Privacy policy

Who we are

J Peiser Wainwright Limited (a company registered in England and Wales under company no. 2812434) and regulated in the conduct of its business by the Royal Institution of Chartered Surveyors (RICS), registered number 005652.

JPW Property Management Limited (a company registered in England and Wales under company no. 00675633) (a wholly owned subsidiary of J Peiser Wainwright Limited) and regulated in the conduct of its business by the Royal Institution of Chartered Surveyors (RICS), registered number 762742.

The Registered Office for both companies is 20 King Street, London EC2V 8EG.

Both companies trade as JPW Real Estate and are referred to in this document as "JPW", "we" or “the Company”. We take your privacy seriously and we are committed to protecting and respecting your privacy.

We are responsible for the website (“Website”).

As Managing Agents and Surveyors, we hold certain personal information (known as "personal data") about landlords, tenants, leaseholders, residents and suppliers. Most of the information held about you and which is processed by JPW to provide services, will be personal data.

For the purposes of the Data Protection Act 1998 and the General Data Protection EU Regulation 2016/679 (“GDPR”), we are a controller of your data and this Privacy Notice sets out the basis upon which any personal data we collect on you (the "customer"), or that you provide to us, will be processed by us.

Registered with the UK Information Commissioner’s Office (Registration Ref Z6293269 for J Peiser Wainwright Ltd and Registration Ref Z2324770 for JPW Property Management Ltd).

Information we hold

We may collect and process the following data:

Information you give us

Your personal data will generally be collected directly from you or from your landlord. Information may be provided about you by completion of an application or contact form or by correspondence via phone, email, or in writing. This includes, but is not limited to, information you provide when you took a tenancy or acquired one of the properties that we manage or when you became a director of a management company. The information that you give us may include, but is not limited to: your name, address, email address, telephone number, date of birth, marital status, national insurance number, bank account number and sort code.

Information you give us about others

You may provide us with information about associated parties e.g. tenants or managing agents by completing a contact form, or by correspondence via phone, email or in writing. For example, this may include information you may give us about your spouse/civil partner and family.

Information we receive from other sources

We may receive information about you from other parties such as HM Revenue & Customs, the Property Ombudsman, HM Courts & Tribunals, Companies House, HM Land Registry, your previous managing agent or someone acting on your behalf, such as a solicitor or adviser. The information we receive from other sources may include, but is not limited to: your name, address, date of birth, and verification of your address and identity.

Uses of the information we hold

JPW has a legitimate interest in holding and processing the above information about you as it is needed for us to administer, manage and advise on your property and to calculate your rent, insurance and service charge contributions. We also keep the above information to allow us to comply with our obligations to prepare accounts and keep financial records of the receipts and expenditure on your property, as required under relevant regulations and legislation.

Sharing the information, we hold

We never trade, rent or sell your personal information to others; however, we may share your information with selected third parties including:

  • JPW group companies and other third parties who are responsible for the day-to-day management of your Property on our behalf;
  • Your landlord and superior landlord;
  • Professional advisers to JPW and our Clients (such as our legal advisers);
  • Suppliers who provide services at your property.
  • Service and software providers to assist with IT and security;
  • Credit reference and fraud prevention agencies to help detect and prevent money laundering and financial crime;
  • Judicial or governmental bodies (such as HM Courts & Tribunals, HMRC, Financial Conduct Authority, and Property Ombudsman) in order to comply with our legal and regulatory obligations - the Company can be fined and subject to other action if it fails to provide certain information to these authorities;
  • Other Property Managers who we are instructed or requested to transfer your information to, for example as part of the handover to a new Property Manager or Owner.

We may share your personal information to countries or organisations outside the European Economic Area (EEA).

Storing your information

Personal data relating to your Property is held on paper and on computer systems. As the "data controller", the Company must process this information fairly and lawfully.

We store your data on secure servers in the European Economic Area (EEA). Sending information via post or over the internet is generally not completely secure so we can't guarantee the security of your data while it is in transit. Any data you send to us is at your own risk. However, once we have received your data we have security features and safeguards in place to help keep your data secure.

We implement commercially reasonable electronic, physical and procedural safeguards to protect your personal data from unauthorised access, disclosure, destruction and misuse. Security of your data is a priority but despite our efforts, no security measures can be impenetrable.

We must keep all personal data safe and only hold it for as long as necessary. To meet the requirements of both UK tax and property law, we must keep certain personal data (for example, details about the date a customer acquired a property, their name and address, and details of any receipts) for a minimum of 6 years. In certain circumstances, the Company may be required to keep some of your personal information for up to 12 years.

However, we review the personal data held in relation to a Property on a regular basis in accordance with our data retention policy. If we conclude that certain personal data is no longer needed, that personal data will generally be destroyed.

Your rights

  • Right of Access - you have the right to see personal data that is held about you and a right to have a copy provided to you, or someone else on your behalf, in a machine readable (namely, digital) format
  • Right to Rectification - if at any point you believe that the personal data we hold about you is inaccurate or wrong, you can ask to have it corrected
  • Right to Restrict processing - you can require the Company to restrict the processing of your personal data in certain circumstances, for example, whilst a complaint about its accuracy is being resolved
  • Right to Object to processing - as we are relying on legitimate interests as a reason for processing, you can object to your personal data being processed, although the Company can override this objection in certain circumstances.
  • Withdrawing Consent - where you have given us your consent to processing your personal data, you can withdraw that consent at any time by notifying us (see "Who to contact" below). However, withdrawing your consent will not affect the processing of any personal data which took place beforehand and it may be possible for the Company to continue processing your personal data where this is justified.
  • Right to be Forgotten - you can request that your personal data is deleted altogether, although the Company can override this request in certain circumstances.

You should be aware that taking any of the above steps could impact on the provision of services to your property, your responsibilities as a leaseholder, and/or our ability to answer questions relating to your property.

Information will generally be provided to you free of charge, although the Company can charge a reasonable fee in certain circumstances.

Who to contact

If you wish to:

  • see your personal data or to exercise any of the rights mentioned above
  • request an electronic copy of the notice
  • make a complaint about how we have handled your personal data please do not hesitate to contact us in either of the following ways:

In writing:

Managing Director
JPW Real Estate
20 King Street
London EC2V 8EG

By email:

Making a complaint to the Information Commissioner's Office

If you are not satisfied with our response to any query you raise with us, or you believe we are processing your personal data in a way which is inconsistent with the law, you can complain to the Information Commissioner's Office whose helpline number is: 0303 123 1113.

Updates to this notice

This notice is the latest version as at 25th May 2018 and will be updated from time to time.