1. Who We Are

We Are Found Ltd (“Found”) is responsible for property management, lettings, asset management and for employing staff, workers, and independent contractors. We process your personal data in accordance with UK GDPR and the Data Protection Act 2018.If you are unsure which entity applies to you, please contact us at info@wearefound.co.uk.

2. Who does this privacy notice apply to?

This privacy notice applies to employees, contractors, leaseholders, freeholders, tenants and guests to our buildings. The information we process about you will vary depending on the services we provide.

3. What Personal Data We Collect

We only collect the information we need to fulfil our stated purposes and obligations and will not keep it for any longer than is necessary.

The data we collect is as follows:

Resident details

• Name
• Property address
• Correspondence address
• Email address
• Telephone number
• Emergency contact details

Property and lease information

• Lease or tenancy information
• Service charge records
• Payment history
• Arrears records

Building and estate use information

• Access fob records
• Visitor logs (if concierge operated)
• Parking permits and vehicle details
• CCTV footage (in communal areas)

Correspondence

• Complaints
• Repair reports
• ASB reports
• Emails and phone call notes

We may collect data from you directly, or from developers, solicitors or local authorities, or your landlord for rental tenants.

4. Why We Use Your Information

We use your information for several reasons and a different legal basis may apply depending on that reason. The main ways in which we may use your information are listed below:

• Manage and maintain the building and estate
• Arrange repairs and maintenance
• Administer service charges, rent and other invoices
• Enforce lease or tenancy terms
• Manage health and safety
• Operate access control and security systems
• Respond to complaints and enquiries
• Comply with legal and regulatory obligations
• Consult with residents on building and estate matters
• Highlight community events
• Obtain feedback
• Co-operate with the police

5. Legal Basis for Processing

Under UK GDPR, we rely on:

• Contractual necessity: to fulfil obligations under your lease or tenancy
• Legal obligation: to comply with property, safety and financial regulations
• Legitimate interests: to manage and secure the estate
• Vital interests: in emergency situations
• Explicit consent: where additional services may be offered with your consent

6. CCTV and Security Systems

Where CCTV is used, this is based on legitimate interests in maintaining safety and security, and to support insurance claims where damage is caused to the building.

CCTV operates in certain common areas for:

• Crime prevention
• Resident safety
• Investigation of incidents

CCTV is not monitored continuously unless stated otherwise.

Footage is typically retained for 31 days unless required for investigation.

Access is restricted and controlled.

7. Who We Share Your Information With

Your personal information will be kept secure and confidential. There may be times where we need to share our information with third parties. We may share information with:

• Maintenance contractors
• Managing agents
• Accountants and auditors
• Legal advisers
• Insurance providers
• Local authorities or emergency services
• Police (where required)

The information shared with others will be the minimum necessary to enable them to carry out their task. All third parties are required to process data securely and in accordance with the law.

8. How Long We Keep Your Information

We will only retain personal information for as long as is necessary. How long information is stored will depend on the type of information. Some timescales are statutory, and others contractual.

• Lease and ownership records: for the duration of ownership and up to six to 12 years after dependent on the terms of the lease
• Service charge records: six to 12 years dependent on the terms of the lease
• CCTV: 31 days
• Complaint records: Six years

9. How We Protect Your Data

We use appropriate technical and organisational measures, including:

• Secure IT systems
• Restricted access controls
• Encrypted devices where appropriate
• Confidentiality obligations for staff

10. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction
• Request erasure (in limited circumstances)
• Restrict processing
• Object to processing
• Data portability (where applicable)

To exercise your rights, contact: info@wearefound.co.uk

11. Complaints & Questions

If you are unhappy with how we use your data, you may contact us first. Our Data Protection Officer can be contacted at data.security@wearefound.co.uk

You also have the right to complain to the Information Commissioners Office at https://ico.org.uk or by calling 0303 123 1113.