strictly necessary for the service. You can clear them at any time in your browser settings, but you will then need to sign in again.
10. Keeping It Secure
We protect your information with sign-in controls, access limited by role (directors, residents and contractors see different things), encrypted connections, and encrypted storage of passwords. Each resident can see only their own property's information. If we ever become aware of a breach that puts your rights at risk, we will tell you and the Information Commissioner's Office as the law requires.
Please keep your password private and tell us straight away if you think someone else has used your account.
11. Changes To This Notice
We may update this notice from time to time, for example if we start using a new service. The date at the top shows when it was last changed, and we will tell residents about significant changes.
12. Contact Us And Complaints
If you have a question about this notice, or want to use any of your rights, contact us:
Knights Court (Betty's Lane) Management Company Limited
7 Knights Court, Betty's Lane, Norton Canes, Cannock, Staffordshire, WS11 9PT
info@knightscourt.uk
If you are unhappy with how we have handled your information, you have the right to complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, telephone 0303 123 1113. We would appreciate the chance to put things right first.
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