Privacy Policy

Who we are

MEADOW COURT MANAGEMENT LIMITED is a company registered in England and Wales. For the purposes of this policy, references to “we”, “us” and “our” mean MEADOW COURT MANAGEMENT LIMITED where it acts as the organisation responsible for deciding how and why personal information is processed.

If another organisation determines the purposes and means of processing information for a particular activity, its own privacy information may also apply. Where we process information solely on documented instructions from another organisation, our responsibilities will depend on the relevant arrangement and applicable law.

Information we collect

The information we collect depends on how you contact us and the nature of your enquiry. We aim to collect information relevant to the purpose for which it is needed.

If required for a specific property-management matter, we may also process relevant information received from a property owner, authorised representative, contractor or other person involved in that matter. We will consider whether the information is necessary for the stated purpose.

Please do not submit passwords, payment-card details, copies of identity documents or unrelated confidential information through a general enquiry form. If additional information is genuinely required, we will explain the reason and the appropriate way to provide it.

We do not intend to collect special-category personal data through ordinary website enquiries. Please do not include health information, political opinions, religious beliefs or other sensitive information unless it is genuinely necessary and an appropriate lawful condition applies.

How we use information

Depending on the circumstances, we may use personal information for the following purposes:

• To receive, review and respond to general enquiries submitted through our website or other contact channels.
• To identify the property or communal area relevant to an enquiry.
• To record, assess and route maintenance reports to the appropriate contact, where this falls within our responsibilities.
• To communicate with residents, property owners, authorised representatives and relevant service providers about property matters.
• To coordinate or document agreed management activities, contractor communications and follow-up actions where applicable.
• To maintain appropriate business records, respond to complaints and manage service-related queries.
• To protect the website, investigate suspected misuse and maintain technical security.
• To meet applicable legal, regulatory, accounting and record-keeping obligations.
• To establish, exercise or defend legal claims where necessary.

We do not use information collected through an enquiry for an unrelated purpose without first considering whether that further use is lawful and whether additional information should be provided to you.

Submitting an enquiry does not automatically place you on a marketing mailing list. If we introduce optional marketing communications, we will provide the appropriate information and obtain consent where required by law.

Our lawful bases for processing

We process personal information only where an applicable lawful basis permits us to do so. The basis depends on the purpose and circumstances of the processing.

Legitimate interests

We may process relevant information for legitimate business interests, such as handling property enquiries, maintaining correspondence records, coordinating agreed management activities and protecting our systems. We consider the impact on individuals and do not rely on this basis where their interests or fundamental rights override those interests.

Contract or steps requested before a contract

Where applicable, we may process information to take steps requested by you before entering into an agreement or to perform an agreement to which you are a party.

Legal obligations

We may process information where necessary to comply with a legal obligation that applies to us, including applicable record-keeping or legal requirements.

Consent

Where consent is the appropriate legal basis, we will ask for it before the relevant processing begins. You may withdraw consent at any time. Withdrawal does not affect processing that took place lawfully before the withdrawal.

Where more than one lawful basis may be relevant to different activities, we will assess and apply the appropriate basis for each activity rather than treating consent as a general condition for all processing.

Property enquiries and maintenance reports

Our website allows visitors to contact us about residential property management, communal areas, maintenance reporting, contractor coordination and resident information.

When you submit a report, we may use the details you provide to understand the issue, identify the relevant location, communicate with an appropriate contact and keep a record of actions taken.

Where the relevant management arrangements permit, information may be shared with a property owner, authorised property representative, contractor or service provider to assess or progress the matter. The information shared should be limited to what is reasonably necessary for that purpose.

Submitting a report does not itself establish that we are responsible for carrying out the repair, appointing a contractor or meeting a particular completion deadline. Those matters depend on the property arrangements, the agreed scope of work and the circumstances of the report.

Please do not use a general website form as a substitute for emergency services or any separate emergency procedure that applies to your building.

When we share information

We do not make personal information available to others without considering the purpose and lawful basis for doing so. Depending on the matter, information may be shared with:

• Property owners, landlords, authorised representatives or other parties with a relevant management role.
• Contractors and maintenance providers, where information is needed to assess or progress an authorised property matter.
• Website hosting, form-processing, email, IT support and security providers acting in connection with our business systems.
• Professional advisers, insurers or other relevant parties where necessary for an applicable business, legal or claims-related purpose.
• Courts, regulators, law-enforcement bodies or public authorities where disclosure is required by law or otherwise lawfully justified.

We do not authorise service providers to use personal information for their own unrelated purposes merely because they receive it while providing a service to us. Where required, appropriate contractual and confidentiality arrangements will be used.

We do not sell personal information as part of the ordinary operation of this website.

International data transfers

Some providers supporting websites, email, form processing or technical services may process information outside the United Kingdom. Whether this occurs depends on the providers and services actually used by our website.

Where personal information is transferred internationally, we will take the steps required by applicable data protection law. Depending on the destination and circumstances, this may include relying on applicable adequacy regulations, an approved transfer mechanism or other permitted safeguards.

You may contact us using the details in this policy if you would like further information about relevant transfer safeguards, subject to applicable legal restrictions.

How long we retain information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, taking account of legal obligations, contractual requirements, operational needs and the establishment or defence of legal claims.

These periods are retention guidelines, not a requirement to keep every record for the maximum period. Information may be deleted or anonymised earlier when it is no longer needed. It may be retained for longer where a specific legal obligation, dispute, claim or lawful hold requires it.

When information is no longer required, we will take reasonable steps to delete it securely or remove identifying details, subject to applicable legal and technical requirements.

How we protect information

We take appropriate technical and organisational measures designed to protect personal information against unauthorised access, accidental loss, alteration, disclosure or destruction. Measures may include access controls, account security, software updates, appropriate provider arrangements and limiting access to information according to business needs.

No method of internet transmission or electronic storage can be guaranteed to be completely secure. You should avoid sending unnecessary confidential information through ordinary email or general website forms.

If a personal data breach occurs, we will assess it and take the steps required by applicable law, including notifying the relevant authority or affected individuals where required.

Cookies and website use

Our website may use cookies and similar technologies to support essential website functions, maintain security, remember preferences or understand website performance, depending on the tools enabled on the site.

Technologies that are not strictly necessary will be used only in accordance with applicable requirements, including obtaining consent where required. You can manage available preferences through the website’s cookie controls, if provided, and through your browser settings.

Blocking certain cookies may affect some website functions. Browser controls do not always replace a consent choice where the law requires a website-level choice.

Read our Cookie Policy for further information about cookie categories, purposes and available controls.

Your privacy rights

Depending on the circumstances and applicable law, you may have the following rights in relation to your personal information:

How to make a request

Send your request to enquiries@meadowcourtmanagement.services or write to our company address. Please describe the information or right involved so we can identify and handle your request.

We may ask for proportionate information to verify your identity or confirm an authorised representative’s authority where reasonably necessary to protect personal information. We will not request more information than is needed for that purpose.

We will respond without undue delay and normally within one month of receiving a valid request. Where the law permits an extension because a request is complex or multiple requests have been made, the response period may be extended by up to a further two months. If an extension is necessary, we will explain the reasons within the initial one-month period. Where the law permits the response period to pause while clarification or identity information is awaited, we will explain this as appropriate.

Most requests are handled without charge. A reasonable administrative fee or refusal may apply only where permitted by law, for example in certain manifestly unfounded or excessive cases. Any such decision will be assessed individually and explained as required.

Some rights are subject to legal conditions and exemptions. We will explain if a request cannot be fulfilled in full where we are required to provide that explanation.

Children’s information

Our website is intended for people making residential property management and related business enquiries. We do not knowingly seek to collect children’s personal information through general enquiry forms unless it is relevant and lawful in the particular circumstances.

If you believe a child has provided personal information unnecessarily through our website, please contact us so that we can assess the circumstances and take appropriate action where required.

External websites and third-party services

Our website may contain links to external websites or use embedded services, such as map displays or third-party form and website technologies. When you follow a link or interact with an embedded service, that provider may process information under its own privacy terms.

We do not control the privacy practices of external websites. We recommend reviewing the relevant provider’s privacy information before submitting personal information or interacting with its services.

The actual third-party services used on this website should be reviewed periodically so that this policy and the accompanying Cookie Policy remain accurate.

Changes to this policy

We may update this policy when our services, website technology, data-handling practices or applicable legal requirements change.

A revised version will apply from the time it is published on this page, unless a different effective date is stated in the revised policy or applicable law requires another approach. Where a material change requires additional information or action, we will take the steps required by law.

We encourage you to review this page from time to time to understand how personal information is handled.

Contact us or raise a concern

If you have a question about this policy, wish to exercise a privacy right or have a concern about how your personal information has been handled, please contact us first.

You also have the right to raise a concern with the Information Commissioner’s Office (ICO) , the UK’s independent data protection regulator. We encourage you to contact us first where appropriate, but you are not required to do so before contacting the ICO.