Privacy Policy

Simple Block ("we", "us", or "our") is registered in England and Wales. We provide property management and service charge administration services. As a managing agent, we collect and process personal data about leaseholders, occupiers, directors of Resident Management Companies (RMCs), and suppliers.

This policy explains our data protection practices under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We only collect the data necessary to provide effective block management services. This includes:

• Contact Details: Your name, home address, billing address, phone number, and email.
• Property Records: Flat number, building location, lease details, and ownership records.
• Financial Information: Payment logs, billing statements, banking details (if you set up direct payments), and service charge accounts.
• Communication History: Record of emails, letters, and phone calls you make to our Evesham office or support portal.

We process your information under several legal grounds, including performance of contracts (your lease requirements), legal obligations, and our legitimate business interests. We use it to:

• Distribute service charge demands, budgets, and certified year-end accounts.
• Manage building maintenance, repairs, inspections, and insurance coverage.
• Respond to support inquiries, maintenance reports, and portal logins.
• Deliver legally required notifications (such as Section 20 notices).
• Contact you regarding emergency repairs or block safety alerts.

We retain personal data for only as long as is necessary to fulfill the purposes we collected it for, including any legal, accounting, or reporting requirements.

For standard property management and financial transactions, we generally hold records for 6 to 7 years following the end of our management agreement for that block, in line with UK limitation laws.

Your information is kept safe inside our secure software platforms. We share your data only under strict conditions:

• Contractors & Maintenance: We share your flat number and contact details (where required) with trusted local contractors to carry out repairs at your block.
• Professional Services: We may share data with block auditors, insurance brokers, and legal advisors when processing claims or certified accounts.
• Legal Mandate: We may disclose details if legally required to do so (e.g. courts or police).

Under the UK GDPR, you have the following rights:

• Access: The right to request copies of the personal data we hold on you.
• Correction: The right to ask us to correct details you think are inaccurate or incomplete.
• Deletion (Erasure): The right to request we erase your personal data under certain circumstances (subject to statutory audit requirements).
• Restriction: The right to ask us to restrict or object to the processing of your data.

If you have concerns about how we use your data, please contact us first. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.