The Property Management Company (Aberdeen) Ltd. Hereinafter referred to as PMC. Registration No: 156893 with its Registered Office at PMC House Little Square Oldmeldrum Aberdeenshire AB51 0AY Scotland considers the privacy and protection of your information seriously. This policy explains how and why we collect information about you and how it is used. Please read this policy carefully. Further, by using the PMC website and PMC services you are accepting the terms of this policy concerning the information collected by us about you.
Collection of Personal Information
In the course of our services to you we will collect any of the following information without limitation
Personal data submitted by you to PMC is used solely for the purpose stated to you at the time the data was requested from you. PMC does not give your personal data to anyone else or organisation unless it is necessary to do so in order to provide the service requested by you or PMC has in advance made a full disclosure to you, or we have a good faith belief that disclosure of such information is reasonably necessary to satisfy any applicable laws or regulations or in response to a request from law enforcement authority or to detect and prevent fraud, security, or technical issues. By being a legally contracted customer of PMC, you consent to us holding and disclosing your personal data to third party for these purposes only. Any personal data you submit will not be sold, traded, or rented under any circumstances without your prior consent.
The e-mail address that you supply when you become a customer of PMC will be used to contact you regarding your account. For example, when applicable; if you forget your user name or password and request assistance with logging in, assistance will be provided by means of a message sent to the e-mail address entered in your user profile.
At times the PMC website may contain links to the website of a third-party vendor that we have retained to perform services on our behalf (for example, the filling out of online forms or when making an online payment). You will know that you are on a third-party vendor’s website because it will have a different appearance and your browser’s address bar will change. When we select third-party vendors, and periodically thereafter, we inspect their privacy and data protection policies to ensure that they meet the same standards we use for our own policies. If you have questions about a third-party vendor’s policies, please see the policy listed on their website.
Data Protection Statement
The Property Management Company (Aberdeen) Ltd respects individuals’ rights of privacy based upon current (2017) European and United Kingdom law. The PMC organisation recognises the necessity of open and frank communication and the collection of personal and sensitive personal data in order to administer to the needs of our customers and prospective customers, and the corresponding necessity to maintain confidentiality and ensure that information is adequately protected. Recent additions to our responsibility under the general Data Protection Regulations (GDPR) enacted data protection laws to ensure individuals’ rights of privacy. PMC has a longstanding history of respecting privacy rights and maintaining confidentiality, even before the enactment of such data protection laws. PMC will continue to protect information disclosed to it in accordance with its longstanding practice, now recorded in this policy.
Scope of Application
This policy applies to all PMC data at head office and other PMC locations.
Data Protection Principles
PMC handles all personal data in accordance with the following principles:
Rights of the Data Subject
Right of Appeal
If a person believes their rights have been infringed, they can appeal to the Managing Director by means of a written personal letter. The letter must be sent within two weeks of the action that forms the basis of the appeal.
We take the security of your personal data very seriously. We protect your personal data that we hold and during transit using encryption such as Transport Layer Security (TLS). We use computer systems with limited access housed in facility using physical, electronic, and procedural security measures to protect the confidentiality and security of information transmitted to us.
Payments – Online – By Telephone
For online payments and telephone transactions, we process your name and customer identification information together with a property identifier. To process payments via credit/debit card, we use accredited third party online payment processing services with world-class security and data privacy policies. PMC does not store your credit/debit card information. PMC as the payment recipient will retain the record of the financial transactions in line with our retention statement (see below). This includes records of the date of the payment, amount paid, and method of payment. This will enable us to meet with accounting standards and respond to any questions from you that arise during that period.
Payments – By Cheque
If you make a payment by cheque sent through the mail, we collect your name and customer identification information together with a property identifier. PMC will store a redacted electronic image of your cheque and this will filed in your account in our computer systems. PMC as the payment recipient will retain the record of the financial transactions in line with our retention statement (see below). This includes records of the date of the payment, amount paid, and method of payment. This will enable us to meet with accounting standards and respond to any questions from you that arise during that period. The stored data image is within the PMC computer systems with limited access housed in facility using physical, electronic, and procedural security measures to protect the confidentiality and security of information provided to us.
Payments – Other (Direct Debit or BACS/EFTs)
By signing and returning to our office a direct debit mandate form you have authorised us to process your data in accordance with your instructions by means of a direct debit banking system third party provider. Your account details are kept in a password protected digital environment. Your account details are accessed only to carry out your payment instructions to collect payments by the direct debit banking system. PMC as the payment recipient will retain the record of the financial transactions in line with our retention statement (see below). This includes records of the date of the payment, amount paid, and method of payment. This will enable us to meet with accounting standards and respond to any questions from you that arise during that period.
You may submit personal data (such as your name, postal address, and telephone number) for purposes other than making payments or creating a customer account (such as responding to a consultation document). PMC will collect, store, and use this information only for the purposes for which you submitted it and only as long as you remain a customer with an active account.
Where possible and practical PMC will adopt pseudonymisation of data. This means the processing of personal data in such a manner that the personal data can no longer be attributed to a specific data subject (a person) without the use of additional information, provided that such additional information is kept separately and is subject to technical and organisational measures to ensure that the personal data are not attributed to an identified or identifiable natural person.
Cookies and Similar Technologies
The types of cookies used on this website can be classified into one of three categories:
Web Beacons. Pages of our website may contain small electronic files known as web beacons that allow us to record activity, such as when you visit a certain page. Web beacons are used to track usage of this website and monitor its performance.
Use of IP addresses. An IP address is a numeric code that identifies your computer on the internet. We use your IP address and browser type to help analyse usage patterns and diagnose problems on this website and to improve the service we offer to you.
Your Choice. Most browsers allow you to turn off cookies or to receive a warning before a cookie is stored on your device. Please refer to your browser instructions to learn about how to do this. Please note, however, that without cookies you may not be able to take full advantage of all of our website features.
Your use of the PMC Website, including the downloading of any forms, is provided free of charge. You are not required to open an account, make a payment, or take any action that requires providing personal data in order to benefit from the website. However, if you voluntarily decide to open an account, make a payment, request a customer service visit, or otherwise take any action that involves providing personal data, you consent to this Privacy and Cookies Policy; the storage of data on servers located in the United Kingdom; the collection, processing, transfer, and storage of your personal data by The Property Management Company (Aberdeen) Ltd as needed to process your requested action. If ever it proves necessary to change our Privacy and Cookies Policy, we will post those changes on this page on our website so that you are always aware of what information we collect and how we use it. To the extent required by law, you may have additional rights in relation to your personal data. This could include the right to access, correct or delete the personal data you have provided to us through this website. Should you require to see the data PMC holds about you please contact in writing to The Managing Director PMC House Little Square Oldmeldrum Aberdeenshire AB51 0AY.
In certain circumstances we may need to record your telephone call to PMC to monitor for training, customers service or quality assurance purposes. In every occasion if this is necessary we will notify you in advance that the call is to be recorded. For example; this would apply when you give verbal instruction to arrange a direct debit facility or authorise works.
PMC holds, processes and stores your data based upon your agreement to be a proprietor of a property that PMC is appointed as property manager or lettings agent. By your purchase or leasing of a property managed by PMC you are opting in to a legally binding contract thereby giving consent. The Deed of Conditions or the Lease Agreement provides PMC with the legal basis to acquire store and use your personal data.
PMC will retain your personal data for only as long as is necessary and based upon the type of record, the nature of the activity or service and the applicable legal or regulatory requirements.